Computer Skills PDF

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‬ ‫دفعة ‪444‬‬
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‬ ‫تم جمعه بواسطة رسيل ;( دعواتكم ‪<3‬‬
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CHAPTER 1 COMPUTING BASICS AND TEXT PROCESSING ESSENTIALS
CHAPTER
COMPUTER HARDWARE AND SOFTWARE
24
COMPUTER HARDWARE AND SOFTWARE SESSION 1
Goal
In this Session, you will learn
About the basic concept of computer, Computer hardware and computer Software.
Learning objectives
Dear Student
By the end of this Session, , you will Learn about:
Introduction to Role of Hardware in Software and its role Software
Computing. Computing. in computing. Suite(MS Office).
1 2 3 4 5 6 7
Classification Input/output Devices, System Software vs
of Computers. Processor, and Memory Application Software.
Devices.
Be prepared
To understand computer as a machine, we must know the working
process and various Components within the computer, it involves
hardware and software. This session focuses on the basic concepts
of computer hardware that shows the tangible working process of
computer.
25
Learn
INTRODUCTION TO COMPUTING
Technology has always been the driving force behind development throughout history. In the twenty-first
century, often known as the digital era, Information and Communication Technology (ICT) plays an important
role and has been accepted and incorporated into our daily life. Computers are becoming the principal means
of communication around the world. Computers are widely available in offices, households, and other public
places. It becomes a simple and helpful communication tool that may deliver a variety of information.
Computing technologies are changing our perceptions of time and space. It has developed a treasure of
knowledge that is accessible at the touch of a button. Furthermore, these computer technologies are exten-
sively embraced and employed in academic contexts such as colleges and schools.
Defining a Computer?
A computer is an electronic device that is programmed to take input, process that input
based on instructions, and give the user the output they want. A computer system consists
of hardware devices and software.
CHARACTERISTICS OF COMPUTER
A computer possesses a number of characteristics, some of which are its high speed, huge storage, precision and
reliability.
Huge Storage
High Processor Speed
Versatility & Reliability
Precision & Diligence
FUNCTIONING OF COMPUTER
A computer works with the help of input devices, storage unit, processing unit, and output devices. A computer
accepts the input from the input device. This input will be processed by the processing unit using predefined
set of instructions, to get the required result or output through output devices. The storage unit stores Data and
instructions in memory and can be accessed when the processor requires them.
INPUT PROCESS OUTPUT
CPU SCREEN
DATA
26
TYPES OF COMPUTERS
Computer can be classified based on its size and performance. The computers are broadly categorized into
four types.
Supercomputer
A Supercomputer is extremely fast and expensive computer that can execute millions of
instructions in less time. It has a very high storage capacity. Supercomputer are used in
different fields like scientific and engineering, Government departments, research and
development facilities, aerospace and automobile companies, weather forecasting, data
mining, oil and gas exploration, nuclear fusion research etc.
- Shaheen II system has a total of 197,568 processor cores and 790 TB of aggregate memory.
Mainframe Computers
The mainframe computer is a sophisticated multi-user computer that can concurrently
control hundreds or thousands of users. Compared to a supercomputer in size, a mainframe
is not as huge as supercomputer. Large organizations utilize these computers for specialized
applications that need large amounts of data processing and storage.
Mainframe Computer
(Ministry of Interior NIC) Riyadh
Micro Computers
Desktop Computer: It is a microprocessor-based computer for a single user. A personal
computer has a keyboard for input, a monitor/screen for information output
, and a memory device for data storage.
Laptop Computer: It is a portable computer with the display and keyboard integrated.
laptop is smaller than a desktop computer and mostly bigger than a notebook computer.
Palmtop Computer/Digital Diary/Notebook/PDAs: It is highly portable, can be
handled in the palm of your hand or can be kept in pocket. They offer a completely
different computing experience, and most of these computers lack physical keyboards
and mice. Instead, the entire screen is touch-sensitive, allowing you to use your finger as
a mouse cursor while typing on a virtual keyboard.
27
ROLE OF HARDWARE IN COMPUTING
Hardware refers to the real, physical components and equipment of computer that support major functions
including input, processing, output and communication in the computer. Three types of electromechanical
components are found in computer hardware:
1 Input/ Output Devices
The computer components used for data input are called as input devices. For
example Mouse, keyboard, scanner, web camera , microphone are input devices. the
devices which are used to get output/result from a computer are known as output
devices. Example of output devices are Monitor, Printer, projector etc.
2 System Unit
The Motherboard, Central Processing Unit (CPU), and Memory Unit are some of the
electrical components that are stored in the System Unit, commonly referred to as the
System Cabinet.
The system unit's motherboard is a printed circuit board. It offers connections for various
peripherals and enables communication between several electronic parts of a system,
such as the memory and the central processor unit. The motherboard is frequently
referred to as the computer's heart.
The Central Processing Unit CPU controls and processes the commands from the input
and output devices. The CPU is referred to as the computer's brain. The Control Unit (CU)
and the Arithmetic Logic Unit (ALU) make up the CPU.
- ALU executes all the arithmetic and logical operations such as basic addition, subtraction,
multiplication, division and comparisons (+, -, *, /, <, >, = =).
- Control Unit is like an execution unit which controls the rest of the computer instructions
and coordinates with other devices in the queues.
3 Memory Devices
Programs and data are stored on memory devices. Primary and secondary storage are
two different types of memory. - The primary memory is the area of storage in a computer
where information and commands for the CPU are kept. Random Access Memory (RAM)
and Read-Only Memory (ROM) make up primary memory, commonly referred to as main
memory. Permanent data and information storage is accomplished through secondary
storage. These include storage devices such as HDD, SSD, CD, DVD, Blu-ray, Flash Drives,
and Memory Cards, among others.
28
ROLE OF SOFTWARE IN COMPUTING
As you've learned by now, a computer relies on hardware and software to perform its functions. There are several
kinds of applications and programs that may be used to run a computer and do a variety of activities. With the aid
of computer hardware, software transforms raw data into usable information.
Types of Software
Generally, the software is of two types:
Software
System Software (Background Software) Application Software (End User Software)
General Purpose Specific Purpose

Operating System Device Drivers
Application Software Application Software
SYSTEM SOFTWARE
System software is a set of programs used to run a computer system. System software works
as a mediator between hardware and software. System software is used by used as a
background program. It controls and manages the hardware devices and other end user
applications. System software comprises of mainly two types: Operating System and Device
Driver
Operating System (OS)
Operating System is a communication medium between a user and a computer system. An
Operating System is the backbone of a computer system. It controls and manages the entire
process of a computer. Examples of Operating system are:
Example of Operating Systems
29
Device Driver
Device Driver software is installed on the computer for a specific device to control and mana ge the operation of
that device. for example, Printer Driver software.
APPLICATION SOFTWARE
Application software is the type of software which is used by the end users to perform certain tasks. The main
purpose of application software is to help the user in doing specified tasks.
Examples MS Office, Microsoft Edge, Safari, etc.
Application Software can be categorized into two types.
General purpose application software
A general purpose application software is designed to perform common or general tasks of a user using a
computer system. Examples include MS Word, MS Excel, web Browsers, Photoshop applications etc.
Specific Purpose Application Software
Special purpose application software is those which are used to perform a special task specified to a particular
user group. Example of such applications are Hotel Management Software, billing software, employee
management software, Learning management software etc.
30
Software Suite
A software suite is a collection of two or more packaged and sold-together software packages. Typically, each
software component delivers distinct functions. Microsoft Office consists of MS Word (Word Processor), MS Excel
(Spreadsheet), MS Power - Point (Presentation Program), and Outlook. is a good example of a software suite.
Adobe Graphics package and Corel Graphics suite are additional examples.
31
Apply
ACTIVITY 1 Fill In the blanks.
System Software Supercomputer Computer System Unit
_____________ is an electronic device that is programmed to take input, process that input based on
1 instructions, and give the user the output.
A ____________is extremely fast and expensive computer that can execute millions of instructions in less
2
time.
The Motherboard, Central Processing Unit (CPU), and Memory Unit are just a few of the electrical
3 components that are stored in the _____________________________________________
______________is in between the computer hardware and the application software. Users do not interact
directly with it as it runs in the background
ACTIVITY 2 Choose the correct option for the following statement:
A) CPU
B) Motherboard
1 _____________is also known as the heart of the computer.

C) Screen
D) Mouse
A) CPU
______is named as the brain of the computer. B) Motherboard

2 C) Keyboard
D) Printer
A) CD
___________executes all the arithmetic and logical operations such as basic

3 B) CU
addition, subtraction, multiplication, division and comparisons (+, -, *, /, <, >, = =). C) ALU
D) DVD
A) ALU
______________is like an execution unit which controls the rest of the computer B) DVD
4
instructions and coordinates with other devices in the queues. C) CD
D) CU
A) Primary
Permanent data and information storage is accomplished through ________ B) Secondary
5
storage C) Input
D) Output
32
Closing
Dear student, Following is a mind map that summarizes the knowledge and concepts you have learned in
this session.
33
CHAPTER
2
TEXT PROCESSING AND DOCUMENT MANAGEMENT
34
TEXT PROCESSING AND DOCUMENT MANAGEMENT SESSION 2
Goal

About text processing, Microsoft word 2016, Document creation and document management.
Learning objectives
Dear Student
By the end of this Session, you will Learn about:
Text Processing Protect Navigate

Introduction to Creating Document,
Features of MS Document. Document.
Text Processing. Templates.
Word.
1 2 3 4 5 6 7 8 9
Text Processing User Interface Document Recover

Tool (MS Word). of MS Word. Management. Document.
Be prepared
Text processing software is an effective tool for students to make assignments, projects reports etc., In this session
you will get basic introduction about text processing, different text processing tools available in market. You will
also learn a document in MS word 2016. How can we protect, recover, navigate documents in MS word 2016.
35
Learn
INTRODUCTION TO TEXT PROCESSING
The program used to process text is frequently referred to as a word processor. A word processor allows you to
create documents, save them digitally, show them on screens, edit them by typing instructions and characters, and
print them out on papers. To continue working on these documents, simply close and reopen them. The main
benefit of text processing is that modifications may be made without having to start over from scratch.
Text Processing Tools

There are variety of Text Processing tools available in the market from different companies to support variant
operating systems. Some of the popular examples are as follows:
Apple Pages
Apple Pages is a text editor that is a component of the iWork productivity suite. It is
renowned for having an easy-to-use interface. It is an Apple product that works with the
macOS and iOS operating systems in Apple products like the Mac Book and iPhone. Pages
contain unique capabilities that help people collaborate on and create content. With its
robust word processor, you can produce documents using touch screens to illustrate with
your hands and collaborate on them from any location and with any device, enabling
real-time collaboration with your team. It works with mobile devices like the iPhone and
iPad.
Microsoft Word
Microsoft Word is the text processor, which is one of the programs of MS Office 2016 suite.
It is developed by Microsoft Corporation. MS word supports different operating systems
such as Windows and macOS. It can be installed and run on microcomputers such as smart-
phones, tablets. MS Word lets you create attractive documents with different type of
templates such as Letters, Flyer's, Brochures, Manuals, CVs and more. It also allows you to
collaborate your work with anyone. Word has various features such as inserting Online
pictures which can be helpful to create the documents.
Text Processing Features

A text processor provides variant common useful features, such as:
• Font and Formatting Options.
• Spelling checker.
• Design and Layout.
• Referencing and Citations.
36
TEXT PROCESSING TOOL- MICROSOFT WORD 2016
Microsoft word is the most widely used word processor designed by Microsoft. It is included in the Microsoft Office
suite. Microsoft Word 2016 is the greatest offering from the Microsoft Office suite as compared to previous
versions.
Starting MS Word 2016

To start MS Word 2016 in Windows 10, follow the steps given below:
 Click on Start Button to open the Start menu.
 Click on Word 2016 from the All-Apps list
The Start Screen of Word 2016 appears with different options to create a file. You
can either choose an existing file or start with a new one.
Interface of MS Word 2016
It provides the easy access to the commands which you use frequently. By default, it has the Save,
A Quick Access Toolbar Undo & Repeat commands. You can add or remove commands to Quick Access Toolbar by simply
clicking on the Customize arrow button on its right.
Ribbon includes a set of commands located below different tabs. Every Ribbon is divided into
B Ribbon
groups, having logically related commands.
C Tabs Tabs are available above the ribbon. Clicking a tab displays an associated ribbon commands.
D Groups Related commands of a Ribbon are organized in Groups.
E Dialog Box Launcher Clicking the Dialog box launcher displays the associated dialog box or pane.
It allows you to Show or hide the Ribbon. Click on it to choose from the menu options Auto-hide
Ribbon Display Options
F ribbon, Show Tabs, or Show Tabs and Commands.
37
The white area in the middle of the Word 2016 user interface is the Work Area or Workspace. This
G Work Area
represents the actual page where you can type text, edit or format a document.
The Insertion Point or Cursor is the blinking vertical line in the Work Area. It indicates the current active
H The Insertion Point (Cursor)
place in the document where you can insert text, images, apply editing or formatting commands.
I Rulers It helps you to view and adjust the position of the contents of the document.
It displays the information about the current document such as the total number of pages, the current
J The Status Bar
page number, total number of words in the document, current proofing language and proofing status.
Three view buttons Read Mode, Print Layout and Web layout on the right side of the Status bar
K View Buttons
allows you to easily switch between the document views.
L Zoom Slider and Buttons They allow you to easily adjust the zoom level of the document contents as per your convenience.
NEW FEATURES OF WORD 2016

Word 2016 is equipped with several new features to help you to work more efficiently. Out of these, following are
the two useful features.
Tell Me Box
In Word 2016 user interface screen, you might have noticed a text box on the right of the ribbon tabs with a bulb
sign that says “Tell me what you want to do…”
 It allows you to do the things quickly and efficiently,
keeping you free from remembering and locating the
commands in various tabs & ribbons.
 All you have to do is to simply enter a word or a phrase in
the Tell Me box about the command you want.
 Word 2016 provides you a list of the related commands.
 You can choose the one you are looking for. You can even use the Tell Me box to get help on a particular
command.
Smart Lookup
The Smart Lookup is yet another exciting feature in Word 2016. When a term or phrase in your document is
searched online, you may obtain definitions, Wikipedia pages and related searches about it. Thus, bringing the
research directly in to Word 2016.
 Select the word and right click on it.

 Choose the Smart Lookup option.
The Insights pane appears (on the right) with the results
from the online sources like Wikipedia, Bing, and Oxford
Dictionaries.
Amazing feature of the Smart Lookup is that it gives you the contextual results that are relevant for the use of the
selected word or phrase in the document. For example, if you use Smart Lookup selecting the word "office" in the
phrases Office Furniture and Microsoft Office Apps, the results in the Insights pane will be different according to
the phrase.
38
CREATING DOCUMENTS
When you start Word 2016, you can choose to start with a new blank document. You can even create a new
document from an already open Word document.
To create a New Blank document, follow the steps given below:
 Click on the File tab.
 Click on the New command.
 Click on the Blank document.
Entering text
Whenever a new document is created, the flashing cursor is always seen at the beginning of the first line. You can
start entering text by pressing the keys on the keyboard.
Selecting text
To edit or format text, you need to select it first. You can select text by two ways, either by using Mouse or
Keyboard.
 To select using keyboard, press and hold the Shift key along with Navigation Keys.
 To select using mouse, click and drag the mouse over the text you want to select.
Text selection shortcuts
To select a single word, double click on it.

To select a paragraph, position the mouse pointer in the paragraph and click 3 times.
To select the entire document, use the Keyboard Shortcut CTRL + A.
To deselect text, click anywhere outside the selected area or use the Arrow keys.
Deleting text
To delete the characters in a document, you can use the Delete or the Backspace key.
 The Delete key is used to delete the characters to the right of the cursor.
 The Backspace key is used to delete the characters to the left of the cursor.
 If you want to delete a section of text in the document, select the text and press the Delete or the Backspace key.
To delete a whole word to the right of the cursor, use the Keyboard Shortcut CTRL + Delete.
To delete a whole word to the left of the cursor, use the Keyboard Shortcut CTRL + Backspace.
39
MS WORD TEMPLATES
A template is a pre-designed document that can be used by users to create similar new documents easily. Word
2016 offers a variety of brochure, invoice, letter, CV, and certificate templates, among others. Additionally, you may
search through tens of thousands of online templates. Word 2016 also allows you to design your own templates.
Using Templates
To use the predefined templates in MS word, follow the given steps:

Choose the template from the list of available templates
categories like business, cards, flyers, Resumes and cover
letters etc.
 Click on the desired template from the selected category.
 Click create.
DOCUMENT MANAGEMENT
Managing documents in Word is accomplished using the Open Keyboard Shortcuts

or Save As dialog boxes. These dialog windows allow you to
CTRL N Create a New Blank Document
either access an existing document on your computer or save a
newly created one. You may utilize these dialog boxes to effec- CTRL S Save a Document
tively manage your files. CTRL O Open a Document
CTRL W Close a Document
F12 Save As a Document
Opening an Existing Document CTRL P Print a Document
To open an existing document, follow the steps given below:
 Click on the File tab and select the Open command.

Choose the desired file from the Recent files list that
appears in the Backstage view.
 If the desired file is not listed, click the Browse
option to display the file Open dialog box.
Browse and select the file you want to open.
 Click the Open button.
40
Saving A Document
A document in Word 2016 is saved with the file extension .docx. To save a document using File Tab, follow the
steps given below:
 Choose the Save command.
When you save a new file for the first time, the Backstage View shows the Save As options to choose the location
where you want to save the document.
• OneDrive: Allows you to save the document online to

OneDrive cloud. You need an active internet connection and
a Microsoft OneDrive account.
• This PC: Allows you to save the document locally on the
computer. You can choose from the recent folders shown on
the right side.
• Browse: Allows you to choose a folder location manually on
the computer. After choosing any of the above locations, the
Save As dialog box is displayed
DOCUMENT NAVIGATION
It is usually necessary while working on a document to locate and choose a section of text from anywhere in the
document. You may navigate the entire document using the keyboard or the mouse.
Navigating with Keyboard

Keyboard allows you to navigate through a document using the following key(s).
• To move through left, right, up or down directions, use the four Arrow keys (←↑↓→)
on the keyboard.
• To jump directly to the beginning or the end of the current line, use Home or End key
on the keyboard.
• To jump to the beginning or the end of the document, use the Control Key (CTRL)
key along with the Home or End key.
• To move page by page in up or down directions, use the Page Up or Page Down key.
Navigating with Mouse and Scroll Bars

Moving to a part of the document can be sometimes quicker with mouse. You can simply use the mouse wheel or
the scroll bars to locate the part of the document you want.
Word 2016 Provides two types of scroll bars:
Vertical scrollbar: This allows you to navigate through the document in up-down
directions.
Horizontal scrollbar: This allows you to navigate through the document in

left-right directions.
41
DOCUMENT PRINT AND EXPORT
Printing A Document
You can print a document to get a hardcopy on paper.
To print a document,
 Click on Print command from the File Tab.
 The Backstage View shows the Print interface and a preview of the current page.
Select the printer and change the print settings if required, then click Print.
Export Document
You can change file type using an export option from file tab.
To change the file type of the document:
 Click on file Tab
 Click on export
 Click change file type
 Select file type and save your document in the desired file type like PDF / CPS or another template.
Type file name in Name box , click Publish ( For PDF/XPS ) or Click save for other file types.
42
DOCUMENT PROTECTION
You can protect your word document to prevent unauthorized access, use or modification by setting
the password:
To protect your document, follow the steps below:
 Click on info option from the file Tab.
 Click on Protect document button. Drop down menu will appear.
 Select encrypt with password. Password box will appear.
 Set the password for your document and click OK
Now your document is password protected.
To change or remove password from a document you need to follow the

same steps as mentioned above. To remove the password for the document,
delete the password from the password box OR if you want to change the
password delete the previous password and add new password and click OK.
You can make use of more options available to protect the document using
Protect Document like:
 Mark as Final
 Encrypt with Password
 Restrict Editing
 Restrict Access
 Add a Digital Signature
43
Apply
Ribbon smart Lookup word processor tell me box Insertion Point
A _________________allows you to create documents, save them digitally, show them on screens, edit
1 them by typing instructions and characters, and print them out on papers.
________________ includes a set of commands located below different tabs, which is divided into groups,
2
having logically related commands.
3 The ________________ is the blinking vertical line in the Work Area.
___________________ allows you to do the things quickly and efficiently, keeping you free from
4
remembering and locating the commands in various tabs & ribbons.
5 Using the ______________, you may obtain definitions, Wikipedia pages and related searches.
ACTIVITY 2 Match the following
A - Create a New Document CTRL + O
B - Save a Document CTRL + S
C - Open a Document CTRL + N
D - Close a Document CTRL + P
E - Print a Document CTRL + W

Activity
2
44
Closing
this session.
45
CHAPTER
3
CONTENT ORGANIZATION TOOLS AND VISUAL ELEMENTS
46
CONTENT ORGANIZATION TOOLS AND VISUAL ELEMENTS SESSION 3
Goal

About the content organization tools, text formatting tools, Text Styles, Paragraph Alignment ,
Cover Page, Pictures, Shapes, Text Boxes, Smart Art etc.
Learning objectives
Dear Student
By the end of this Session, you should be able to understand and practice:
Introduction to Content Content Organization Importance of Visual

Organization with Tables, Lists Communication
1 2 3 4 5 6
Graphical Elements (Cover

Content Formatting Text Styles, Paragraph
Page, Pictures, Shapes, Text
Tools Alignment
Boxes, Smart Art)
Be prepared
You have gone through the basics of text processing in the previous session, in this session you we be able to
insert graphical elements in your document, you will understand the need of formatting tools, tables, lists, text
styles, and paragraph alignment etc. In this session you will learn about main elements of text processing which
you will use most frequently in your documents.
47
Learn
TEXT FORMATTING AND ALIGNMENT TOOLS
The main element of a document includes text that informs readers, but the way that text is presented also sends
a message. Formatting the text in various ways can help to give it shape and purpose. When it comes to text
formatting in Word 2016, you have a variety of options at your disposal. An example of how formatting may be
applied to a document can be seen in the image below.
The text formatting and alignment tools used to set-up the documents are present in the Home tab.
FONT OPERATIONS
Font group can be used to execute font operations. The Font group contains commands that allow you to adjust
and enhance the appearance of your text, such as font, font size, bold, italic, underlining, strikethrough,
subscript, superscript, font color, highlight color, artistic text effects, etc.
Change Font
The Font box is used to change the font of selected text. It lets you pick a new font for your text.
To change the Font of the selected text, follow the steps given below:
 Click the arrow to the right of the Font box.
 Select the desired font from available fonts.
48
Change Font Size
The Font Size box is used to change the size of selected text.
To Change the size of the selected text, follow the steps given below:
 Click the arrow to the right of the Font Size box.
 Select the desired font size from the font size list.
You can also use Increase Font Size and Decrease Font Size commands to change
the font size. The Increase Font Size command is used to make your text a bit
bigger. The Decrease Font Size command is used to make your text a bit smaller.
Font Color
The Font Color command is used to change the color of text.
To change the Font color of the selected text, follow the steps given below:
 Click on the arrow to the right of the Font Color command.
 Select the desired color.
Font Style: Bold, Italic, Underline

Word 2016 permits you to apply the following text styles to your document:
The Bold command is used to make text appear thicker.
The Italic command is used to make the selected text slant to the right.
The Underline command is used to draw a line below text.
To apply the bold effect to the selected text, follow the steps given below:
 Select the text to which you want to apply bold effect.
 Click on Bold command in the Font group.
In the same way you can change the text to italic (I) and underline (U)
keyboard Shortcuts :
Bold command CTRL + B Italic Command CTRL + i Underline command CTRL + u
Change Case
Word 2016 allows you to change the capitalization of the selected text to uppercase, lowercase, etc.
The different available options are as follows:
• Sentence case - Only the first letter of the sentence is capitalized.
• lowercase - Changes the selected text to small letters.
• UPPERCASE – Changes the selected text to capital letters.
• Capitalize Each Word – Makes the first letter of each word capital.
• tOGGLE case – Changes the capital letters to small & small to capital.
To Change Case of the text, follow the steps given below:

 Select the text for which you want to change case.
 Click the Change Case command of font group and select the desired case.
49
Text Highlight Color
The Text Highlight Color command is used to make your text pop by highlighting it with
a bright color.
To apply a text highlighter to the selected text, follow the steps given below:
 Click the Text Highlight Color command of font group. Select the color you want.
CLIPBOARD OPERATIONS
Text or other information that has been cut or copied from a document is
temporarily kept on a clipboard. MS Word Clipboard Group enables you to copy
objects from a document and paste them anywhere in the same document or
in another Office document.
There are four commands in the Clipboard: Cut, Copy, Paste, and Format Painter.
The Copy command stores a copy of the selection in the Clipboard so you can paste it somewhere else. The Cut
command removes the selection and stores it on the Clipboard so you can paste it somewhere else.
Cut Copy Paste

 Select the text you want to Copy and Click Copy command
in clipboard group or press CTRL + C (Keyboard Shortcut).
 Similarly, to Cut or move text, select the text and Click Cut
command in clipboard group or press CTRL + x.
 Place the cursor to the position you want to paste and click
Paste command or press CTRL + V
Format Painter
The Format Painter command is used to copy the formatting
applied to a section of text to another section of text.
To copy the formatting style of the selected text.
 Select the text then click Format Painter command in the
clipboard group
 Your mouse pointer changes to a paint brush. Now drag it
over the text to which you wish to apply the formatting
50
TEXT ALIGNMENT AND SPACING
Text Alignment refers to the way text is positioned horizontally in a given

paragraph. Line spacing determines the amount of vertical space
between lines of text in a paragraph. Paragraph spacing determines the
amount of space above or below a paragraph.
Word 2016 provides you with the Paragraph group in home tab. The
commands in this group enable you to format complete paragraphs.
Text Alignment
There are four types of text Alignments:
• Align Left (CTRL + L): This command aligns your content with the left
margin.
• Center (CTRL + E): This command aligns your content in the center.
• Align Right (CTRL + R): This command aligns your content with the
right margin.
• Justify (CTRL + J): This command distributes your text evenly between
the margins.
LINE AND PARAGRAPH SPACING

The Line and Paragraph Spacing command enables you to choose how
much space appears between lines of text or between paragraphs.
To change the line spacing in a paragraph, follow the steps given below:
 Select the lines or paragraphs to which you want to apply the line
spacing.
 Click on the line spacing command in paragraph group and choose
the desired line spacing from the list
CONTENT ORGANIZATION TOOLS
Imagine you're working with a long document in Microsoft Word, like an assignment or a project report. Depending
on the document, it might contain information that needs to be properly organized as shown in picture below.
Word has many tools such as lists, tables, heading styles, and much more for organizing information.
51
CONTENT ORGANIZATION WITH BULLETS AND LISTS

There are two ways to structure your document's list of items: bulleted and numbered. Each item or paragraph in a
bulleted list has a bullet character at the beginning of it. Each item or paragraph in a list is introduced with a numer-
ic or alphabetical expression. When you add or delete items from a numbered list, the numbers are immediately
updated.
Bullets: This command allows you to create a bulleted list.

Numbering: This command allows you to create a numbered list.
To create a Bulleted/Numbered list for the selected text, follow the steps given below:
 Click the arrow to the right of the command.
 Select the desired format. (as shown in pictures below)
CONTENT ORGANIZATION WITH STYLES
Styles are groups of text formatting options (such as font, line spacing, and alignment) that may be applied with a
single click. This is more efficient than applying each effect separately and ensures uniformity throughout the
page. The Styles group commands allow you to format text using predefined styles. These styles enhance the
appearance of subjects, subtopics, etc. Word 2016's styles group allows you to see, manage, and customize text
styles.
Applying Styles
A style is a predefined set of formatting options , Applying style to text

includes change in font, size, color, paragraph alignment, and spacing.
To apply a heading style to the text, follow the steps given below:
 Select the text. Click on the Heading 1 style (or any other style) from
the Styles gallery available in home tab.
CONTENT ORGANIZATION WITH TABLES
Tables are the collection of boxes/cells that are arranged in rows and columns. they can be used to organize
information in tabular form. As shown below
52
Table is the single command in the Tables group on the Insert tab. You may use it to add a table to your document.
rows and columns are used to represent data or information in a table. The vertical part of a table is called a
column, while the horizontal section is called a row. A cell is the intersection of a column and a row.
Inserting Table
To insert a table in the document, follow the steps given below:
 Click on the Table command of the Tables group.
 Click on the Insert Table option from the list.
This will open an insert table dialog box. In the Insert Table dialog box,
enter the Table size with respect to number of columns and rows.
 Click OK to insert the table.
You can also insert a table by moving the mouse over the squares grid
to select the number of rows and columns as required.
Contextual Tabs for Table (Design and Layout)

When you click inside a table, two contextual tabs, namely, Design and Layout, appear under the heading Table
Tools. These tabs provide commands for quickly formatting your table, insert or delete rows and columns, and set
the alignment for cells in your table.
53
Table Tools - Design Tab
Table Tools - Layout Tab
To insert additional rows or columns, follow the steps given below:

 Click inside the table where you need additional rows or columns.
 Click on the contextual Layout Tab. In the Rows & Columns group,
select one of the following:
• Insert Above to insert a row above the current row.
• Insert Below to insert a row below the current row.
• Insert Left to insert a column to the left.
• Insert Right to insert a column to the right.
For Example: if you want to add row above row 4.

Click on Row 4. Click on Table Tools - Layout Tab the click Insert Above command. As shown in below picture.
Merging Cells
Combining two or more cells together into one cell is called
merging cells.
To merge cells, follow the steps given below:
 Select the cells to merge.
 Click on the Merge cells command from Merge group
of the Layout Tab. As Shown in picture.
54
Splitting Cells
Word 2016 allows you to split a cell of a table into multiple

new cells.
To split a cell of a table, follow the steps given below:
 Select the cell that you want to split.
 Click the Split Cells command in the Merge group. The
Split cells dialog box appears.
 Enter the number of columns or rows into which you
want to split the selected cell and click OK.
Applying Table Styles

A quick way to format a table automatically is to use the Table Style.
To apply a Table Style, follow the steps given below:
 Select the Table and Click on Contextual Design Tab.
 In the Table Styles Group, click on the More arrow to display the complete gallery of styles.
 Move your mouse over the styles to preview how the table will look if you select that style.
 Click on a suitable style for your table. As shown in picture below.
Deleting A Table
You can easily delete an entire table, or a part of it, in Word 2016.
The Delete command in the Rows & Columns group of the Layout tab lets you delete rows,
columns, cells, or the entire table.
To delete an entire table, follow the steps given below:
 Click within the table and on the contextual Layout tab, from the Rows & Columns group,
 Select Delete. A menu appears. Click the Delete Table option.
55
VISUAL COMMUNICATION AND GRAPHICAL ELEMENTS
Visual communication is the process of communicating information or ideas through the use of visual compo-
nents. Visual communication includes images, screenshots, shapes, and infographics, among others. MS Word
enables you to insert visual communication objects to improve the quality of your documents or more effectively
express the document's content. To make your work more appealing, you must integrate visual or graphical
components into your documents.
Document Pages
Pages group in insert Tab allows you to insert a Cover Page, a Blank Page or a Page Break.
COVER PAGE
The first page of an article, book, or word document is the cover page. With a
stunning cover page, your document will create an excellent initial impression.
On the cover page, you provide information such as the Subject, Title, Topic,
and Author.To insert a cover page, follow the steps given below:
 Click on the Cover Page command of the Pages group. Choose the desired
cover page.
To Remove the Cover Page, click on Remove Current Cover Page Command
BLANK PAGE
The Blank Page command is used to add a blank page anywhere in your docu-
ment. This is useful when you need to insert a new page between two existing
pages.
To insert a blank page at the current cursor position
 Click on the Blank Page command of the Pages group.
PAGE BREAK
The Page Break command is used to end the current page at the cursor position
and move the cursor to the next page. This is useful when you want to write on
the next page even though there is some blank space below the text at the
current page.
To insert a page break at the current cursor position
 Click on the Page Break command of the Pages group.
56
PICTURES, SHAPES AND SMART ART
Illustrations group commands in insert tab enables you to insert various types
of visual elements / illustrations like Pictures, Shapes, Charts, and Screenshots.
Inserting A Picture
The Pictures command lets you insert pictures from your computer or from other computers that you are
connected to.
To insert a picture, follow the steps given below:
 Click in the document where you want to insert a picture.
 Click on the Pictures command of Illustrations group.
The Insert Picture dialog box appears.
 Browse and select the desired picture and click on the Insert
button in the dialog box.
When you insert a picture, or select an already inserted picture in a document, a new contextual Format tab
appears. This tab contains various tools, such as brightness, color, corrections, picture styles and size of picture,
etc. These tools help you to modify the appearance of your picture.
Cropping a Picture
You can crop a picture to remove any unwanted parts. To crop the selected picture, follow the steps given below:
 On the contextual Format tab, in the Size group
 Click the Crop command. Eight cropping handles appear on the edges of the picture.
 Drag these handles inwards to remove unwanted parts of the picture
Online Pictures
The Online Pictures command helps you find and insert pictures from a variety of online sources.
To insert an online picture, follow the steps given below:
 Click on the Online Pictures command in the Illustrations group.
The Insert Pictures dialog box appears.
 Type the keyword in the Bing Image Search box and press the Enter key.
 Select the picture(s) you want to insert and click on the Insert button.
 The picture is downloaded and inserted in the document.
57
Inserting Shapes
The Shapes command is used to insert readymade shapes into your document. Available shapes include
Rectangles, Basic Shapes, Block Arrows, Equation Shapes, Flow chart, Stars and Banners, Callouts, etc.
To insert a shape, follow the steps given below:
 Click the Shapes command in the Illustrations group to display the Shapes gallery.
 Select the Shape you want and drag the mouse to create a shape of the size you wish.
A new contextual Format tab appears that contains various options to enhance the appearance of the shape.
Inserting A SmartArt
SmartArt is the visual representations of information that efficiently convey your words or concepts. The SmartArt
command allows you to graphically express information by inserting a SmartArt graphic. SmartArt visuals span
from simple graphics such as graphical lists and process diagrams to more intricate graphics such as Venn diagrams
and organization charts.
To insert SmartArt, follow the steps given below:

 Click on the SmartArt command in the Illustrations group. The SmartArt dialogue box appears.
 In the left pane, select the type of SmartArt you want. In the right pane, select the required SmartArt.
 Click the OK button.
Two new contextual tabs named Design and Format are displayed.
58
• The Design tab helps you to change the layout, style, or colors used in your SmartArt graphic.
• The Format tab is used to change the design, style and color of your SmartArt graphic.
SHOWCASING WITH TEXT BOXES

Text boxes, which you may insert into your document, allow you to enter text in any part of the document. You
may use text boxes to highlight certain text or to move text around in your document, depending on your needs.
Inserting Textbox
A Text Box enables you to add text anywhere in your docu-
ment. It is great for showcasing important text, such as head-
ings or quotes.
To insert a Text Box, follow the steps given below:
 Click on the Text Box command in the Text group. A list of
various text boxes appears.
 Choose the required style of text box. The Text Box is
inserted and you can edit the text.
Insert Date & Time

The Date & Time command is used to quickly add the current
date or time to your document.
To insert the Date & Time, follow the steps given below:
 Click in the document where you want to insert Date & Time.
 Click on the Date & Time command in the Text group. The
Date & Time dialog box appears.
 Choose the desired Date & Time format from the list and
Click on OK button.
59
Apply
Clipboard Page Break format Painter Font-Group
_____________ commands allow you to adjust and enhance the appearance of your text, such as font, font
1 size, bold, italic, underlining etc.
__________________ enables you to copy objects from a document and paste them anywhere in the same
2
document or in another Office document.
____________ Command is used to copy the formatting applied to a section of text to another section
3 of text.
The________________ command is used to end the current page at the cursor position and move the
4
cursor to the next page.
ACTIVITY 2 Choose TRUE or FALSE for the following statements:
1 The Format Painter command is used to copy the formatting applied to a section of
True False
text to another section of text.
MS Word 2016, after inserting a table, you cannot insert additional rows or columns
2 True False
in the table.
3 Combining two or more cells together into one cell is called splitting cells. True False
60
Closing
this session.
61
CHAPTER
CONTROLLING DOCUMENT DESIGN AND LAYOUT

4
62
CONTROLLING DOCUMENT DESIGN AND LAYOUT SESSION 4
Goal

About the document design and layout options. Like Page margins, page size, document
themes and document views.
Learning objectives
Dear Student
Dear Students: By the end of this session, you will be able to understand:
Document Document Layout Document Themes. Document views

Design Tools Options.
1 2 3 4 5 6 7
Document Formatting Page Margins Watermark, Page

Styles. and Size. Colors, Page Borders.
Be prepared
Document formatting is an important tool for any text processing application, in this session you will focus on the
document as a whole, you will learn to set document margins, page size, and orientation. You will focus on the
page background, watermark, page color, page borders and document themes etc. also you will learn to display
the document in different views.
63
Learn
DOCUMENT DESIGN TOOLS

When you create a new document in Microsoft Word, the default settings of MS word are applied to this new
document, but sometimes you want to customize your document design and setup based on the requirement.
You can make use of Design and layout tab tools to apply changes to your document.
The Design tab consists of commands that enable you to quickly apply different formatting styles to your
document. You can change document theme, colors and change the background of a document.
The Layout Tab commands allow you to arrange your document pages. You can set margins, control of page
orientation, change page size etc.
• Example of some skills are shown in figure below
DOCUMENT FORMATTING STYLES

Document formatting contains the predefined document formats, which can help to enhance the appearance of
the whole document, it is the combination of color fonts, text spacing effects etc.
To apply the Document formatting, follow the steps given below:
 Click on design tab. Document formatting styles will appear.
 Select the required Document formatting style
64
THEMES, COLORS AND FONTS
Document themes
A theme is a best way to give a attractive and modern look to your document. A docu-
ment theme is a set of theme colors, a set of theme fonts (like heading and body text
fonts), and a set of theme effects (like lines and fill effects).
To apply a theme to your document, follow the steps given below:

 Click on design Tab.
 Click on themes – Point to a theme to preview how it will look in your document.
 Select the desired theme.
The Selected theme will be applied , and the colors, fonts, and effects of the document
will be changed .
Theme Colors
Theme colors are set of coordinated colors used in formatting text and objects in
the document. After selecting a desired theme for your document, if you want to
change something about it, you can change color and font sets for the current
theme as well.
To change theme color of your document, follow the steps given below:
 Click on Colors.
 Select the desired theme color.
Theme Fonts
Theme fonts is quick and easy way to change the font of your whole text at once.
this will be applied to your text only if you have formatted your text using heading
and body fonts.
To change theme font of your document, follow the steps given below:
 Click on Fonts.
 Select the desired theme font.
DOCUMENT CONFIDENTIALITY WITH WATERMARK
The Watermark command enables you to add see-through text, such as “Confidential”
or “Urgent” behind the page contents. This watermark is a best way to show that the
document is important and requires special treatment. Page Background Group in
design tab enable you to add a Watermark, change the Page Color or add a Page
Border. Watermark and Page Color apply to the entire document, while you can change
Page Borders by section.
65
Adding Watermark
To insert a Watermark, follow the steps given below:
 Click on the Watermark command in the Page
Background group.
A list appears containing many samples along with Custom
Watermark option.
 Click the Custom Watermark option.
A dialog box appears that helps to insert picture watermark
or text watermark with several options.
 Select the Text Watermark and type the desired text in
the box.
 Click Apply followed by the OK button.
Removing Watermark
To remove watermark, follow the steps given below:
 Click on the Watermark command in the Page Background group.
 Click on the Remove Watermark option in the drop-down list.
PAGE COLORS AND BORDERS
Applying Page Color

The Page Color command adds a color to your document by changing
the background color of the page. You can select the desired color from
the color palette and apply it to all the pages of your document.
To apply a page color, follow the steps given below:

 Click on the Page Color command in the Page Background group.
A color palette containing various colors appears.
 Select the desired page color.
The Page Color palette also has an option Fill Effects, which opens a
dialog box having four tabs as Gradient, Texture, Pattern and Picture.
Using these tabs, you can change the background of your document to
the selected fill effect.
66
Page Border
A border is a rectangular boundary which covers your document pages.
The Page Borders command applies borders to selected or all pages of
the document.
To apply the Page Border, follow the steps given below:
 Click on the Page Borders command in the Page Background group.
A dialog box containing options such as style, width, color, etc., appears.
 Select the desired border style, width, color, etc. Click on OK button.
DOCUMENT LAYOUT TOOLS
Page layout is the term used to describe how each page of your document will appear when it is printed. In Word,
The Layout tab allows you to customize the way your document’s page is set up. It helps you to change the docu-
ment orientation, page size, margins, indentation, line spacing, and paragraph settings. It is better to adjust the
Page settings before you start creating a document.
The Page Setup group in layout tab contains the commands like margins, page size, orientation, line numbers,
etc., that enable you to modify the structure of your document.
Adjust Margins
Margins are the blank areas of space around the edge of your document. The Margins command is used to set the
margin sizes for the entire document or to a section. There are four margins: left, right, top, and bottom. Gutter is
a special margin used for binding purpose.
To set the page Margins, follow the steps given below:
 Click on the Margins command in the Page Setup group.
A list appears containing pre-defined margins and custom margin
options.
 You can select a desired pre-defined margin like Normal,
Narrow etc.
Custom Margins
To set the margins manually follow steps below:
 Click the Custom Margins.
A dialog box appears where you can set the margins. Change the
values for each margin as desired.
 Click on OK button.
67
Page Orientation
Orientation is the direction of a page in the document. The Orientation

command is used to give your pages a Portrait or a Landscape layout.
By default, Word 2016 provides Portrait orientation.
To set the Orientation of a page, follow the steps given below:
 Click on the Orientation command from the Page Setup group.
 Select the desired orientation for your document.
Choose Page Size

The Size command is used to choose a paper size for your
document. The paper sizes may be A4, A3, A5, Letter, Legal, etc.
To change the paper size, follow the steps given below:
 Click on the Size command from the Page Setup group. A
list appears displaying the available paper sizes.
 Choose the desired paper size.
Add or Remove Columns

You can divide the text in your document into columns. You
can also choose the width and spacing of the columns, or use
one of the pre-set formats. The Columns command is used to
split your text into two or more columns.
To split your text into columns, follow the steps given below:
 Select the text that you want to convert into columns.
 Click on the Columns command from the Page Setup
group.
 Choose the desired number of columns for your document
DOCUMENT VIEWS
Microsoft Word gives you five different views of a document, and each has its own advantages over the others.
The View tab contain commands that help you to change the view of your document, adjust zoom level, show
or hide user interface elements, and to arrange or work with multiple document windows.
Views group allow you to view your document in different ways. Read Mode, Print Layout, Web Layout, Outline,
and Draft. Each view is optimized for a particular task and content type. You can quickly switch from one view to
another.
68
Read Mode
If you want to read or review a document instead of writing, the Read Mode view is best suitable.
 To switch to the Read Mode view, click on the Read
Mode Command in the Views group.
This view shows the document in a book style using
columns, hiding the Ribbon and other screen
elements. A Next and a Previous arrow button appears
on both sides to move between pages. It also provides
some tools specially designed to read a document.
 To exit from the Read Mode view, choose Edit Docu-
ment from the View menu or just hit the Esc key on
the keyboard.
Print Layout
The Print Layout view is the default view when you create a new document. This view is often used to work with
standard documents, such as letters, brochures, reports, etc.
To switch to the Print Layout view
 Click on the Print Layout command in the Views
group.
A print-ready version of the document is shown in
this view. You get exactly what you see on the screen.
Thus, margins and other formatting elements like
page breaks and paragraph breaks are shown in a
manner that is consistent with the printed output.
Web Layout
You may use the Web Layout view to build and update
web pages intended for online publication. It just
gives an estimate of how online information will
appear when it is published. This arrangement is also
ideal for documents with broad tables.
To switch to the Web Layout view,
 Click on the Web Layout command in the Views
group. The Web Layout view displays the docu-
ment as a webpage.
69
Outline
The Outline view allows you to create an outline of a document and shows the content as a bulleted list. In the
Outline view, a contextual tab Outlining appears with various outline tools. By using the Outline tools, you can
move your text up and down, expand and collapse levels, change heading levels, or show only one kind of heading
level.
To switch to the Outline view,

 Click on the Outline command in the Views
group.
It shows the document as collapsible levels of head-
ings, providing a glance of the structure of the docu-
ment.
 To exit from Outline view, click on Close Outline
View command from Close group in Outlining tab.
Draft
The Draft view is designed to edit and format text quickly. This view is useful when you have to focus on the
content, rather than the printed output.
To switch to the Draft view,

 Click on the Draft command in the Views group.
The Draft view enables you to type and edit quick-
ly by simplifying the layout of the page.
Some page elements such as, the boundaries

between pages, headers and footers, backgrounds,
etc. do not appear in the Draft view
Note : You can also change the view of your document by using view buttons on status bar
DOCUMENT ZOOM OPTIONS
Microsoft Word provides a feature to zoom-in and zoom-out the document contents.
When we use zoom-in operation, it enlarges the text or objects available on page
whereas zoom-out operation reduces the size of text or objects available on page .
Zoom in or out of a document

With zoom-in you will get a close view of your document and with zoom-out you will
see more of the page at a reduced size. you can save your zoom setting also.
70
One Page and Multiple Pages in a Window
Word displays only one page of the document on the screen by default. If you want to optimize the layout of each
page, control the page numbers of document or check the position of charts and images, it is necessary to take
a panoramic view of the situation. Especially when you have a lot contents to deal with, it is very intuitive and
convenient to view multiple pages at once.
 Go to View tab, and click Multiple Pages command in the Zoom group
 Then the document is displayed in multiple pages in a window.
 If you want to go back to the original view, simply click One Page, but the whole document will remain
the same size when it is under Multiple Pages, and it will be restored to the default size after clicking
100% on the left.
Note : You can also perform zoom-in and zoom-out operations on a document by using zoom buttons or zoom slider
on status bar
71
Apply
Document theme Layout Outline Margins Watermark Print-Layout
__________________ is a set of formatting choices that include a set of theme colors, a set of theme fonts
1
(including heading and body text fonts), and a set of theme effects (including lines and fill effects).
_________________command enables you to add see-through text, such as “Confidential” or “Urgent”

2
behind the content on the page.
3 _____________________are the blank areas of space around the edge of your document.
______________ tab allows you to customize the way your document’s page is set up. It helps you to change
4
orientation, page size, margins, indentation, line spacing, etc.
______________View allows you to create an outline of a document and shows the content as a bulleted list.
5
In the Outline view, a contextual tab Outlining appears with various outline tools.
In_______________view, the margins and other formatting elements like page breaks and paragraph breaks
6
are shown in a manner that is consistent with the printed output
1 Document formatting contains the predefined document formats, which can help
True False
to enhance the appearance of the whole document.
A document theme is a set of formatting choices that include a page margin,

2 True False
orientation and page size.
3 You cannot remove a watermark text from a document. True False
The outline view is the default view when you create a new document. This view is
4
often used to work with standard documents, such as letters, brochures, reports, etc. True False
72
Closing
this session.
73
CHAPTER
5
MANAGE REFERENCES AND PROOFREADING TOOLS
74
MANAGE REFERENCES AND PROOFREADING TOOLS SESSION 5
Goal

About document referencing, Table of contents and Proofreading
Learning objectives
Dear Student
By the end of this Session, you should be able to understand and practice:
Document Footnotes and Translate,

referencing. Endnotes, Comments. Language
1 2 3 4 5 6
Table of Spelling and Compare Documents,

Content Grammar, Track Changes,
Be prepared
This session focus on the indexing to locate the topics in your document. Table of Content is the best tool to
displays the topics of the entire document in a list format and facilitates easy location of topics. This provides a
structured and a hierarchical view of contents. You will learn to fix the mistakes or errors in your document i.e.
proofreading. Proofreading, means carefully reading through your content to find and fix errors as well as
suggesting alternative wording for better flow and readability. You will understand how to link your document
to some external source or other parts of your document using hyperlinking.
75
Learn
MANAGE REFERENCES AND PROOFREADING TOOLS
When you create a document having multiple pages like a book, project report, or a business proposal we need to
create an index to navigate through the document easily, for example you can create table of contents for your
document. The table of contents can be useful for two reasons: It gives information to users about the contents of
your document . Also It allows readers to jump directly to a particular topic or section in your document . As shown
in figure below.
The References Tab commands help researchers & professionals in creating references, index etc. in the document.
INDEXING WITH TABLE OF CONTENTS
To create a Table of Contents for your document you will use Table of contents group from
References tab. This group enables you to create table of contents in your documents. It
has commands such as Table of Contents, Add Text, and Update Table.
76
Inserting Table of Contents
A Table of Contents displays the topics of the entire document in a list format and facilitates easy location of
topics. This provides a structured and a hierarchical view of contents.
A table of contents in Word is generated on the basis of
headings used in your document. You must specify the
heading before creating a table of contents for your
document. Heading styles can be applied to headings by
using Styles group in Home tab.
To Insert a Table of Contents, follow the steps given below:
 First you need to apply the appropriate Heading Styles to your “document
titles“ from Styles group in Home tab.
 Place the cursor in the document where you want to insert the Table of
Contents
 Click on the Table of Contents command from References Tab.
 Choose the Automatic Table1 from the drop-down list.
Updating Table of Contents
While working on a document, the number of pages and its contents keep on changing and accordingly you need
to update your Table of Contents. The Update Table command, available in the Table of Contents group, helps you
to update the table if there are any changes in the titles or page numbers.
To Update the Table of Contents, follow the steps given below:

 Click on the Update Table command from the Table of
Contents group.
 Select the Update entire table option from the dialog box.
 Click OK button.
Deleting Table of Contents

A Table of Contents can be deleted from the document, when you don’t need it or want to create a manual table
of contents instead of an automatic table.
To Remove Table of Contents, follow the steps given below:
 Click on the arrow of Table of Contents command.
 Choose the Remove Table of Contents option from the
drop-down list.
77
FOOTNOTES GROUP
The Footnote or Endnote Command helps you to insert additional notes about words/phrases either at the end of
each page or at the end of the document
Footnotes and Endnotes
Footnotes and Endnotes are used to provide the extra information about the specific word or group of words, it
is like a reference to a particular text in a document. Footnotes are used to provide additional information about
specific text and appears at the bottom of the same page.
Endnotes are similar to footnotes and is used for the same purpose. But endnotes do not appear at the bottom of
each page, it appears at the end of a section,end of chapter, or end of book itself. a number or symbol is used to
identify a particular footnote or endnote.
Inserting and Deleting Footnotes

Word allows you to create both footnotes and endnotes.
To Insert a Footnote or endnote, follow the steps given below:
 Select the text or put your cursor where you want to insert your new footnote
or endnote and click on the Reference Tab.
 In the Footnotes Group, click either the Insert Footnote or Insert Endnote
icon.
To Delete a Footnote or Endnote, follow the steps given below:

 Select the superscripted reference number on the text and press the DELETE
key from the keyboard.
REFERENCING WITH LINKS

The Links group consists of commands that enable you to create bookmarks, links and cross references. These
commands help you to jump to other places in the same document or to open another document or a website.
Inserting Bookmark
Suppose you are working on a long document and need to move to specific locations in the document. For this,
you can use the Bookmarks. It enables you to quickly jump to the marked locations within the document instead
of scrolling through many pages of your document.
78
To insert a Bookmark, follow the steps given below:
Select the location where you would like to insert the bookmark.
 Click the Bookmark command from the Links group. The
Bookmark dialog appears.
 In the Bookmark name box, type a name for your bookmark.
Click the Add button.
To reach the bookmark location:

 open the Bookmark dialog box from the Insert Tab,
 select the name of the bookmark, and then click Go to button.
Deleting A Bookmark
To delete the bookmark, follow the steps given below:
 Click the Bookmark command from the Links group. The
Bookmark dialog appears.
 Select the bookmark that you wish to delete. Click on the
Delete button.
Inserting Hyperlink
Hyperlinking is a process to create a linked text in your document for accessing a web-page, marked places in the
document (headings, bookmarks) or can be used to open or create a new document.
To insert a hyperlink, follow the steps given below:

 Select the text to create a hyperlink.
Click the Hyperlink command from the Links group. The Insert
Hyperlink dialog box appears. You have four options available to
insert a hyperlink in the Left pane (Link to):
o If the link has to be created for a webpage or Existing file, then
click the first option (Existing file or webpage) in the left Pane
of dialog box.
 Type the URL of the web page in the Address text box or Select the existing file in the current folder or Browse
the file in right panel.
o If the link has to be created for any place in the same document,
then click the second option (Place in this document) in left
Pane.
 Select any place from the list of topics in document or from the
list of bookmarks available
The color of hyperlinked text gets changed to blue with underlined.
 To open the link, place the mouse pointer over the hyperlinked
text, keep the CTRL key pressed, and then click the mouse.
79
Removing Hyperlink
 To remove the hyperlink, follow the steps given below:

 Select the hyperlinked text. Click the Hyperlink command in the
Links group. The Edit Hyperlink dialog box appears.
 Click on the Remove Link button in the dialog box.
Or
Right-click on the Hyperlinked text and select Remove Hyperlink
CONTENT PROOFREADING
Proofreading involves reviewing your work attentively to identify and correct problems, as well as recommending
alternative wording for improved flow and readability. Checking for errors in spelling, punctuation, and overall
readability is generally referred to as proofreading. Before publishing, it is essential to proofread professional
papers, letters, and articles for flaws.
The Review tab has some significant commands to make your document free of errors. For instance, you can use
it for proofing your document, adding or removing comments, etc. This tab helps you to check Spelling & Gram-
mar mistakes, Count Words, Translate, and change Language in documents.
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Spelling and Grammar
The Proofing group allows you to make your document look
perfect and professional. It has commands such as, Spelling &
Grammar, Thesaurus, and Word Count.
The Spelling & Grammar command is used to check and

remove spelling and grammar errors from a document. Word
2016 flags spelling and grammar errors as below:
Blue Wavy Underline: This is flagged to show grammar errors,

formatting inconsistencies or contextual errors.
Red Wavy Underline: This is flagged to show the spelling errors.

To check the Spelling & Grammar of your document, follow the
steps given below:
 Click on the Spelling & Grammar command from the Proof-
ing group.
Word 2016 selects the first error in the document. The Spelling Pane
appears on the right side of the document.
 Select the suitable word from the suggestion list.

 Click on the Change button to replace the text with the
selected text from the suggestion list.
 Use the Change All button to replace all the occurrences in
the whole document.
 Click on the Ignore button to keep the word as it is in the
document.
 Use the Ignore All button to keep it, as it is in the whole
document if any.
 Click on the Add button to add the selected word to the
default dictionary, so that Word 2016 stops flagging it as
misspelt.
Repeat the above steps to correct the spelling or grammar

errors in the entire document. Word displays a dialog box when
it finishes checking for spelling and grammar mistakes, finally
click the OK button.
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Language and Translation
Translate command is used to translate text into a

different language by using bilingual dictionaries
and online services.
Language command is used to choose the

language for proofing tools such as spell check.
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INSERTING AND DELETING COMMENTS
Comments group enable you to insert, delete and view comments. Word 2016 displays the comments in the
Reviewing pane or in a balloon at the right margin of the document.
Inserting Comments
A comment is an additional note or an annotation for some text

or phrase in the document that can be added by an author or a
reviewer.
To insert a Comment, follow the steps given below:
 Select the text on which you want to insert a Comment.
 Click on the New Comment command from the Comments
group in review Tab.
 Write the comment in the balloon that appears on the right
side of the document.
Deleting Comments
The Delete comments command is used to delete the comments
that are no longer required in the document.
To delete a comment, follow the steps given below:
 Select the comment that you want to delete.
 Click on the Delete command from the Comments group.
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COMPARE DOCUMENTS
In Word 2016 revision-tracking tools is used to review your document. You can compare the original copy of your
document with the updated original document to track the changes which has been made. You are comparing
the both copies to see exactly what's been changed from the original document. Steps to compare original
document with the updates copy are given below:
 Click the Review tab.

 In the Compare group, choose Compare → Compare.
1 - The Compare Documents dialog box shows up.
2 - Choose the original document from the Original Document
drop-down list.
3 - Choose the edited document from the Revised Document
drop-down list.
4 - Choose the document from the list, or use the Browse item
to locate the changed, altered, or mangled document.
 Click OK.
Word compares the two documents and opens a third document titled Compare Result .The changes are
displayed in a quadruple-split window, as shown below.
 Click on the Reviewing Pane command from the Review tab to quickly see which part of your document was
folded, spindled, or mutilated.
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 Changed text is highlighted in two ways: Added text is underlined. Removed text is shown in strikethrough
style. Also you can find the difference in the Revisions Pane on Left.
You can confirm or reject the changes in the Compare Result document if
you are tracking changes manually.
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Apply
Hyperlinking Proofreading Bookmark Table of Contents
A ____________________ displays the topics of the entire document in a list format and facilitates easy
1 location of topics.
_____________________ enables you to quickly jump to the marked locations within the document instead
2
of scrolling through many pages of your document.
3 create a linked text in your document for accessing a web-page, marked places in the document (headings,
bookmarks) .
_________________________ is reviewing your work attentively to identify and correct problems, as well as
4
recommending alternative wording for improved flow and readability.
1 The Footnote or Endnote Command helps you to insert additional notes about
True False
words/phrases either at the end of each page or at the end of the document.
The Links group consists of commands that enable you to create table of content,
2 True False
footnotes and endnotes.
Bookmark is a process to create a link in your document for quick access to

3 True False
webpages and files.
4 Red Wavy Underline is flagged to show the spelling errors.

True False
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Closing
this session.
87
CHAPTER 2 PRESENTATION GRAPHICS ESSENTIALS
CHAPTER
PRESENTATION PLANNING AND POWER POINT BASICS

1
90
PRESENTATION PLANNING AND POWER POINT BASICS SESSION 1
Goal
In this session, you will learn

About Presentation Graphics Software and Introduction to Microsoft PowerPoint 2016
Learning objectives
Dear Student
By the end of this Session, you will learn about:
Introduction to
Features of Presentation Starting User Interface.
Presentation
Graphics application. PowerPoint.
Graphics application.
1 2 3 4 5 6 7 8
Managing Slides (Insert,

Popular Presentation Planning Your PowerPoint
Delete, Duplicate, Reset, Hide),
Graphics Applications. Presentation. Templates.
Slide Layout and Organization.
Be prepared
Presentation graphic software is an application program that is used to create a combination of text, pictures or
other graphical objects on a single page(called slides) to demonstrate or tell a story or to deliver your project
content to the audience in an effective and professional manure. In this session you will be aware about the
presentation graphic software. You will learn how to present your information to the audience using presentation
graphic application.
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Learn
INTRODUCTION TO PRESENTATION GRAPHICS
An application for creating and presenting information in the form of slides is called a presentation graphics application.
With this setup, you may create a presentation that includes anything from text to graphics to music and video to anima-
tions and sound effects. Slides are used to organize the information, and they may be set to appear as frames by clicking
on them, or they can appear automatically after a specified amount of time.
Popular Presentation Graphics Applications

There are several Presentation programs, each with their own unique set of capabilities and features. Here are
a few of the popular ones:
 Microsoft PowerPoint 2016
 Apple Keynote
 Corel Presentations
Features of Presentation Graphics Applications

A Presentation Graphics application has the following key features:
Slide: A slide is a single unit (page) of a presentation generated with Presentation Graphics.
Placeholders: These are the dotted boxes on a slide that are used to add Text, Images, Graphs, Tables, and other objects.
Objects: These are slide elements such as Text boxes, Images, Tables, Charts, and SmartArt.
Animations: These are a collection of visual effects that may be applied to objects to make them move throughout the
Slide Show.
Transitions: Transitions are visual effects that are applied to slides while going from one presentation to the next.
Planning your presentation

A good presentation needs a perfect planning. In general, you will need to consider these elements to plan a successful
presentation:
Audience
The first stage in preparing a presentation is to have a deeper understanding of the audience. It's a good idea to gather
information about the histories, values, and interests of your audience so that you may anticipate their expectations for
your presentation.
Topics
Next, if feasible, choose a topic that both you and your audience find interesting. Researching a topic that interests you
will make it much simpler and more exciting to deliver a presentation that the audience finds relevant.
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Objective
Having chosen a topic, write the purpose of your presentation in a single simple phrase. Your presentation's goal should
be crystal clear in the objective statement. Depending on the time you have for the presentation and the audience's
prior knowledge, decide on a purpose and degree of material. As you conduct research and prepare the presentation,
refer back to this statement to help you remain on track.
Content
It's important to check the substance of your presentation after you've finished writing it.
 Inquire: Is the presentation in line with your goals?
 If so, how well-thought-out is it?
 Is the content you're distributing appropriate for the people it's intended to reach?
 How lengthy or short is the presentation?
Introduction
An effective beginning is essential to your presentation. It is your first point of contact with your audience, and you
haveonly a few seconds to attract or lose their attention. Set the stage for your presentation by laying a solid basis in
yourintroduction. Use the following structure as a guideline:
 Introduce yourself;
 State what you will be talking about (a title or subject area)
 Describe your strategy for bringing up the subject (e.g. by comparing test results or reviewing the supporting
literature).
 Your presentation's goal should be stated clearly in the beginning of your speech (an informed group, a
livelydiscussion)
 Describe what you want your audience to do before, during, and after your presentation (listen, take notes,
read a handout, ask questions).
Conclusion
Another critical part of your presentation is the conclusion. Your major ideas may be brought to a dynamic end with the
help of this tool, and your audience will be left with a positive opinion of the overall presentation. A look at the topic
matter of your choice The purpose of this presentation was to investigate the link between X and Y."
GETTING STARTED WITH POWERPOINT 2016
PowerPoint 2016 is one of the most widely used Presentation Graphics application. It enables you to create professional
presentations containing animations, narrations, images, videos, audios, etc., in your presentation.
Starting Powerpoint 2016

To start PowerPoint 2016 in Windows 10, follow the steps given below:
 Click Start button to open the start Menu.
 Click on PowerPoint 2016 from the All-Apps list.
The Start Screen of PowerPoint 2016 appears with a list of recently used
files and available templates. You can either open an existing presentation,
start with a new blank presentation, or choose a template. You can also
press the Esc key to start with a new blank presentation.
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CREATING A SIMPLE PRESENTATION
You can now start creating a new Presentation in PowerPoint 2016. You can create a presentation by using pre-defined
templates available in PowerPoint or you can start with creating a Blank presentation
Creating A New Presentation

You can create a new Blank Presentation when you start the PowerPoint
2016 application or from an open PowerPoint 2016 window.
To create a blank Presentation from an open PowerPoint 2016 window,
follow the steps given below:
 Open the File Tab Backstage view and click on the New option.
 Click on the Blank Presentation in the backstage view.
The User Interface

After creating a blank presentation, you must understand the interface of PowerPoint application to work
effectively with Microsoft PowerPoint. The User Interface of the PowerPoint 2016 consists of the following
elements.
Slide Thumbnails Pane: This section is located on the left side of the PowerPoint 2016 window. You may rearrange,
delete, hide, duplicate, and add new slides to the presentation in the Slide Thumbnails box.
Slide Area: This is the actual slide where you may include things such as Text, Images, Tables, Graphs, and Videos.
Note Pane: It is positioned beneath the Slide Area and allows you to add notes to each slide. The presenter might
refer to these notes, also known as Speaker Notes, while presenting the presentation.
Status Bar: This strip at the bottom of the window displays the active slide number and contains the zoom and view
controls.
View Buttons: These are used to toggle between the presentation's several perspectives, such as Normal, Slide
Sorter, Reading, and Slide Show.
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Creating A New Presentation Using Templates
A PowerPoint template is a pattern or blueprint of a slide or group of slides that you save as .potx file. Templates can
contain layouts, colors, fonts, effects, background styles, and even content. You can create your own custom templates
and store them, reuse them, and share them with others.
To use the predefined templates in MS PowerPoint, follow the steps below:

 Choose the template from the list of available templates categories like Presentations, themes, education,
diagrams and infographics etc. Or Search for a specific template Online.
 Click on the desired template from the selected category then Click on Create .
MANAGING SLIDES FROM SLIDE THUMBNAILS PANE

The Slide Thumbnails pane allows you to quickly organize, add or delete slides of your presentation.
Adding New Slides
To add a new slide, follow the steps given below:

 Right click on a Slide in the Thumbnails pane.
 Click on the New Slide option from the shortcuts menu.
95
Delete Slides
To delete a slide, follow the steps given below

 Right click on the slide in the Thumbnails pane, which you
want to delete.
 Choose the Delete Slide option from the menu.
Duplicate Slides
To create a duplicate slide, follow the steps given below

 In the Thumbnails Pane Right click on the slide for which you
want to make a duplicate slide.
 Choose the Duplicate Slide option from the menu.
Selecting Multiple Slides
To select the multiple slides from the Thumbnails Pane you can make use of CTRL and SHIFT Keys.
• To select consecutive slides, click the first slide, hold down the SHIFT key and then click the last slide
in sequence.
• To select non-consecutive slides, hold down the CTRL key and select the required slides.
Moving Slides Using Drag & Drop
In the Slide Thumbnails Pane, you can move the slides or rearrange the slides
as required by drag and drop using mouse.
To move a slide using the Slide Thumbnails Pane,
 Select the slide(s) and Drag & Drop it to the desired place.
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Inserting a New Slide Using Slides Group
When you insert a new slide from the slide thumbnails pane, the new slide is
inserted with the default slide layout. Using the arrow of New Slide command,
you can insert a new slide with the desired layout after the selected slide.
To insert a new slide, follow the steps given below:
 Click on the arrow of the New Slide command from the Slides group.
 Choose the desired Slide layout for the new slide.
The keyboard shortcut to create a new slide: CTRL + M
Slide Layout
Slide layouts contain formatting, positioning, and placeholder boxes for all of the content that appears on a slide. Place-
holders are the dotted-line containers on slide layouts that hold contents such as titles, body text, tables, charts, Smar-
tArt graphics, pictures, clip art, videos, and sounds. The Title Slide layout is the default layout when you open a blank
presentation in PowerPoint.
The layout of an existing slide can be changed by using the Layout command of the Slides group.
To change the layout of a slide, follow the steps given below:

 Click the slide for which you want to change the Layout.
 Click on the Layout command from the Slides group.
A dropdown list of layouts will appear.
 Select the desired layout.
Change Slide Layout using slide thumbnail pane
To change slide layout, follow the steps below:

 Right Click on the slide from thumbnail pane.
 Click on the layout option from the shortcuts menu.
List of layouts will be displayed.
 Select the desired layout for your slide.
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Reset Slide
The Reset command is used to reset the position, size and formatting of the placeholders in a slide to its default
settings. This enables you to restore a slide to its default layout after you have made changes to it.
To Reset a slide, follow the step given below:

 Right click on the slide to reset to original layout.
 click reset slide.
The moved and resized placeholders in the slide will be reverted back to its default settings.
Hide Slide
If you don’t want to display a slide to your audience, you can

hide the slide, without deleting that slide.
To hide a slide, follow the steps given below

 Right-click the slide that you want to hide and select
Hide Slide from the menu.
To unhide/ show a slide that you previously hide,
 Right-click the slide that you want to show/Unhide,
and select Hide Slide from the menu.
SAVING AND PRINTING A PRESENTATION
After creating a new Presentation, you need to know how to save it in order to access or edit. PowerPoint 2016
allows you to save your presentation in several ways and formats. You can also print it to view and share your
presentation on hard copies.
98
Saving a Presentation
Saving a presentation in PowerPoint 2016 is similar to saving

a file in other Office applications.
To save a new presentation follow the steps given below:
 Click on the Save command from the File Tab
Backstage view.
 Click on the Browse option.
 Select the destination folder from the Save As dialog
box.
 Enter the name in the File name box.
 Click the Save button.
By default, the presentation is saved with .pptx extension.
Save As Option
By using the Save As command from the File tab, the Presentation can be saved in different formats like PowerPoint
Template, PowerPoint Show, MPEG-4 video format, JPEG format and other formats.
To use Save As command, follow the steps given below:

 Click on the Save As command from the File Tab
Backstage view.
 Choose the desired file location by using the Browse
button.
 Click on Save as type drop down button.
 Select the desired file type and click on the Save
button.
Printing a Presentation
It is easy to preview and print the slides, speaker notes, slide outline or handouts of the presentation. The Handout is
used by the audience to follow along the slide show or keep for future reference. You can print handouts of your
presentation, with one, two, three, four, six, or nine miniature slides on a single page.
To print the handouts of your presentation, follow the steps

given below:
 Click the Print command from the File Tab Backstage
view.
 Click on the arrow button of the Full-Page Slides option
under the settings.
 Select the desired Handouts option.
 Click on the Print button.
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Apply
Slide Area save As .pptx Slide
1 __________ is a single page of a presentation, created with the Presentation Graphics application.
2 ___________is the actual slide where you can add objects such as Text, Pictures, Tables, Charts, Videos, etc.
3 By default, the presentation is saved with ____________ extension.
The Presentation can be saved in different formats like PowerPoint Template, PowerPoint Show, MPEG-4
4
video format, JPEG format using _________ command
1 A PowerPoint template is a pattern or blueprint of a slide or group of slides that you

True False
save as .potx
View Buttons are used to switch between the views of the presentation i.e., Normal,
2 True False
Slide Sorter, Reading and Slide Show view.
Slide Thumbnails Pane is not used to rearrange, delete, hide, duplicate and add new
3 True False
slides in the presentation.
4 You cannot hide a slide(s) in a PowerPoint presentation True False
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Closing
this session.
101
CHAPTER
2
THE VISUAL COMMUNICATION AND MULTIMEDIA AUTOMATION
102
THE VISUAL COMMUNICATION AND MULTIMEDIA AUTOMATION SESSION 2
Goal

About visual communication elements in PowerPoint, Transition of slides and Animation
Learning objectives
Dear Student
By the end of this Session, you will learn about :
Visual Communication Elements (Screenshot, Photo Album,

Charts, Smart Art, Header-Footer, Video, Audio).
1 2
Presentation Automation (Action Buttons, Linking,

Screen Recording, Transitions, Animations)
Be prepared
Microsoft PowerPoint Application allows you to create an attractive presentation by providing you visual
communication tools to impress your audiences, like videos or some graphical objects. So be ready to learn
about these tools to enhance your presentation skills. Also you will learn, how to apply transition and animation
in your slides.
103
Learn
VISUAL ELEMENTS IN PRESENTATION GRAPHICS

A picture speaks louder than words. PowerPoint provides a variety of tools for enhancing the visual attractiveness
of your displays. Video is an excellent visual element for capturing the attention of your audience. In PowerPoint
2016, you may integrate visual components such as images, shapes, Screenshots, Photo Albums, Charts, Smart
Art, Header-Footer, Video, and Audio into your presentation. The Insert Tab is where you may add visual compo-
nents to your presentations. Alternatively, images may be inserted straight from a new slide utilizing the Add
Pictures, Online Pictures, and Online Video icons that are incorporated into new slide layouts.
Adding pictures to Slides

To add pictures to a slide from your computer, follow the
steps below:
 Click on Insert Tab
 Click on Picture from images group
 Select your desired image from your computer.
 Click insert
To add pictures from the Internet, follow the steps below:

Adding Pictures from the Internet option has two possibilities: searching via Bing and uploading images from
OneDrive.
 Click on the Insert tab

 Click on Online Pictures
 Type in your search term(s)
 Refine your image search using Bing’s size, type, color
and license filters
 Select an image, Press Insert to insert into slide
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Screenshot or screen clipping
You can quickly and easily add a screenshot to your PowerPoint Presentation file to enhance readability or capture
information without leaving the program that you are working in. This feature is available in Word, excel and
PowerPoint. Screenshots are useful for capturing snapshots of programs or windows that you have open on your
computer.
To insert a screenshot to your slide, follow the steps below:

 Click on Insert tab, in the Images group, click Screenshot.
Available Windows gallery appears, showing you all the
windows that you currently have open.
Do one of the following:
 To insert a screenshot of an entire window into your
document, click the thumbnail image of that window.
 To add a selected portion of the first window shown in the

Available Windows gallery,
 Click Screen Clipping; when the screen turns white and

the pointer becomes a cross, Press and hold the left
mouse button and drag to select the part of the screen
that you want to capture.
Creating a photo album

PowerPoint allows you to create a photo album by importing a set of pictures into a photo album presentation.
By default, one picture will appear on each slide, if you want to have more pictures in one slide, you can adjust
them by changing slide layout to include multiple images in one slide.
To create a photo album, follow the steps below:

 Click on the Insert tab.
 Click the Photo Album command in the Images group,
then select New Photo Album.
 The Photo Album dialog box appears. Locate and click on
the File/Disk... button.
 Select the desired image file(s). Click Insert.
105
The Photo Album dialog box provides several options for moving, adjusting, and changing the layout of pictures.
 Click Create to insert pictures into the photo album.
A separate presentation will be created for the photo album. By default, it will include a title page and one picture
per slide.
Inserting charts
PowerPoint uses a spreadsheet as a placeholder for entering chart data, much like Excel. The process of entering
data is fairly simple, but if you are unfamiliar with Excel you might want to review our Excel 2016 Cell Basics lesson.
To insert a chart:
 Click on Insert tab, then click the Chart command
in the Illustrations group.
 A dialog box will appear. Select a category from the

left pane, and review the charts that appear in the
right pane.
 Select the desired chart, then click OK.
A chart and a spreadsheet file will appear. The data

that appears in the spreadsheet is placeholder source
data you will replace with your own information.
Update the data in the excel file as required. the chart

will be updated accordingly.
106
You can edit the chart data at any time by selecting your chart
and clicking the Edit Data command on the Design tab.
Insert Text Box on slide

In PowerPoint 2016, you need a text placeholder or text box to
Insert text into the slides. The Text Box command enables you to
add text box anywhere in a slide. The commands in the Text
group of the Insert tab enable you to insert Text Box, Header &
Footer, etc. to the slides.
To add a Text Box to a slide, follow the steps given below:

 Click on the Text Box command from the Text group.
 Click and drag to draw a text box of desired size in the slide.
Inserting header and footer in Presentation

In PowerPoint 2016, you need text placeholder or text box to enter text in slides. The Text Box command enables
you to add text box anywhere in a slide. The commands in the Text group of the Insert tab enable you to insert Text
Box, Header & Footer, etc. to the slides.
To add header and footer in your slides follow the steps below:
 Click on Insert tab, click on the Header & Footer menu item from text group.
The Header and Footer dialog has two tabs. The Slide tab and the Notes and Handouts tab.
 You can add details to the slide footer from the Slide tab.
1 - Date and time

• Add date and time to the footer
• Specify the format of the date and time entered
• Set up the footer to update automatically or use a fixed
number
2 - Slide Number
Insert Slide number in the footer
3 - Footer
Add designated text to the footer
Don't show on title slide

Decide whether the footer information should be displayed on the title slide or not
 Click on Apply to All button if footer is required on all the slides.
107
 You can add details to the slide header from the Notes and handout tab.
1 Date and time
• Add date and time to the footer
• Specify the format of the date and time entered
• Set up the footer to update automatically or use a fixed
number
2 Header
Add the header information for every page on the handout
only.
3 Page Number
Insert page number in the footer
When you check any of the header and footer checkboxes in either tabs, you can see the location where the
detail is inserted in the preview section.
 After adding all required information in header and footer, Click on Apply to all button, the changes will
reflect on all slides.
INSERTING VIDEO, AUDIO AND SCREEN RECORDING

The Media group of the Insert tab enable you to insert video and audio
files in the presentation. Adding videos and audios in a presentation
help you to deliver the information easily and efficiently.
Inserting Video
Inserting a video to the presentation enables the presenter to show relevant and important information in a movie
format. The Video command enables you to insert online videos or videos stored on your PC to the presentation.
To insert a Video from your PC, follow the steps given below:
1 - Click on the Video command from the Media group.
2 - Click on Video on My PC option from the drop-down list.
In the Insert Video dialog box, browse and select the video
you want to insert to the presentation.
Click on the Insert button.
TRIMMING VIDEO
You can use the Trim Video command to remove the unwanted parts of a video clip. The Trim Video command
helps you to reduce the duration of the inserted video by specifying the start and the end time.
108
To trim a video inserted in the presentation, follow the steps
given below:
In the contextual Playback tab,
1 - Click on the Trim Video command from the Editing group.
Trim Video dialog box appears.
2 - Click and drag the green slider present at the beginning of
the bar to set the new start point of the video.
3 - Click and drag the red slider present at the end of the bar to
set the new end point of the video.
4 - Click on OK button.
Inserting Audio
Inserting an Audio file in a presentation enhances the delivery of presentation. Unlike video files, audio files are
smaller in size and makes the sharing of presentation faster. The Audio command allows you to insert an audio file
available on your PC or to record a new audio.
To Insert an Audio file from your PC, follow the steps given below:
 Click on the Audio command from the Media group.
 Choose the Audio on MyPC option from the drop down list.
 In the Insert Audio dialog box, browse and select the audio
file you want to insert into the presentation.
 Click on the Insert button.
Screen Recording
Screen recording command enables you to record the activities on the screen along with the Audio. The screen
recording can be inserted as a video to any slide and can be viewed during the slide show.
To insert a screen recording in the slide, follow the steps given below:
 Click on the Screen Recording command from the Media group.
In the Screen Recording Toolbar, click on the Select

Area button to set the screen area for recording.
• By default, the Audio option is enabled for the
recording.
• By default, Record pointer option is also enabled
for the recording.
 Click on the Record button to start screen
recording.
To stop recording, press Windows + Shift + Q keys.
109
PRESENTATION SLIDE TRANSITION

Transitions are basically visual effects that can be applied to a complete slide rather than individual elements on
a slide. Moreover, the transition is only visible when you move from one slide to another. PowerPoint allows you
to add transitions to every single slide or to multiple slides at once. The transition is simply the way that one slide
goes out of the screen and the new one comes in. You can control the speed, add sound, and customize the prop-
erties of transition effects.
Applying Transitions
Transition To This Slide Group in transition tab consists of a Transition gallery that contains built-in transition
effects. Each transition has different options to make the transition more flashy and eye catching. You can easily
apply the same transition to all the slides including its effect options.
To apply the Transition, follow the steps given below:

 Click on transitions Tab.
 In “Transition To This Slide Group“- Click on the more
arrow to show transition gallery.
 Select the desired transition from the displayed gallery.
To preview the applied transition,

Click on the Preview command from the Preview group.
EFFECT OPTIONS
The Effect Options command enables you to change the properties of the applied transition.
You can change the way the transition occurs – for example, the entrance direction of the slide.
To change the Effect Option for the selected transition, follow the steps given below:
 Click on the Effect Options command.
 Choose the desired effect from the list that appears.
TIMING GROUP
Timing group of the Transition tab contains the commands that enable you to specify the duration of the transition
and transition sounds and to control the slide entrance.
DURATION AND SOUND EFFECTS
You can set the time duration to specify how fast the transition should occur. For example, to make the transition
go slower, you can set a higher time duration.
To set the time duration of the applied transition,
Increase or decrease the time duration using the buttons of the
Duration box from the Timing group.
To apply a Sound effect to the applied transition,
 Select a suitable sound effect by clicking on the Sound box
from the Timing group.
 The Apply to All button applies the transition settings to all
the slides in the presentation.
110
ADVANCE SLIDE
You can specify whether to move to the next slide on
mouse click or automatically after a specified time.
To change the Advance Slide settings, follow the
steps given below:
 Select the On Mouse Click check box to move to
the next slide on mouse click.
 Select the After check box and specify the slide
advance time using the buttons.
POWERPOINT ANIMATIONS
Animations in PowerPoint are special visual or sound effects that can be applied to elements present on a
slide such as text, shape, image, icon, etc. It is a great way to focus on important points, to control the flow of
information, and to increase viewer interest in your presentation. An Animations tab is almost the mirror
image of the Transitions tab. However, it contains the effects for objects instead of slides.
The Animation group contains four categories of animation effects such as Entrance, Emphasis, Exit, and
Motion Paths. Each category contains different animation effects that can be applied to the objects on
the slides.
Applying Animation Effects

The Animation gallery provides you a lot of exciting animation effects for the text, pictures, shapes, and other
objects in your presentation. You can also set an animation effect of the bullet points so that they appear one by
one or at once.
To apply an Animation to the selected object, follow the steps given below:
 Click on the More arrow of the Animation
gallery.
 Select the desired Animation effect from the
displayed gallery.
To change the Effect option of the selected object,
follow the steps given below:
 Click on the Effect Options command.
 Select the desired option from the drop-down
list.
To preview the applied animation effect,
 Click on the Preview command from the
Preview group.
111
Advanced Animation
The Advanced Animation group has the commands that allows you to add more animations to an object and to
show the Animation pane where you can view or edit the animations.
ADDING MORE ANIMATIONS
You can add multiple animations to an object which occurs
as per the desired order. The Add Animation command in
the Advanced Animation group enables you to add a new
animation after an existing one.
To add more animations to the selected object, follow the
steps given below:
 Click on the Add Animation command from the
Advanced Animation group.
 Choose the desired Animation from the displayed
gallery.
Animation Pane
Animation Pane helps you to view and edit the applied

animations of the objects. You can re-order or remove the
applied animations using the Animation Pane.
To show the Animation Pane,
Click on the Animation Pane command from the Advanced
Animation group. An Animation Pane appears to the right
of the screen.
To remove an Animation, follow the steps given below:
 Click on the arrow button of a Content Placeholder in
the Animation pane.
 Click on the Remove option from the drop-down list.
TIMING GROUP
The commands of the Timing group allow you to choose the order, delay and duration of the applied animations.
START AND REORDER ANIMATION
The Start command in the Animation group enables you to
choose whether to start an animation After Previous animation,
On Click, or with previous animation.
To set the Start of an Animation of the selected object, follow
the steps given below:
 Click on the box of the Start command from the Timing
group.
 Choose the desired option from the drop-down list.
• To reorder an Animation,
Click on Move Earlier or Move Later command from the Timing
group.
112
HYPERLINK IN POWERPOINT
In MS Word you can link the document to a website or another document, in the same way you can link your
presentation to a webpage or other files, slides etc., using hyperlink command. The Links group in the Insert tab
enable you to create links and assign actions to the objects or text in a slide.
Inserting Hyperlink
Sometimes the presentations include URLs of websites that provide additional information related to the
topic. The Hyperlink command allows you to create links to the websites, other files, or other slides in the same
presentation. When you run a slide show, the links can be directly accessed from the presentation.
To insert a hyperlink to a text, follow the steps given below:

 Select the text to which you want to insert a Hyperlink.
 Click on the Hyperlink command from the Links group.
 Click on Existing file or Web page on left pane
 In the Insert Hyperlink dialog box, enter the URL in the
Address box.
Action Buttons and Assigning Actions in PowerPoint

You may add action buttons to a presentation and configure them to connect to another slide, play a sound, or
execute a similar action. The specified action will occur when the button is clicked or hovered over. Action buttons
provide many of the same functions as links. Action buttons are included in the Shapes command's insert tab.
You can also create an action button using shapes, images, and text within your presentation. The Action
command is used to add action to an object, when you click on it or mouse over it. The action could be jump to
another slide, playing a sound, or opening another program while running the slide show.
To assign an action to a selected object, follow the steps

given below:
 Click on the Action command from the Links group.
 Click on the Mouse Click tab from the Action Settings
dialog box.
 Select the Hyperlink to: option.
 Select the desired hyperlink method from the drop
down list.
 Enable the play sound option.
 Click on the OK button.
113
Apply
Screen Recording Transitions Timing group Animations
1 __________ Command enables you to record the activities on the screen along with the Audio.
___________ are basically visual effects that can be applied to a complete slide rather than individual
2
elements on a slide.
______________ of the Transition tab contains the commands that enable you to specify the duration of the
3 transition and transition sounds and to control the slide entrance.
____________in PowerPoint are special visual or sound effects that can be applied to elements present on a
4
slide such as text, shape, image, icon, etc.
1 Transitions are basically visual effects that can be applied to a complete slide rather
True False
than individual elements on a slide.
The Effect Options command in transition tab, enables you to specify the
2 True False
duration of the.
The Hyperlink command allows you to create links to the websites, other files, or
3 True False
other slides in the same presentation.
4 Action buttons are built-in shapes you can add to a presentation and set to link to
True False
another slide, play a sound or perform a similar action.
114
Closing
Dear student, Following is a mind map that summarizes the knowledge and concepts you have learned
in this session.
115
CHAPTER
MANAGING PRESENTATIONS
3
116
MANAGING PRESENTATIONS SESSION 3
Goal

Learning objectives
Dear Student
By the end of this Session, You will Learn About :
Managing themes (change Managing Presentation Views

Presentation Theme ) (Outline, Slide Sorter, Reading View),
1 2 3 4
Managing Slide Show, Slide Show Slide Masters, Handout

Setup, Custom Slideshow, Master,
Be prepared
Managing presentation is an important skill in MS PowerPoint, if you are creating presentation on any
project, you need to manage different aspects of your presentation, like sequencing of slides during
slideshow, Presentation theme. Also you need to go through the different views of PowerPoint slides. Even
users can create their own master slide to control the formatting of the presentation. Current session gives
you skills to manage the presentation effectively
117
Learn
MANAGING THEMES
A theme is a predefined combination of colors, fonts, and effects. Different themes have different slide layouts.
When you are creating a new presentation a default office theme is applied to your presentation. There are variety
of themes available in PowerPoint themes gallery, to give your entire presentation a consistent, professional look.
PowerPoint themes, including the default Office theme have their own set of theme elements. These elements are:
• Theme Colors: There are 10 theme colors, along with darker and lighter variations, available from every Color
menu.
• Theme Fonts: There are two theme fonts available at the top of the Font menu under Theme Fonts.
• Theme Styles: These affect the preset shape styles. You can find shape styles on the Format tab whenever you
select a shape or SmartArt graphic.
Change Presentation Theme
Themes allow the unified formatting across the presentation. When you switch to a different theme, all of the
theme elements will update to reflect the new theme. You can change the look of your presentation in a few clicks.
 On the Design tab, in the Themes group, click the More button (illustrated below) to open the entire gallery
of themes:
 To apply a built-in theme, under Office or Built-In, click the theme that you want to apply.
118
MANAGING PRESENTATION BACKGROUND
The slide background can be customized to add a unique look and feel to a presentation. The backgrounds are
design elements that are placed on your slides behind text, charts, images, or other objects you are presenting. In
short, it is the presentation background that you use to build all of your slides.
Format Background
There are variety of background options available for your presentation. You can choose to fill in a solid color,
gradient fill, picture or texture, but you can also use a pattern fill that lets you enhance your presentation
background with a simple decoration method.
 Click on the Design tab, in Customize group, click

Format Background.
 Select among the Solid, Gradient, Picture or Texture,
or Pattern fill options to create the background for
your presentation.
 Select Apply to All button to apply the background to
all slides.
Note that if you close the window, the changes will be
applied only to the selected slides. To hide the default
graphic, check the box Hide background graphics in the
Format Background window
MANAGING SLIDE SHOW

Slide Show displays a single screen of information showing text, images or other objects along with associated
transitions and animations during a presentation. The Slide Show tab offers several tools and features that can
assist you in making your presentation communication smooth, engaging, and professional. These features help
you to control the way your presentation is displayed to the audience.
Start a Slide Show

You can start the slide show from the first slide of the presentation by clicking [From Beginning] command of the
Slide Show tab.
F5 is the Key board shortcut to start presentation from beginning.
You can also start the slide show from the active slide. Simply, click the [From Current Slide] command of the Slide
Show tab.
Shift + F5 is the Keyboard shortcut to start presentation from current slide.
To exit Slide Show view press Esc key.
119
Navigation and Annotation Tools
Slide Show view is purely a display view and no editing can be done on slides at this point of time. However, Slide
Show view has some navigation and annotation options. If you hover your cursor over the bottom left area of the
slide, you'll find six watermarked navigation icons.
A. Previous Slide: Click this icon to navigate to the previous slide (or press the P, Left Arrow, or Backspace key).
B. Next Slide: Click this icon to navigate to the next slide (or press the N, Right Arrow, or Spacebar key).
C. Pen and Laser Pointer Tools: Click on this button to display and use the presentation tools such as Laser
Pointer, Pen, Highlighter, Eraser and Ink Color.
D. See All Slides: With this option, you can easily switch slides in or out of sequence from displayed slide grid.
E. Zoom into the Slide: With this tool you can zoom a part of the slide and then move around.
F. More Options: Click this icon to display options such as Presenter View, End Show etc.
Presenter View
If you're presenting your slide show with a second display—like a projector—you can use Presenter view.
Presenter view gives you access to a special set of controls on your screen that the audience won't see, allowing
you to easily reference slide notes, preview the upcoming slide, and much more.
 Start your slide show as you normally would, then right click or click Slide Options icon and select Presenter
View. Alternatively, you can press Alt+F5 on your keyboard to start the slide show in Presenter view.
120
Setting A Custom Slideshow
Custom Slide Show command allows you to create a customized slide show by choosing only the required slides
of the presentation. This is a great way to shorten your presentation or alter it for different audiences.
 Click on the Custom Slide Show command from the Start Slide Show group.
 Click on the Custom Shows option that appears.
 Click on the New button from the Custom Shows dialog box.
 Choose the required slides from the Define Custom Show dialog box.
 Click on the Add button to add only those slides that are required in the presentation.
 Click on the OK button.
MANAGING PRESENTATION VIEWS

Microsoft PowerPoint offers several presentation views. Views are the ways to display your presentation and work
on it or show it to your audience. Each of these views are optimized for a specific purpose making some operations
easier and faster. For example, the Normal view is suitable to create or design your presentation whereas the Slide
Sorter View lets you view the thumbnails of all the slides in your presentation.
MANAGING VIEWS
PowerPoint 2016 starts in the Normal View. You can change the view either from the Presentation Views group of
the View tab or from the Status bar.
121
Following are the presentation views available in PowerPoint 2016:
Normal View
This is the default view, where you create
and edit slides. You can also move slides in
the Slide Navigation pane on the left.
Outline View
Outline view shows your slide text in
outline form. This allows you to quickly edit
your slide text and view the content of
multiple slides at once. It displays only the
text on your slides, hiding the pictures or
other graphical objects.
Slide sorter view

In this view, you'll see a thumbnail version of
each slide. You can drag and drop slides to
reorder them quickly.
122
Notes Page View
This view enables you to type notes related
to the current slide in the notes pane, locat-
ed below the slide.
Reading View
This view enables you to play a slide show in
the PowerPoint window to see the anima-
tions and transitions without switching to
full screen slide show.
Changing Views
To change the view of your presentation, follow

the steps given below:
 Click on view tab, the in the presentation
views group, select the desired view,
 Or you can change the view by clicking on
view buttons available on status bar.
123
SLIDE MASTER AND MASTER VIEWS
A slide master is the top slide in a hierarchy of slides that stores information about the
theme and slide layouts of a presentation, including the background, color, fonts, effects,
placeholder sizes, and positioning. Slide Master Command enables you to make changes to
the slide master of your presentation. The Slide Master view allows you to set the look of
your entire presentation.
Creating a Slide Master

As mentioned above the changes you perform on slide master will be applied to entire presentation, you will add
an image in slide master to see the changes in your presentation.
To insert an image in the Slide Master, follow the steps given below:
Click on the Slide Master command from the Master Views group.
The presentation switches to the Slide Master view and the contextual Slide Master tab appears.
 In the thumbnails pane, scroll up and select the first slide.
 Click on the Insert tab, insert any picture on the first slide and move or resize as desired.
Inserted Picture is moved and resized to the desired location
 When you’re finished, click on the Slide Master tab.
 Click on the Close Master View command.
Handout Master
Handout Master Tab is used to edit the appearance of presentation handouts,
including the layout, headers and footers, and background. The changes made to
the handout master appear on all pages of the printed handout.
To see the handout options follow the steps below:
 Click the View tab, and then click Handout Master in the Master Views group.
124
Using Handout Master we can edit the appearance of presentation handout like:
In the Page Setup group, you can specify Handout Orientation, Slide Size, and Slides per Page.
125
Apply
Theme Slide Show Normal View slide master
__________ displays a single screen of information showing text, images or other objects along with
1
associated transitions and animations during a presentation.
2 ______________ is a predefined combination of colors, fonts, and effects.
_______________ is the top slide in a hierarchy of slides that stores information about the theme and slide
3 layouts of a presentation, including the background, color, fonts, effects, placeholder sizes, and positioning.
______________ is the default view, where you create and edit slides. You can also move slides in the Slide
4
Navigation pane on the left.
1 Outline view shows your slide text in outline form and allows you to quickly edit
True False
your slide text and view the content of multiple slides at once.
In Notes Page View, you'll see a thumbnail version of each slide. You can drag
2 True False
and drop slides to reorder them quickly.
3 Shift + F5 is the Keyboard shortcut to start presentation from the beginning. True False
4 Handout Master Tab is used to edit the appearance of presentation handouts,

True False
including the layout, headers and footers, and background.
126
Closing
this session.
127
CHAPTER
PRESENTATION BROADCAST AND EXPORT

4
128
PRESENTATION BROADCAST AND EXPORT SESSION 4
Goal

Learning objectives
Dear Student
By the end of this Session, you will learn about :
Exporting Presentation (PDF, video,

Presentation broadcasting
PPS)
1 2 3
Online Presentation
Be prepared
Dear Students, after creating a beautiful presentation you can broadcast and present your
presentation in different ways. In Microsoft PowerPoint you can display your presentation
online, also you can save your presentation in different formats like PDF, Video or PowerPoint
show etc. in this session you will be aware about all these features in Microsoft PowerPoint.
129
Learn
PRESENTATION BROADCASTING
Where your audience are spread far and wide, you can deliver your presentation remotely and in real time i.e.
presentation broadcasting. As long as your audience has internet access, you can send them a URL (web address
or link), and they can copy the link into their browser to view the presentation. Your audience therefore does not
need to have PowerPoint installed to view the slide show. when you will move to next slide in your presentation ,
The audience screen will be update accordingly.
Present Online
To present a slide show online, you need to have a Microsoft

account. This is because the broadcast is streamed via the
PowerPoint Broadcast Service.
 Click Slide Show > Present Online > Office Presentation
Service.
 Select the Enable remote viewers to download the

presentation check box if you want to allow your
audience to download a copy of the presentation file.
 Click Connect.
To send your meeting invitation to attendees, choose one of

the following:
• Copy Link (so that you can paste it somewhere that
other people can access it)
• Send in email
 When you are ready to start your presentation, click Start
Presentation.
130
 To end your online presentation, press Esc to get out of Slide Show View, and then on the Present Online tab,
click End Online Presentation.
 To confirm that you want to end the presentation, click End Online Presentation
EXPORT A PRESENTATION
After creating a presentation, you can also change your presentation into a different format, such as PDF, video, or
Word-based handouts. If you simply want to "export" a file (in its current .pptx format) to a different storage
system, such as a flash drive, plug that flash drive into your computer and follow steps
Create a PDF
You can convert your presentation to PDF or XPS to share with others.
 Click in File tab, then click on Export.
 Click the Create PDF/XPS button.
 In the File Name box, enter a name for the file.
 In the Save as type list, ensure that PDF (*.pdf) is selected.
• If you want the file to open in the selected format after
saving, select the Open file after publishing check box.
• If the document requires high print quality, click Standard
(publishing online and printing).
• If having a smaller file size is more important than print
quality, click Minimum size (publishing online).
 Click Options to set the pages to be printed, to choose
whether markup should be printed, and to select output
options. Click OK when finished.
 Click Publish.
131
Create a video
After creating a presentation, you can export your presentation as video that your audience can watch in
PowerPoint. You have two options for turning your presentation into a video that's ready to view:
• Save/export your presentation to a video file format (.mp4 or .wmv).
• Save your presentation as a PowerPoint Show (.ppsx) file. (A PowerPoint Show appears full-screen in Slide
Show, ready to view immediately.)
Save as a video file

 On the File menu, select Save to ensure all your recent
work has been saved in PowerPoint presentation format
(.pptx).
 Click File > Export > Create a Video.
• In the first drop-down box under the Create a Video head-
ing, select the video quality you want, The higher the video
quality, the larger the file size.
• The second drop-down box under the Create a Video
heading tells whether your presentation includes narration
and timings. (You may switch this setting if you like.)
• The default time spent on each slide is 5 seconds. You can change that timing in the Seconds to spend on each
slide box. To the right of the box, click the up arrow to increase the duration, or click the down arrow to
decrease the duration.
• If you have recorded a timed narration, by default the value is Use Recorded Timings and Narrations.
 Click Create Video.

 In the File name box, enter a file name for the video,
browse for the folder that will contain this file, and then
click Save.
 In the Save as type box, choose either MPEG-4 Video or
Windows Media Video.
 To play your newly-created video, go to the designated
folder location, and then double-click the file.
Save as a PowerPoint Show
When someone opens a PowerPoint Show file, it appears

full-screen in Slide Show, rather than in edit mode. The viewer
begins watching the presentation immediately. On the File
menu, select Save to ensure all your recent work has been
saved in PowerPoint presentation format (.pptx).
 Click on the File menu, select Save As.
 Choose the folder location where you want to store your
PowerPoint Show file.
 In the Save as type box, choose PowerPoint Show (*.ppsx).
 Select Save.
132
Apply
ACTIVITY 1
Create a presentation Using MS PowerPoint on the following topics (At least 5 slides):
1 King Saud university
2 Computer Fundamentals.
Note: Use MS PowerPoint skills explained in chapter 2.
1 To present a slide show online, you need to have a Microsoft account. True False
When you save a presentation as video, the default time spent on each slide is 15
2 True False
seconds.
After creating a presentation, you change your presentation into a different format,
3 True False
such as PDF, PPS and Word-based handouts.
4 You can export your presentation as video in PowerPoint. True False
Closing
Dear student, Following is a mind map that summarizes the knowledge and concepts you have learned
in this session.
133
CHAPTER 3 DATA ANALYSIS AND DASHBOARD TECHNIQUE
CHAPTER
DATA ANALYSIS WITH MS EXCEL

1
136
DATA ANALYSIS WITH MS EXCEL SESSION 1
Goal
Acquire the basic knowledge of data analysis and Microsoft Excel features, which are
implemented for data analysis process.
Learning objectives
Dear Student
By the end of this Session, you should be able to:
Understand data Get familiar with Microsoft

analysis and its phases. Excel interface elements.
1 2 3 4
Understand Significance of Microsoft Implement basic data

Excel as data analysis tool. analysis tools of MS Excel.
Be prepared
Data is important and is becoming an asset in today’s technological world. There is an increasing demand of
data organization in education, business etc. You may need to analyze and present specific data based on
requirements and that is where various Microsoft Excel tools, help you to go for a complete data analysis
process to extract what you need.
137
Learn
INTRODUCTION TO DATA ANALYSIS

Data analysis is to discover the required information. The information so obtained is helpful to support in decision
making. Thus, data analysis is the process of obtaining unstructured data from various sources, process and
organize the data as required and finally visualize the required information.
Selecting the top 5 employees in a company is not possible without analyzing the employee database. Excel can
help you with this type of data analysis, where the employee performance can be tracked. Hence, the analysis is
based on attendance, working hours, number of sales etc.
The Goal
The first step in data analysis is the Analysis Goal: Determining the need for data analysis. An example of analysis
goal is to determine ways for reducing production costs without losing product quality, or to determine ways to
increase sales opportunities with current resources.
Data Collection
Data collection is the process of obtaining raw data. The data can be in many forms, including survey responses,
observations, and measurements. Collecting data from required sources is what makes a data analysis process
successful. The emphasis is on ensuring that data is collected accurately. Data is extracted and grouped from a
variety of sources as shown in figure C3-1.2, ranging from organizational databases to information found on web
pages.
138
Data Processing
The data collected is usually unorganized and is not suitable for decision making. The obtained data must be
structured as shown in figure C3:1.3.
This includes formatting the data, organizing the data into rows, columns or tables within a sheet and to make
sure your data is clean and does not contain duplicates and blanks.
Data Calculation
Data that has been processed is ready for calculations and summarizations. Summarizing data with totals,
averages, higher-lower ranges as shown in figure C3:1.4 are key to data analysis process.
Data Visualization
The data analysis results can be delivered in the graphical form as requested by the users to support decision
making. Excel helps you to highlight important information in charts as shown in figure C3:1.5 to better under-
stand the data.
139
MS EXCEL-DATA ANALYSIS TOOL
Microsoft Excel is an electronic spreadsheet application. An electronic spreadsheet (or worksheet) uses tabular
structure to store and organize the data. It consists of rows and columns used for handling data. This application
is mainly used for calculating and analyzing data such as sales figures, sales taxes, commissions, corporate budget-
ing etc.
Data analysis features of Excel include the following:

 Conditional Formatting: It enables you easily spot trends and patterns in your data using bars, colors and
icons.
 Charts: An Excel chart is a visual way to describe information in a clearer way.
 Tables: The Excel tables help you to organize your data quickly and easily.
 Analysis ToolPak: An Excel add-in program that offers analysis tools for financial, statistical and engineering
data analysis.
Excel Workbook and Template

Excel is part of Microsoft Office and can be used on both Windows and Macintosh computers. A file called a "work-
book" stores the information you enter, whether it's numbers, text, or formulas. Figure C3: 1.6 shows that a work-
book is just an Excel file with one or more worksheets that help you organize your data.
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Templates are predesigned Excel files that help you to create workbooks with special formatting already
available. The common scenarios to use Excel Templates is for creating Schedules, Inventory, Reports,
Budgeting, Accounting, Planning and much more.
One of the basic skills is to understand how to open Excel and access the
features you are looking for.
 Click on Start Button to open Start menu. Locate and click on Excel from
All Apps list.
The Start Screen of Excel appears with a list of recently used files and list of
available templates. You can either open an existing file, choose a
template or start with a new Blank workbook.
Procedure: Creating Workbook

 Click on File Tab, New option and choose Blank workbook to create a
new workbook.
 Choose and click on a template if you want to use a template.
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Interface Elements of Excel
To get the most out of Excel, it's important to understand the various components of a worksheet. Excel’s user
interface is organized as tabs containing groups and commands. Different user interface elements are briefly
mentioned below:
A. Ribbon: Excel Ribbon is the set of toolbars and commands placed under tabs. Each tab is divided into groups,
which contain logically related commands.
B. Tell me what you want to do : This box, located to the right of the ribbon tabs allows quick access to Excel
commands and features you want to use.
C. Ribbon Display Options: You can show or hide a ribbon to maximize or minimize your workspace. You can
Auto-hide the ribbon, Show Tabs only or Show Tabs and Commands.
D. Sign in and Share your work: You can Sign in to OneDrive or SharePoint and share your workbooks, which
facilitates efficient collaboration between users regardless of location or time zone.
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E. Worksheet: A Worksheet or Sheet is a single page of a workbook that consists of cells organized into rows and
columns. Worksheets are used to store and manage information.
F. Cell and Active cell: The intersection of a row and a column in a worksheet is called a Cell. An Active cell is the
currently selected cell; which is recognized by its green outline.
G. Column: Columns are the vertical divisions of a worksheet. The column headings are sequential letters at the
top of each column to identify it e.g. A, B, C, and so on.
H. Row: Rows are the horizontal divisions of a worksheet. A row number identifies a specific worksheet row and
appears along the left side of the worksheet e.g. 1, 2, 3, and so on.
I. Name Box: To the left of the formula bar is the Name box, which displays the cell address of the selected cell.
Each cell has cell address identified by column letter and the row number (E.g. A1).
J. Formula Bar: It displays the contents of the active cell and it is mainly used to enter a formula to calculate the
cell data. You will understand the importance of it once you start building formulas.
K. Sheet Tab: The sheet tabs at the bottom of the worksheet displays the name of the sheets and each sheet tab
represents a separate worksheet in the workbook. Sheet tabs help you to manage different worksheets in a
workbook.
L. Status Bar: The status bar shows quick summaries of selected cells (count, sum, average, minimum or maxi-
mum values). By default, status bar contains View Buttons, Zoom Slider and Zoom Button.
Saving Workbook Data

You can save a workbook at multiple locations, locally on your computer or in OneDrive folder.
Procedure : Saving Data File

 From the File tab click the Save As button.
 Choose the location to save the workbook.
 Enter a suitable name and click on Save button.
When saving a file for the first time or renaming an existing one, we use Save As rather than Save. Note that Excel
workbook is saved with the extension “.xlsx”. Excel template is saved with the extension “.xltx”.
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Data Entry and Selection

You can select and enter data into any cell of the Worksheet. The data you enter in a cell can be text, numbers,
dates and even formulas.
Procedure: Enter Cell Data

 Select the cell and type the data you want to enter.
 The data appears both in the cell and in the Formula Bar.
 To keep the data in the cell, press Enter key or Tab key. To cancel the entry press Esc key.
Edit Cell Data

To edit the contents of a cell, double click on it and make the required changes. To delete the contents of cells
entirely, select them and press the Delete key. To overwrite the contents of a cell, Select it and type new contents.
Adjusting Column Width

It is required to resize the column width to display the entire data in a cell. To do
so, place the Mouse Pointer over the boundary between column headers and
then drag the column boundary to its right. Additionally, you can double-click
the line between column headings to automatically adjust the column width.
Select Cell Data

In Excel, it is usually required to work with multiple cells to edit data, apply some formatting options, perform
math operations etc.
Procedure: Select Cell Data

 Click on the first cell you want to select and drag the mouse
over a group of cells you want to select.
 Excel highlights the selected cells in gray color.
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Procedure: Select Data Using Name Box
 To select sequential cells, enter the cell addresses of the first and last cells separated by a colon (:) in the Name
Box and press Enter key.
 To select non- sequential cells, enter the cell addresses separated by commas in the Name Box and press
Enter key.
Data Navigation
Navigation through a worksheet in different directions is a fundamental part of mastering Excel. Since the data is
stored in cells, rows and columns, you may need to move to different locations in the worksheet. The simplest way
to navigate is to use mouse.
Keyboard Navigation
You can use keyboard shortcuts primarily to save the time while working with Excel worksheets.
(← ↑ → ↓) use the four Arrow keys To move one cell left, right, up or down directions, accordingly.
Shift+ Enter to move the active cell one row up in the worksheet.
Tab Key to move the active cell one column to the right in the worksheet.
Shift+ Tab to move the active cell one column to the left in the worksheet.
Ctrl+ Home to move the active cell to cell A1 in the worksheet.
Ctrl+ End to move to the last cell in the worksheet that contains data.
Ctrl + ↓ to move the active cell to the last row in excel sheet that contains data.
Ctrl + → to moves the active cell to the last Column in excel sheet that contains data.
You can quickly navigate to any part of the worksheet using the horizontal and vertical scrollbars scroll bars.
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Data Searching
In Excel, search options are helpful to find specific data you are looking for and delete or replace it with different data.
Procedure: Data Search & Replace
 Press Ctrl+H.
 Enter the value to search in Find what box and enter the new value in the Replace with box.
 Click on Replace All button.
Data Alignment
Horizontal alignment determines the position of the data relative to the left and right margins of the cell. Vertical
alignment determines the position of the data relative to the top and bottom margins of the cell.
Align Left: Select this option to align cell content to the left edge of the cell.
Center: Select this option to align cell content to the center of the cell.
Align Right: Select this option to align cell content to the right edge of the cell.
Top Align: Select this option to align cell contents to the top edge of the cell.
Middle Align: Select this option to align cell contents centered between top and bottom edges of the cell.
Bottom Align: Select this option to align cell contents to the bottom edge of the cell
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Data Merging and Positioning
The merge and center command enables to combine two or more contiguous cells into one larger cell. You can
use this feature for managing headings in a worksheet.
To make the entire cell data visible, you can use Wrap text command to display long text into multiple lines so that
you can analyze all of it.
The Text Orientation command is used to rotate cell contents diagonally or vertically. You can use this feature
when a column is not wide enough to display its labels.
Procedure: Merge and Center Data

 Select a range of cells you want to merge.
 Click on Merge and Center Command in the Alignment
Group of the Home tab.
Procedure: Apply Wrap Text

 Select a range of cells you want to apply Wrap Text.
 Click on Wrap Text command in the Alignment Group of the
Home tab.
Procedure: Text Orientation

 Select a range of cells you want to rotate.
 Click on dropdown arrow of Orientation Command.
 Choose the required option.
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Apply
ACTIVITY 1 Fill in the blanks with the given words.
The process of obtaining unstructured data from various sources, process and
1 A formula bar
organize the data as required and finally visualize the required information is called
_________________________.
horizontal
An electronic spreadsheet or__________uses tabular structure to store and B
2 organize the data. It consists of rows and columns used for handling data.
C data analysis
The __________________________ displays the contents of the active cell and it
3
is mainly used to enter a formula to calculate the cell data.
D worksheet
The_____________________alignment determines the position of the data
4
relative to the left and right margins of the cell.
ACTIVITY 2 Match the given MS Excel interface elements with the correct description.
1 The set of toolbars and commands placed under tabs. A active cell
2 Single page of a workbook that consists of cells organized into rows and columns. B columns
3 It is the currently selected cell; which is recognized by its green outline. C sheet tab
4 The vertical divisions of a worksheet. D ribbon
5 It is at the bottom of the worksheet and displays the name of the sheets. E worksheet
ACTIVITY 3 Analyze the given worksheet and check the correct cell range that is selected.
B1: C2
A1: H4
C8: F5
A4: E4
A1: G4
ACTIVITY 4 Select True or False for the given MS Excel features.
1 You cannot save a workbook at multiple locations. True False

2 To edit the contents of a cell, single click on it and make the required changes. True False
3 Use Shift+ Enter to move the active cell one row up in the worksheet. True False
4 The Bold command is used to rotate cell contents diagonally or vertically. True False
5 You can use Wrap text command to display long text into multiple lines. True False
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Closing
149
CHAPTER
2
DATA MANIPULATION AND WORKBOOK MANAGEMENT
150
DATA MANIPULATION AND WORKBOOK MANAGEMENT SESSION 2
Goal
Acquire the procedures of data analysis by implementing the Microsoft Excel data manipulation
and workbook management tools.
Learning objectives
Dear Student
Understand Excel data manipulation Implement data

for data analysis process. cleansing.
1 2 3 4
Analyze data using cell Manage

borders, fill colors and styles. workbooks.
Be prepared
With various Microsoft Excel tools, you organize data into a readable format, making it easier for Analysts to
extract insights. The data handling, its organization and managing data in multiple sheets plays a key role in the
process of data analysis.
151
Learn
DATA MANIPULATION
Data manipulation includes the proper handling of data to make it easier to read, understand, organize and
analyze. For effective analysis, data requires proper outlining, formatting, cleansing etc. It helps Excel users to
figure out product costs, sales trends, or tax requirements etc. Data manipulation is Is a key element in data analy-
sis to customize the appearance of your data.
Data Outlining with Cell Borders

The cell border is used to place an outline around cells to show that they are some way associated to each other,
or to specify that they are in different groups.
Procedure: Apply Cell Border

 Select a cell or range of cells.
 Click on the dropdown arrow of Borders
Command in the Font group of the
Home Tab.
 Select an appropriate border from the
list; e.g. All Borders.
 All Borders are applied.
You can apply No Borders to remove the

borders from selected range of cells.
Data Separation with Fill Color

The data in excel worksheets can be made more specific by applying a set of fill colors. Fill color is the cell
background color, which highlights the data within the cells.
Procedure: Apply Fill Color

 Select a cell or range of cells you want to apply a fill color.
 Click on dropdown arrow of Fill Color command in the
Font group of the Home Tab.
 Choose a color from Theme Colors, Standard Colors or
More Colors.
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Data Uniformity with Cell Styles
A combination of formatting characteristics, such as a font, font size, cell border and cell shading is called a cell
style. Cell Styles allow you to apply several formatting styles in one step and ensures that cells have consistent
formatting. For example, in data analysis process, a cell style can help to measure the cell data performance in
terms of bad, good, neutral, warning, etc. as shown in figure C3:2.1.
Procedure: Apply Cell Style

 Select data and click on the Cell Styles command in the Styles group.
 Select a desired style from the gallery that appears.
The cell style is applied to the selected cells.
DATA CLEANSING
The data analysis process ensures that there are no problems within the worksheet data. Excel has several data
cleansing tools to speed up this process; i.e., elimination of blank and duplicate rows, columns or cells as shown in
figure C3:2.2.
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Analyzing Blank Cells,Rows, Columns

When you are analyzing worksheet data, the important thing to consider is eliminating unnecessary blanks. In such
cases, the Go To Special tool is handy for locating blank cells, blank rows and blank columns within the dataset.
Procedure: Locating Blanks
 Open Go To Special dialog box from the Find and Select command of the Home Tab.
 select Blanks from the Go To Special dialog box.
 Click the OK button. All the blanks within the dataset are located.
Analyzing Duplicates
One feature that makes organization of data simpler is Remove Duplicates. It examines selected data and removes
duplicates within column values. The first record found in the process is preserved while all successive records are
removed.
Procedure: Locating Duplicate Data
 Select a data range to be analyzed.
 On the Data Tab, click the Remove Duplicates button in the Data Tools Group.
 If you are looking for a complete duplication of a record, leave all the Column checkboxes checked to include
them in the comparison or select a column which is to be analyzed for duplicates.
 A message box appears indicating the number of duplicate rows to be removed and how many rows will
remain in the list.
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WORKBOOK MANAGEMENT
Managing Worksheets is an important and useful way to achieve a successful data analysis process. Excel allows
you to work with multiple worksheets in a workbook to manage information. Each worksheet can contain a differ-
ent set of data. For example, one worksheet can contain sales data, a second can contain inventory and a third can
contain your expenses.
Add New Worksheets

Worksheet is a single page inside an Excel workbook and there exists only one worksheet by default. In order to
manage more data, you can add new worksheets to your workbook.
Procedure: Inserting Worksheets

 Click on New Sheet button to insert a new worksheet.
You can also right click on sheet tab. Click Insert option from
the popup menu. It will open Insert dialog box. Click on
Worksheet option. Click on OK button to insert worksheet
Worksheet Identification
Excel assigns a default name, such as "Sheet1" and "Sheet2," to each worksheet in a Workbook. You can give work-
sheets special names to make it easier to identify its content and understand the worksheet's purpose.
Procedure: Renaming Worksheets

 Right click on the worksheet tab you want to rename.
 Click Rename option from the popup menu and type a new
name for the worksheet.
Worksheet Organization
To differentiate between worksheets, you can change the
worksheet tab colors. This allows you to quickly identify for
example, different financial years, departments or months.
The active sheet appears as underlined in a gradient version of
the selected color.
Procedure: Apply Tab Color

 Right click on the sheet tab and select Tab Color option
from popup menu.
 Choose a color from the displayed color palette box.
The tab color of the worksheet is changed instantly.
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Move or Copy Worksheets

Moving a worksheet within the same workbook or to a separate workbook is useful for organizing worksheets.
Copying a worksheet is useful if you intend to generate multiple identical worksheets in the same workbook. For
improved data analysis, the sequence of worksheets must be determined.
Procedure: Move or Copy Worksheets
 Right click on the sheet tab and select Move or Copy option from popup menu. It opens
Move or Copy dialog box.
 Select the location where you want to move the worksheet.
 Click on the arrow to move the worksheet to another workbook.
 Select Create copy checkbox to copy the worksheet. Click on OK button.
The worksheet is moved and a copy is created.
Deleting Worksheets
You can delete a worksheet that you no longer need in your workbook. A worksheet can only be deleted if the
workbook contains multiple worksheets.
Procedure: Deleting Worksheets

 Right click on the sheet tab you want to delete.
 Click Delete option from the popup menu.
 Excel prompts you with a box to confirm the deletion if the excel sheet contains data.
 Click on Delete button to delete the worksheet.
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Apply
ACTIVITY 1 Match the given MS Excel Data analysis features with the correct description.
1 This allows you to place an outline around the cells. A Tab Color
2 Measure the cell data performance in terms of bad, good, neutral, warning etc. B Remove Duplicates
3 It allows you to change the colors of worksheet tabs. C Workbook
4 It examines selected data and removes duplicates within column values. D Cell style
5 It contains only one worksheet by default but you can insert more worksheets. E Cell border
ACTIVITY 2 Select True or False for the following MS Excel features.
1 Excel assigns a default name to each worksheet in a workbook like A, B, C. True False
2 Data manipulation is the proper handling of data that exist in excel worksheets. True False
3 One feature that makes restructuring data simpler is Remove Duplicates. True False
4 Excel does not offer data cleansing tools. True False
5 Managing Worksheets is important to achieve a successful data analysis process. True False
Closing
157
CHAPTER
3
DATA ORGANIZATION, VALIDATION AND PROTECTION
158
DATA ORGANIZATION, VALIDATION AND PROTECTION SESSION 3
Goal
Acquire the skills of data analysis by implementing the Microsoft Excel data organization
tools, validation: protection tools and workbook management tools.
Learning objectives
Dear Student
Categorize and classify data Manage cells, rows Check the accuracy
to make it more usable. and columns and quality of data.
1 2 3 4 5 6
Differentiate the data Apply workbook

Sort and filter the data.
on the basis of its type Protection.
Be prepared
Data organization is an essential part of data analysis process. The process becomes successful
by arranging the data as per requirements. Once the data is well organized, you can easily iden-
tify the variations or different types of data. Additionally, you can validate data to preserve its
quality.
159
Learn
DATA ORGANIZATION
Data organization is the categorization and classification of information to make it more accessible. The raw data
is transferred to organized data as shown in figure C3: 3.1 using various tools such as table styles, number formats,
sort and filter etc. Once data is well organized, it is easy to examine the trends, patterns and variations.
Number Formats
The data stored in worksheets is general by default, which makes the data identification difficult. The worksheet
data is well organized in case you are able to recognize its format such as Currency, Accounting, Date, Percentage
etc. A column containing prices of different items is better displayed by applying a Currency symbol such as $, SAR
Procedure: Apply Currency:Number:Date:Percentage Formats
 Select data range and click on Number Format box from Home Tab:
 Click on the Currency option to apply Currency format to the selected data range.
 Click on Number option to apply Number format to the selected data range.
 Click on the Percentage option to apply Percentage format (%)to the selected data range.
 Click on the Short Date option to apply date format to the selected data range.
The default Currency format is $ symbol. You can apply different currency symbols such as SAR, from [More
Number Formats] option.
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Format Example Use

The default number format that Excel applies when you type a
General 4567 number. The numbers you type are right aligned in the cell.
Used for monetary values like Currency format but aligns the
Currency symbol at the left edge of the cell. This format is mostly
Accounting $ 4,567.00
used for accounting purposes.
Time 12:00:00 PM Displays number as Time values.
Fraction 55.75 55 3/4 Displays a number after decimal point as a fraction.
Displays a number in exponential notation, replacing part of the

Scientific 4570 4.57E+03 number with E+n, where E stands for Exponent and n represents
the number, which is the nth power of the Exponent.
Treats the content of a cell as text and displays the content exact-
Text KSU 18 ly as you type it, even when you type numbers.
Displays a number as a postal code, phone number, or Social

Special 000-00-4567
Security Number.
Organizing Rows-Columns-Cells
More frequently, the data analysis process requires rows and columns for storing additional data. It also involves
removing rows and columns from the worksheet. You can insert or delete multiple cells, rows and columns in a
worksheet at the same time.
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Procedure: Insert Rows: Columns: Cells

 Select the row above which you want to insert the new row (e.g. row 4)
 Click on the dropdown arrow of Insert command in the Cells Group of Home Tab.
 Click on Insert Sheet Rows option.
 Similarly, Select the column to the left of which you want to insert the new column and Click on Insert Sheet
Columns option.
 To insert cells, select a cell or range of cells where you want to insert new cells. Click on Insert Cells option and
select an option to shift the selected cell(s). Click on OK button.
To quickly insert a row, cell or column, right-click the row, cell or column and choose the insert operation.
Procedure: Delete Rows: Columns: Cells

 Select the row: cell: column you want to delete.
 Click on the dropdown arrow of [Delete] command in the Cells Group of Home Tab.
 Select the required option to delete Cell: Row: Column
Procedure: Resize Rows: Columns

 Select the row: cell: column you want to change height or width.
 Click on the dropdown arrow of Format command in the Cells Group of Home Tab.
 Select either Row Height or Column Width.
 Enter the size parameter in the displayed box and click on OK button.
You can specify row height from 0 to 409 and column width from 0 to 255. The height of multiple rows or width of
multiple columns can also be changed at the same time
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Organize Data With Table Styles

The table style includes fonts, borders, and fills that are coordinated to provide a professional appearance. As
shown in the figure C3-3.2, a table style helps you to easily organize, manage and analyze the data and also use
sort and filter features.
Procedure: Apply Table Styles

 Select the data range and click on Format as Table command in the Styles group of Home Tab.
 Select a Table Style from the gallery that appears.
 From the Create Table dialog box, select whether the table has headers and click on the OK button.
 The table style is applied.
Inserting, deleting, or moving rows or columns in a table automatically updates the table formatting to that range.
For example, adding a column to the table extends the formatting to that column.
163
Sort Data Records

Sorting data allows you to arrange the data in an order to visualize and understand your data better. For example,
Text Sort allows you to arrange a list of names in an alphabetical order i.e. (A to Z or Z to A). Similarly, the Number
Sort as shown in figure C3: 3.3 allows you to arrange a list of numbers in Ascending order (Smallest to Largest) or
Descending order (Largest to Smallest).
Figure: C3-3.3: Data Sorting
Procedure: Sorting Data

 Apply a table style to selected data range.
 Click on the Sort and filter control arrow of the table column you want to sort for data analysis.
 Select the sort criteria: Smallest to Largest or Largest to Smallest for numerical data and A-Z or Z-A for textual
data. The data is sorted according to your selection.
Filter Data Records

The filter feature of Excel allows you to view specific data records in worksheets, while hiding the other data. When
you filter data, entire rows are temporarily hidden that do not meet the specified filtering criteria as shown in
figure C3-3.4.
Procedure: Filtering Data

 Click on the Sort and filter control arrow of the table column you want to filter for data analysis.
 Select the filter criteria: Check the boxes of the data entries you want to display and uncheck the entries you
want to hide.
 The data is filtered according to your selection. Only those data records are displayed that meet the specified
filtering criteria.
164
Conditional Data Analysis

Conditional formatting as shown in figure C3-3.5 is used to apply colors, data bars or icon sets to cells that meet
specific criteria. It helps to visualize cell data based on a criterion such as Less Than, Greater Than, Between, Equal
To, etc. By applying conditional formatting, you can quickly identify variations in a data range.
Figure: C3-3.5: Conditional Formatting
Rule Analysis With Cell Highlighting

You can apply formatting to cells that contain data within a specified numeric range, contain specific text, or
contain duplicate values. This type of analysis is based on a specified condition such as Greater Than, Equal To,
Between etc.
Procedure: Conditional Formatting: Greater Than:
 Select the data range. Click the Conditional Formatting command in the Styles group of the Home tab.
 In the Conditional Formatting list, point to Highlight Cell Rules
 Choose the type of condition e.g. Greater Than.
 In the dialog box, specify the parameters of the condition, select the formatting combination you want, and
then click OK button.
165
Variation Analysis With Data Bars
Fill a portion of each cell with colored bars corresponding to the cell’s data. This type of analysis is based on data
variations in a specified range. The higher the value, the longer the bar is.
Procedure: Conditional Formatting: Data Bars:
 In the Conditional Formatting list, point to Data Bars.
 Choose a data bar from Gradient or Solid fill data bars gallery.
Rating Analysis With Icon Sets
This type of analysis uses a group of icons to represent the values in the selected cells. For example, you can apply
the rating icons to visually represent the data performance.
Procedure: Conditional Formatting: Icon Sets:

 In the Conditional Formatting list, point to Icon Sets.
 Choose an icon set from the displayed gallery.
166
The conditional analysis types mentioned above can be deleted from the Conditional Formatting Command by
following the clear rules option.
DATA VALIDATION
Analyzing data requires a thorough examination of its correctness and quality. Your analysis is likely to be filled
with issues if the data you're working with contains inaccuracies. As demonstrated in Figure: C3-3.6, data valida-
tion allows users to apply a range of rules to verify whether the data entered in a cell is useable and appropriate.
Numerical Data Validation
The data validation tool helps you control the kind of information that is entered in your worksheet. You can
restrict data entry of numbers, date and time values to a specified range
Procedure: Numerical Data Validation:
 On the Data tab, in the Data Tools group, click Data Validation command.
 In the Data Validation dialog box, click the Settings tab.
 Click on Allow dropdown list box and select Decimal Option.
 Set the criteria: For example, Data: greater than, Minimum: 0.
 Click OK button.
167
To quickly remove data validation for a cell, select it, and then open the Data Validation dialog box (Data tab, Data
Tools group). On the Settings tab, click Clear All.
DATA PROTECTION
Apart from data validation, data protection is also essential to keep your workbook data safe and secure. You can
prevent someone from opening a workbook or restrict user's access to data. Protecting a worksheet also prevents
you from deleting any data or formulas accidentally.
Workbook Protection
There are multiple protection levels that can be applied to a worksheet. The highest level of security is configured
at the file level. If users cannot access the file itself, they will be unable to modify its contents. You can require users
to enter a password to open a file at the file level.
Procedure: Workbook Password

 In the Backstage view, from Info option click on dropdown arrow of Protect Workbook Command.
 Click on Encrypt with Password option from displayed list.
 Type the password in the Encrypt Document dialog box and click on OK button.
 Retype the password in the Confirm Password dialog box.
 Click on OK button and save the workbook to apply the password. When you open the workbook, Excel
prompts you to enter the password for the workbook.
Do not forget your password, else the file will be inaccessible.
168
Sheet Protection
Worksheet protection can restrict users from modifying the contents of a certain sheet. Once sheet protection is
enabled, other elements such as cells, ranges, and formulas can be protected.
Procedure: Sheet Protection
 Right Click the worksheet tab you want to protect and choose Protect Sheet option.
 Enter a protection password for the worksheet.
 Check or uncheck the given options to specify the required permissions to the user.
169
Apply
The data stored in worksheets is __________by default, which makes the data
1 A general
identification difficult.
A column containing prices of different items is better displayed by applying a

B text sort
2 _____________________________symbol.
The ___________feature of Excel allows you to view specific data records in

3 C currency
worksheets, while hiding the other data.
4 The _______________________ allows you to arrange a list of names in an D filter

alphabetical order .
ACTIVITY 2 Match the following given description with the correct MS Excel feature.
1 Analysis is based on a specified condition such as Greater Than, Equal To etc. A Variation Analysis
2 Analysis is based on data variations in a specified range. B Rating Analysis
3 A set of icons (e.g. ratings) are used to represent the values in the cells. C Table Style
4 Includes fonts, borders, and fills coordinated to provide a professional appearance. D Data Validation
5 You control the kind of information that is entered in your worksheet . E Rule Analysis
ACTIVITY 3 Which conditional formatting is applied to the following data analysis sheet?
Color scales
Data bars
Icon Sets
1 The data stored in worksheets is not general by default. True False

2 Using conditional formatting, you can quickly identify variations in a data range. True False
3 With Data validation tool, you cannot check the accuracy and quality of data. True False
4 Data protection is also essential to keep your workbook data safe and secure. True False
5 Do not forget your password, else the file will be inaccessible. . True False
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Closing
171
CHAPTER
DATA ANALYSIS WITH FUNCTIONS

4
172
DATA ANALYSIS WITH FUNCTIONS SESSION 4
Goal
Acquire the skills of data analysis by implementing the Microsoft Excel functions to perform mathe-
matical, statistical, logical or other operations.
Learning objectives
Dear Student
Manually create formulas to Perform comparative

To summarize data
calculate the numbers. analysis
1 2 3 4 5 6
Use Autofill for faster Perform statistical Perform min/max

data generation analysis. analysis
Be prepared
There are a variety of functions in MS Excel, and it is important to match the right function with
the right kind of data analysis. This session presents some simple functions which will improve
your ability to analyze data.
173
Learn
FORMULAS AND FUNCTIONS
A Formula is an expression that performs computations on the worksheet's data. A formula employs arithmetic opera-
tors such as +, -, *, /, percent, and to execute addition, subtraction, multiplication, division, percent, and exponentiation.
In Microsoft Excel, a formula begins with an equal symbol (=).
Function in Excel is a preset or built-in formula that performs calculations automatically. Each function has a specific
“syntax”, i.e. a set of rules associated with it. In order to use functions correctly, you need to understand the syntax of a
function given below.
A function begins with an ‘=” sign, has a function name and arguments. The arguments are usually the cell ranges
containing the data that is to be calculated.
Create Formula
You can also manually create formulas to calculate the numbers directly. For example, when you type =12+10 in a cell
and press ENTER key, Excel calculates the result and displays 22 in that cell. The following example multiplies Item price
with the quantity using a formula.
Procedure: Multiply Price with Quantity

 Select the target cell and type equal to (=) sign. This cell will contain a formula.
 Select the price data cell and type the operator (*).
 Select the quantity data cell and press Enter key. The result is displayed in the target cell you selected.
Figure C3:4.1: Formula and auto calculation
Excel’s Auto calculation feature automatically calculates formulas & functions in real time as shown in Figure C3: 4.1. If
you change one or more cell values in your worksheet, all related formulas & functions are recalculated automatically
and the results are updated.
174
Autofill: Faster Data Generation
Once you calculate data in a cell, you can copy its formula to other cells using AutoFill feature. This feature also helps you
fill cells automatically with a series of numbers, dates, weekdays, months, or years by using the fill handle as shown in
figure C3: 4.2. To generate a number series, you need to fill at least two cells with numbers.
Procedure: Autofill
 Months: Select the cell containing a Month Name and drag the fill handle (+) up to the last cell of the display
range.
 Days: Select the cell containing a Day Name and drag the fill handle (+) up to the last cell of the display range.
 Number Series: Enter two different numbers in two adjacent cells, select both cells and drag the fill handle (+)
up to the last cell of the display range.
 Weeks: Select the cell containing a Week Number and drag the fill handle (+) up to the last cell of the display
range.
 Dates: Select the cell containing a Date and drag the fill handle (+) up to the last cell of the display range.
FUNCTION LIBRARY
Excel provides a number of built-in functions, some of which are shown in figure C3:4.3 to perform mathematical, statis-
tical, logical or other operations more easily. Using these functions, you will be able to derive results from data and to
make decisions based on those results.
Figure: C3-4.3: Some Built-In Excel Functions
The Function Library group enables you to browse functions by category to help you to find the function that you
need for data calculation. Excel functions are mainly grouped into Financial, Logical, Text, Date & Time and Math &
Trig categories as shown in figure C3: 4.4.. However, you will learn and use some basic and important functions of
Excel, from following categories.
175
 Logical: Logical Functions are used to test for a condition to evaluate it as true or false. It includes functions
such as AND, FALSE, IF, NOT, OR, TRUE etc.
 Text: Text functions are used to manipulate text strings. It includes functions such as CHAR, LEN, LOWER,
PROPER, TEXT, UPPER etc.
 Math and Trig: These functions perform arithmetic, conditional sum, exponents & logarithms, and the trigo-
nometric calculations. It includes the functions such as SUM, SUMIF, LOG, COS, SIN etc.
 More Functions: It includes Statistical and Engineering functions such as AVERAGE, COUNT, MAX, MIN,
CONVERT, DELTA etc.
Summarizing Data with SUM( )
The data analysis process requires the calculation of worksheet data to summarize data or generate totals. The SUM
Function is a predefined formula that calculates the sum of values contained in two or more cells. You can add individual
values, cell references or range of cells using SUM function. For example, calculating the total sales of a year.
=SUM (number1, number2,………………..)
Procedure: SUM( )
 Select the cell to display the sum.
 Click on the dropdown arrow of AutoSum command from the Function Library Group of Formulas Tab.
 Select Sum function. Excel selects range of cells and displays formula in the selected cell.
 You can select a different range of cells using mouse. Press Enter Key to display the result.
Function appears in Formula bar. Autofill the function to other cells if required.
176
Statistical Analysis with AVERAGE( )
The AVERAGE function can be used to find the average of the values included in the argument list. It calculates the sum
of the cells and then divides the sum by the number of cells in the argument. For example, calculating average sales
from Jan to Dec months.
Syntax: =AVERAGE (number1, [number2], ...)
Procedure: AVERAGE( )
 Select the cell to display the average.
 Select Average function. Excel selects range of cells and displays formula in the selected cell.
Comparative Analysis With COUNT( )
The COUNT function counts the number of cells in a range that contain numbers only. Numbers include positive and
negative numbers, percentage, date, time, and formulas that return numbers. Empty cells and text values are ignored.
Syntax: =COUNT (Value1, [Value2], ……)
Procedure: COUNT( )
 Select the cell to display the count.
 Select Count Numbers function. Excel selects range of cells and displays formula in the selected cell.
177
MIN-MAX Analysis
The MAX function is used to find the largest or maximum value in the selected range of cells. For example, calculating
the highest sales in a month.
Syntax: =MAX (number1, [number2], ...)
The MIN function is used to find the smallest or minimum value in the selected range of cells. For example, calculating
the lowest sales in a month.
Syntax: =MIN (number1, [number2], ...)
Procedure: MAX( )
 Select the cell to display the maximum value.

 Select [Max] function and then select the range of cells.
 Press Enter Key to display the result.
Procedure: MIN ()
 Select the cell to display the minimum value.

 Select Min function and then select the range of cells.
 Press Enter Key to display the result.
178
Conditional Analysis with SUMIF (): COUNTIF()
The SUMIF function is used to add the values in a range that meets a specified criterion. For example, to calculate the
total sales completed only in one country (with multiple stores), you need to mention a criterion.
Syntax: SUMIF (range, criteria,[sum range])
Procedure: SUMIF( )
 Select the result cell and click on the dropdown arrow of Math & Trig command in Function Library group.
 Select SUMIF function from displayed list of functions. Function Arguments dialog box appears.
 Click in the Range box and enter the cell range or select the cell range from worksheet. Enter Criteria in Crite-
ria box.
 Click in the Sum range box and enter the cell range or select the cell range from worksheet.
 Click on OK button
The result is displayed and the Function appears in Formula bar.
Use COUNTIF, one of the statistical functions, to count the number of cells that meet a criterion; for example, to count
the number of sales stores in a country.
Syntax: =COUNTIF (Cell Range, “criteria")
Procedure: COUNTIF( )
 Select a cell to display count and click the dropdown arrow of More Functions command in Function Library
group.
 Point to Statistical option and select COUNTIF function from displayed list of functions.
 Enter or select cell range in Range box, and enter criteria.
179
Analyzing Character Length
LEN is another handy function for data analysis that outputs the number of characters in any given cell. It is useful for
example, to quickly find out the sales figures length (10’s, 100’s, 1000’s mark).
Syntax: =LEN(Text)
Procedure: LEN( )
 Select a cell to display the length and click on the dropdown arrow of Text Function command in Function
Library group.
 Select LEN function from displayed list of text functions.
 Click in the Text box of Function Arguments dialog box and enter cell address or select cell range from work-
sheet you want to calculate length.
The number of characters will be displayed in the selected cell. You can Autofill other cells if required.
180
Apply
ACTIVITY 1 Match the given description with suitable MS Excel function.
1 It outputs the number of characters in any given cell. A AVERAGE( )

2 It counts the number of cells that meet a criterion. B COUNTIF( )
3 It performs the statistical data analysis. C SUMIF( )
4 It counts the number of cells in a range that contain numbers only . D LEN( )
5 It is used to add the values in a range that meets a specified criterion. E COUNT( )
ACTIVITY 2 Choose the function to display Highest Amount for the given data.
A SUMIF( )
B LEN( )
C AVERAGE( )
D MAX( )
E MIN( )
1 You can also manually create formulas to calculate the numbers directly. True False
2 Auto calculation feature manually calculates formulas & functions in real time . True False
3 Function is a preset or inbuilt formula that performs calculations automatically. True False
4 The SUM Function is a predefined formula that calculates the sum of values. True False
5 The MIN function is used to find the highest or maximum value. True False
Closing
181
CHAPTER
DATA ANALYSIS WITH CHARTS

5
182
DATA ANALYSIS WITH CHARTS SESSION 5
Goal
Acquire the skills of data analysis by implementing the Microsoft Excel charts. Build a more mean-
ingful data analysis process by using powerful charting tools.
Learning objectives
Dear Student
Understand chart Properly implement chart Implement Data evolution and

terminology. modifications. distribution analysis with charts.
1 2 3 4 5
Recognize chart types and Implement Data comparison and

choosing the right one. composition analysis with charts.
Be prepared
The data analysis process, as we have seen so far is performed on data records available in the
worksheet. We are now switching our data analysis process to visual representation of data
using different charts of MS Excel.
183
Learn
EXCEL CHARTS
It can be hard to analyze patterns or relationships that exist within the datasets of an excel worksheet. Excel helps to
build a more meaningful data analysis process by using powerful charting tools. A chart is a graphic representation of
your worksheet data. Using charts to represent worksheet data often creates a better understanding of your data
rather than simply presenting the numbers in a spreadsheet.
Creating a Chart
You can create a chart for the data you have arranged in rows or columns in a worksheet. To create a chart, you can select
from a variety of chart types depending on your need. For example, Column chart is used to compare values across few
categories.
Procedure: Inserting A Chart
 Select chart data (rows and columns) and click Insert tab. Click Insert Column or Bar Chart command from
the Charts group.
 Select a suitable column chart from the displayed list.
Chart Elements
The data series is represented by data points or symbols, such as columns in a column chart, bars in a bar chart or lines
in a line chart. Figure C3-5.1 shows you the basic elements of a chart. Chart Elements give more descriptions to your
charts, thus making your data more meaningful and visually appealing
184
Chart Title is the subject of the chart.

Chart Area is the whole chart.
Plot Area the area of the chart where the values are graphed.
Legend is the color key for the value series.
Value Axis From the plotted area actual points represented with data points.
Category Axis It usually shows the text based values such as employ name.
Data Labels are the source data values displayed in a chart.
Value Axis displays the range of values plotted.
Chart Elements button This allows you to quickly add or remove Chart Elements.
Chart Styles button Allows you quick access to the pre-built styles and color schemes.
Chart Filters button Allows you to filter the chart without having to redefine the data set.
Chart Types
Excel offers many chart types, and choosing the right one will be critical in conveying the information. The Charts group
of Insert Tab contains many types of charts to help you display data in a way that is meaningful to your audience. These
chart types include Column Chart, Line Chart, Pie Chart, Bar Chart, Waterfall Chart etc. as shown in figure C3:5.2.
Figure: C3-5.2 Chart Elements
185
Chart Modifications
When you insert a chart, Chart Tools tab is displayed on the ribbon. This tab comprises of following two contextual tabs
The Design Contextual Tab enables you to add chart elements, change chart styles and colors as well as change chart
data. It also enables you to Move a Chart and change a chart to other chart types.
The Format Contextual Tab: It enables you to format different elements of a chart by applying shape styles and fill
colors. It also enables you to draw different shapes on the chart and apply different WordArt Styles to chart titles.
Procedure: Add or Remove Chart Elements

 Select Chart and Click Chart Elements button on the upper right corner of the selected chart.
 Check or uncheck the chart element to add or remove - Axes-Axis Titles- Chart Title-Data
Labels-Gridlines-Legend
Procedure: Quick Layout

 Select the chart, click the Quick Layout command from the Chart Layouts group of the Design tab.
 Choose the desired layout from the drop-down menu.
186
Procedure: Chart Styles
 Select the chart, click Chart Styles button on the upper right corner of the selected chart to display Style and
Color Tab.
 Choose the desired chart style.
 To customize the chart color, choose the desired color from the color tab
Move a Chart
When you insert a new chart, it is placed on the same worksheet that contains its source data. Move Chart command
enables you to move the chart to a separate chart sheet or a worksheet.
Procedure: Moving A Chart
 Click on Move Chart command from the Location group of the Design contextual tab .
 It displays Move Chart dialog box.
 In the dialog box, select New sheet to move the chart in a chart sheet and type the chart name.
 Or select Object in if you want to move the chart to a worksheet.
 Click on OK button
Change Chart Type:

When your data is not well suited to a certain chart, it is easy to switch to a new chart type. Change Chart Type command
enables you to change your existing chart to a different chart type. For example, you can change a Column Chart to a
Line Chart.
Procedure: Change Chart Type
 Select the chart, click the Change Chart Type command from Design tab. It displays Change Chart Type
dialog box.
 In the left pane of the dialog box, select a suitable chart type.
 In the right pane of the dialog box the new chart type preview appears.
 Select a preview type and click on OK button.
187
Change Chart Data:

After you create a chart, you may need to add, change or remove its source data on the worksheet. Select Data
Command enables you to change the data range included in the chart.
Procedure: Changing Chart Data
 Select chart and click Select Data command from the Data group. Data Source dialog box and worksheet
containing data appears.
 In the Chart data range box, delete the data range and select the new data range you want to add to the chart.
 Click on OK button. Chart is changed according to selected data.
DATA PLOTTING
When data is collected and processed, data plotting is required to help you interpret and analyze data graphically.
Plotting is a graphical technique for representing data as a chart to show variations, or relationships between worksheet
data.
Choosing the inappropriate chart type has an effect on the intended narrative and message. However, how can you
choose an appropriate chart type to convey your data effectively? The answer is largely dictated by the purpose of data
presentation. The table below provides a classification of charts by type of analysis.
188
Data Comparison Analysis: Column Chart
Column Charts as shown in figure C3-5.3, use vertical bars to compare data points in one or more data series across
categories. These charts are useful for illustrating comparisons among items. The data should be structured in columns
or rows on a worksheet to be plotted in a column chart. In column charts, categories are organized along the horizontal
axis and values along the vertical axis.
Procedure: Insert Column Chart

 Select the data to be plotted on a Column chart.
 Click Insert Column or Bar Chart command from the Charts Group of the Insert Tab. Choose the type of
Column chart you want to create.
 Apply required formatting from the Design and Format tabs.
Figure: C3-5.3: Data Comparison with Column Chart
Data Evolution Analysis: Line Chart

Data Evolution Charts are used to examine the performance of a specific dataset over a specific time period.
As depicted in figure C3-5.4, a line chart displays data as a collection of data points connected by straight line segments.
They are most commonly used to display data evolution (progression) across time.
Procedure: Insert Line Chart
 Select the data to be plotted on a Line chart.
 Click Insert Line or Area Chart command from the Charts Group. Choose the type of Line chart you want to
create.
 Apply required formatting from the Design and Format tabs
Figure: C3-5.4, Line Chart showing sales data progression
189
Data Composition Analysis: Pie Chart

Data composition charts are used to see how a component compares to the whole and how to divide a total value into
shares. Figure C3-5.5 depicts a pie chart, which is a circular statistical graph divided into slices to demonstrate numerical
proportion. Pie charts are used to display the proportional contribution of each value (slice) to the sum of the elements,
the total (pie). Pie charts are best suited for comparing parts to wholes. For example, "how large is our market share in a
region?" or "how is our money divided?"
Procedure: Insert Pie Chart
 Select the data to be plotted on a Pie Chart.
 Click Insert Pie or Doughnut Chart command from the Charts Group. Choose the type of Pie chart you
want to create.
Figure: C3-5.5, Sales Data Composition with Pie Chart
Data Distribution Analysis: Histogram

A histogram is a type of data distribution chart that is used to examine how data is spread along an axis from lowest to
highest. As illustrated in figure C3:5.6, a histogram can be used to answer questions such as "how many employees have
salaries ranging from $1200 to $3600" or "how many employees have salaries ranging from $6000 to $8400." A
histogram depicts the correct distribution of continuous data. The values of the data are divided into bins, which are
represented as columns.
Procedure: Insert Histogram
 Select the data range to be plotted on a Histogram chart.
 Click Insert Statistic Chart command from the Charts Group. Choose the type of Histogram chart you want to
create.
 The Histogram chart is inserted for the selected data range.
Figure: C3-5.6- Histogram showing salary distribution
190
Data Variation Analysis: Waterfall Chart
As shown in figure C3:5.6, a waterfall chart shows how both positive and negative values in a data series add up to the
whole. In other words, it's a great way to picture a starting value, the changes that can be made to that value (both
positive and negative), and the end value. You can use the Waterfall chart to compare the Cash Balance at the Beginning
to the Cash Balance at the End and see how they differ.
Procedure: Insert Waterfall Chart

 Select the data to be plotted on a waterfall chart.
 Click Insert Waterfall or Stock Chart command from the Charts Group. Choose the Waterfall chart option.
 The Waterfall chart is inserted for the selected data range.
Figure: C3-5.6- Waterfall Chart
Real Time Data Analysis: 3d Map Chart

Excel is a tool for visualizing data in three dimensions (3D) mode, that gives you new ways to look at information. You
can find insights in 3D Maps that you might not find in traditional 2D tables and charts. With 3D Maps, you can plot
geographic data on a 3D globe or custom map, show how it changes over time, and make visual tours that you can share
with other people.
The 3D map chart lets you look at the data from different angles. 3D Maps shows a column chart by default, but you can
change it to a bubble chart, region chart, or heat map. As shown in Figure C3: 5.7, each type of chart has a different view.
Figure: C3-5.7, 3D Map Chart Views
191
Apply
A _____________ _______________is a graphic representation of your worksheet

1 A Chart buttons
data.
The __________________________________is used to compare values across few

2 categories . B Format
The _______________contextual tab enables you to format different elements of

3 C Column chart
a chart.
4 The ______________________________ enable you to quickly format the inserted D chart

chart.
ACTIVITY 2 Match the given description with the appropriate Chart element.
1 It is the area of the chart where the values are graphed. A Data Labels
2 It is the color key for the value series. B Legend
3 It is the subject of the chart. C Value Axis
4 It displays the range of values plotted. D Chart Title
5 These are the source data values displayed in a chart. E Plot Area
ACTIVITY 3 The chart given below represents the sales data. Identify the chart type:
A Line chart
B Pie chart
C Column chart
D Area chart
E Radar chart
ACTIVITY 4 Select True or False for the given chart descriptions.
1 Column charts are useful for illustrating comparisons among items. True False
2 Column Charts do not use vertical bars to compare data points. True False
3 Pie charts are best used for making part-to-whole comparisons. True False
4 Data variation charts are used to see how a part compares to the whole . True False
5 Histogram is used for data distribution analysis. True False
192
Closing
193
CHAPTER
EXCEL DATA DASHBOARDS

6
194
EXCEL DATA DASHBOARDS SESSION 6
Goal
Acquire the basic knowledge of data visualization and explore a variety of resources that are used in
building a project management dashboard.
Learning objectives
Dear Student
Understand data Understand the Explore different parts of Project

visualization. concept of dashboard. Management Dashboard.
1 2 3 4 5
Know visualization Understand various

methods. dashboard examples.
Be prepared
You are now familiar with different types of charts. The data visualization focuses on displaying
the data using different charts. Using visualization, you can communicate data effectively to
various audiences in a variety of situations.
195
Learn
VISUALIZING DATA WITH DASHBOARDS

Data visualization is the process of presenting information in a visual manner, such as a map or graph, to make it easier
for the human brain to grasp and understand. The basic objective of data visualization is to recognize patterns, trends,
and outliers in massive data sets. For data visualization, the phrases information graphics, information visualization, and
statistical graphics are widely employed. Common examples of data visualization include speedometers, Google maps,
and applications for Android and iPhone.
Data Visualization Methods

When you think of data visualization, your mind typically turns to basic bar graphs or pie charts. There are several
visualization methods available for presenting data in effective and engaging ways. The following are some examples
of general forms of data visualization methods:
 Charts  Maps  Graphs  Tables  Infographics

More specific examples of to visualize data:
Visual Display: The Dashboard Tool

Dashboards take their name from automobile dashboards. There might be hundreds of activities taking place within
your car that affect how well it performs. You can focus on driving securely since your dashboard visually summarizes
these occurrences so that you may feel at ease.
A dashboard is a tool for data visualization that presents measurements and key performance indicators in real time,
simplifying complicated data sets to provide users a quick overview of performance.
Benefits of dashboards include the following -

• Visual presentation of performance measures. • Ability to identify and correct negative trends.
• Measurement ofefficiencies/inefficiencies. • Ability to generate detailed reports.
• Ability to make informed decisions. • Alignment of strategies and organizational goals.
• Instant visibility of all systems in total. • Quick identification of data outliers and correlations.
196
COMMON DASHBOARD EXAMPLES
The dashboard examples are applicable to a broader range of business (marketing, sales,
finance, management, etc.) and industry functions (healthcare, retail, logistics, manufacturing,
etc.).
1) Management Dashboard:
It is an excellent illustration of a "higher level" dashboard for a business executive as shown in
figure C3: 6.1. It focuses on key management indicators such as:
• Number of new customers compared to targets.
• The average revenue per customer. Customer acquisition cost.
• Gross revenue, target revenue.
Figure: C3-6.1- Management Dashboard Example
2) Financial Dashboard:
By providing easily digestible representations of each important aspect of the business's
finances, the financial dashboard as shown in figure C3: 6.2, will provide you with all the infor-
mation you want regarding the continuing financial health of your company.
Figure: C3-6.2- Financial Dashboard Example
197
3) Sales Dashboard:
The Sales dashboard as shown below, focuses on high-level sales indicators that executives and managers’ must closely
monitor to ensure targets are reached.
4) Human Resource Dashboard:

As illustrated in figure C3:6.3, HR is becoming more data-driven in order to boost recruiting and talent management
operations. In order to achieve effectiveness and attention on quality, and modern dashboards have joined the human
resources field.
Figure: C3-6.3- HR Dashboard
198
Selecting The Right Dashboard Visualization
Visualizations might differ based on the category of data being represented. Figure C3: 6.4 shows a guided illustration
of visualization categories.
Figure: C3-6.4- Visualization Categories
EXCEL: PROJECT MANAGEMENT DASHBOARD

You can manage multiple projects using the Project Management Excel Dashboard. The resources and timelines are
planned based on the requirements, deliverables and teams. The Project Management Dashboard allows you to keep
track of all your projects and tasks, as well as their progress and status. To keep the Dashboard up to date, you can add
data to it on a daily basis.
Data Preparation
Any project is a combination of people & tasks. So in order to create a project dashboard you need project activity data
as shown in figure C3:6.5. Excel will help you create a task list or to-do list so you can manage the activities on a
day-to-day basis.
Figure: C3: 6.5: Activities Data: Project Management Dashboard
199
Data Calculation
To create an effective dashboard, data summary is created with totals, percentages, averages, counting, higher-lower
ranges as shown in figure C3:6.6.
Figure: C3-6.6: Data Calculation: Project Management Dashboard
Visualization
Following are the main elements of a Project Management Dashboard in Excel.
Gantt Chart Timeline: Excel can generate a visual timeline chart and assist in outlining a project's timetable and
phases. Specifically, you can make a Gantt chart, which is a common project management tool (see figure C3:6.7).
Horizontal bars representing each job are positioned side by side on the timeline tracker to provide a comprehensive
view of your project's schedule and deliverables.
Figure: C3-6.7 Gantt Chart Timeline: Project Management Dashboard
Budgeting: Excel is good with calculations, so it is particularly well-suited for creating a project budget as shown in
figure C3:6.8. Creating a budget is very easy if all you want is to track a short list of expenses against a list of income.
200
Figure: C3-6.8: Project Budgeting: Project Management Dashboard
Project tracking: Once the project is set in motion, you can use Excel as a project tracker and manage how close tasks
are to completion, how many tasks are in progress, pending or completed as shown in figure C3:6.9.
Figure: C3-6.9: Project Tracking: Project Management Dashboard
Milestones: As depicted in figure C3:6.10, project milestones are key points in your schedule that signify an important
accomplishment or the completion of a major project phase. Milestones on a project are crucial for ensuring successful
management and keeping the team on course.
Figure: C3-6.10: Project Milestones: Project Management Dashboard
Overall Progress: This is the overall progress percentage of the selected project as shown in figure C3: 6.11. You can
quickly understand percentage of tasks that are completed and are pending.
Figure: C3-6.11: Project Progress: Project Management Dashboard
201
Apply
The_________is the process of putting information into a visual

1 A iPhone
environment.
A ______________is a tool for data visualization that presents measurements

2 and key performance indicators in real time. B data visualization
The common examples of data visualizations are speedo meter, google map,
3 C dashboard
android or_________________applications.
ACTIVITY 2 Match the given description with the appropriate answer.
1 This is a good example of a “higher level” dashboard for a business executive. A Financial
2 This dashboard will provide you with all the information you want regarding the B Management
continuing financial health of your company.
3 This dashboard focuses on high-level sales metrics that executives and managers C Human Resource
need to closely monitor in order to ensure goals are being met.
4 These modern dashboards have entered the human resources space. D Sales
ACTIVITY 3 Select the group of charts used in the following given dashboard:
A Bar & Column Charts
B Pie & Line Charts
C Waterfall & Pie Charts
D Column & Pie Charts
ACTIVITY 4 Select True or False for the given statements.
1 To create a project dashboard you do not need project activity data. True False
2 The Project Management Dashboard allows you to keep track of all your projects. True False
3 Visualizations can vary depending on the type of data category you’re working with . True False
4 You cannot use Excel as a project tracker. True False
202
Closing
203
CHAPTER 4 ALGORITHMS AND PYTHON PROGRAMMING CONCEPTS
CHAPTER
1
PROBLEM SOLVING WITH ALGORITHMS AND FLOWCHARTS
206
PROBLEM SOLVING WITH ALGORITHMS AND FLOWCHARTS SESSION 1
Goal
Acquire the methodology of problem solving with algorithms and flowcharts. Implement algo-
rithms and flowcharts to solve some of the basic computational problems.
Learning objectives
Dear Student
By the end of this session, you should be able to:
Understand the core Understand the use and Solve some basic
concept of problem importance of flowcharts. computational problems
solving. using algorithms.
1 2 3 4 5 6
Transform algorithms into Solve some basic

Understand the use and
flowcharts to solve a computational problems
importance of algorithms.
problem in graphical form. using flowcharts.
Be prepared
You are aware that a computer must be programmed and cannot function
independently. Despite its precision, it will deliver the incorrect outcome if you
give it the incorrect instructions. You must provide a computer clear, sequential
instructions in order for it to function correctly and reliably. Thanks to develop-
ments in software engineering and business intelligence applications, we can now
handle complicated issues with algorithms and flowcharts.
207
Learn
PROBLEM SOLVING
Solving problems is the central principle of computer science. Purchasing an item from a general store and
making payments, depositing a fee at school, and withdrawing money from a bank account all involve some form
of problem solving. The changes in computing technology provide a challenge with a growing number of
computational problems. Any problem that computers can solve using some specific set of steps is a computa-
tional problem. For example, a computational problem might require us to sort a given sequence of numbers.
This particular problem is called the Sorting Problem. To derive a solution for a computational problem, there
exist a set of problem solving phases i.e. algorithm-flowchart-program, as shown in figure C4: 1.1.
Figure: C4: 1.1: Problem Solving Phases
Introducing Algorithms
To solve a given computational problem, you need to design a program. The approach towards
solution of the problem starts in a systematic and step-by-step way, called Algorithmic
approach. Algorithms are the fundamental problem-solving approaches utilized in computer
science, engineering, mathematics, medicine, online search, and other disciplines. An exam-
ple of algorithm commonly followed in Login Systems is shown in figure C4:1.2. Other
well-known examples include Google Search, Traffic Lights and Logistic algorithms. Algorithms
are the fundamental problem-solving approaches utilized in computer science, engineering,
mathematics, medicine, online search, and other disciplines.
Figure: C4: 1.2: Algorithm followed in Login Systems
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An algorithm is a set of instructions, sometimes known as a method or a function, that is used to complete a
certain job. This might be a simple procedure like adding two integers or a sophisticated function like applying
effects to a picture.
Let’s have an algorithm to compute profit or loss:
• Inputs include the cost of goods and the selling price.
• Determine if the selling price is less than the cost price, and if so, calculate the difference and display it.
• Determine if the selling price is more than the cost price, and if so, calculate the difference and display it.
• No profit or loss exists if selling price == purchase cost.
Benefits of Using Algorithms

Utilizing algorithms has numerous benefits. One advantage is the formulation of the procedure, which identifies
the activities, significant decision points, and variables required to solve the problem. Following are some of the
advantages of using Algorithms.
They are easy to They are easy to They are easy They are not dependent
understand. implement. to modify. on any particular
programming language.
Algorithm Rules
There are some guidelines for writing an algorithm. These guidelines or rules make algorithms self-explanatory.
Begin Follow sequence Write the statements Mark each statement Complete Algorithm
with Start. as Step 1, Step 2, etc. clearly. in a separate line. with Stop
Flowchart Designing
The visual representation of a system or a process is called a flow diagram or flow chart. It outlines the sequence
of events that must be followed to get a desired outcome. Represented by lines and arrows, a typical flow chart
shows the sequence and links between functions.
Benefits of Flowcharts
Since the flowchart is the graphical representation of an algorithm, it gives a better understanding of the solution to
a problem than words alone. Following are the benefits of using flowcharts in program development.
1 Flow Charts are better way of communicating the logic of a system.
2 Problems can be analyzed in more effective way
3 The flow chart helps in debugging process
4 Act as guide for program development phase.
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Flowchart Terminology
Flow charts typically utilize specialized symbols. Some of the main symbols that are used to construct flow charts
include:
Start: Stop symbol: A round-edged rectangle to represent start and end of a flowchart.
They are also referred to as terminal symbols.
Input: Output Symbol: A parallelogram is used to represent the input operation

(reading data) and the output operation (printing messages).
Process Symbol: An activity or process symbol is used to represent each phase or activi-
ty inside a process.
Decision Symbol: A diamond shape is used to represent a point of decision. The

decision symbol contains the question or decision to be solved.
Flow Lines: Flow lines illustrate the transition between steps. These flow lines connect the
symbols in a flowchart to demonstrate the movement of data and information.
Connectors: A connector is a circle-shaped flowchart sign. Flowcharts can be complicat-

ed or span many pages at times. In order to illustrate the flow of the process, connectors
must be used to connect two different parts of the flowchart.
Flowchart Designing Principles

A - Ensure that the flowchart has a START and a STOP symbol.
B - Shapes, lines and texts within a flowchart diagram should be consistent.
C - It is good practice to make sure that the flowchart fits on a single page.
D - Structuring a flowchart from left to right or top to bottom makes the
information easier to read and follow.
E- A process symbol can only have one flow line originating from it.
F- A decision symbol can only have one flow line enter it, but numerous lines
can exit it to represent possible solutions.
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BASIC COMPUTATIONAL ALGORITHMS AND FLOWCHARTS
The following sections provide a systematic approach for solving some of the basic computational problems using
algorithms and flowcharts. The examples include computing profit or loss, area of rectangle, testing even and odd
numbers, account login and computing largest number.
Compute Profit or Loss
Let’s assume you bought a product for $ 1230 and sold the same product for $ 1450. Explain how we can find if you
have made a profit or a loss.
In this problem the goal is to find whether you make a profit or loss.
1: We begin the problem solution with Start symbol.
2: Then we take Cost Price(CP) and Selling price(SP) as input, so they are represented as parallelograms.
3: Next we have to compare Selling Price and Cost Price to find which price is more? The answer to this question
can be “Yes” or “No”. If, answer is “Yes” it means that selling price is more than the cost price and you have made
profit. Profit is calculated as Selling price – Cost price.
4: If the answer is “No”, it means that selling price is less than cost price and you have made loss. Loss is calculated
as Cost price – Selling price.
5: Based on the above decision, if the answer is “Yes”, you need to print the calculated profit. If the answer is “No”,
you need to print the calculated loss.
6: Finally, you need to mention the Stop step to mark the end of the problem solution.
You have used logical reasoning to solve this problem using the algorithm and flowchart. Following is the complete
flowchart.
Flowchart for computing profit and loss
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Compute Simple Interest

P : Principle Amount
N : Time in Years
R : % Annual Rate of Interest
SI : Simple Interest.
Input P,N,R
Print
Algorithm and Flowchart for computing Simple Interest
Compute Even or Odd Number

A number is even if it gets divided by 2 and gives remainder “0”. Such numbers are 2, 4, 6, 8 and so on. The
numbers that leave a remainder other than “0” are called odd numbers. They are 1, 3, 5, 7… and so on. In
programming we find the remainder of a division operation with the operator %. Also, we use the double equal
“==” to compare values for equality.
STEP
Start
1
STEP Input Number N
2
STEP
If N %2 == 0 then
3
Print “Number is Even”
Else: Print “Number is Odd”
STEP
Stop
4
Algorithm and flowchart for computing even or odd number
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Account Login Process
As a security measure, users are required to enter the password to access their bank account. They are allowed 3
attempts before their account is locked. Create an algorithm and design a flowchart to read and check the
password. Inform the user if the entered password is wrong and also the account is locked after 3 failed
attempts.
STEP
Start
1
STEP Attempts=0
2
STEP
Input password
3
STEP Is Password Correct
4 Yes: Allow entry to account
No: Attempts=Attempts+1
STEP
Attempts = 3
5
No: Reenter Password
Yes: Account Blocked
STEP
Stop
6
Algorithm and flowchart for account login process.
Compute Largest Number

Given a list of numbers, you need to find the largest number. For example, if the given numbers are {54, 546, 548,
60}, each number is compared with every other number until the largest value is reached. Following algorithm
and flowchart present a solution to find the largest number between two numbers.
STEP
Start
1
STEP Input NUM1, NUM2
2
STEP
If Num1 > Num2 then
3 Print “largest is NUM1”
Else
Print “largest is NUM2”
STEP
Stop
4
Algorithm and Flowchart for computing largest among two numbers.
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Tracing Flowchart Execution

Following is the flowchart to find average of 5 numbers. Tracing table for this flowchart is also given using a
sequence of input numbers.
Flowchart and trace table for computing average.
Apply
Any problem, that computers can solve using some specific set of steps is
1 A Algorithmic
a_________________ problem.
The approach towards solution of the problem starts in a systematic and
2 Computational
step-by-step way, called the __________________________approach. B
___________________symbol is used to represent a point of decision and it
3 C Diamond
contains the question or decision to be solved..
The symbol to represent start and end of a flowchart is _____________Symbol.
4 D Terminal
ACTIVITY 2 Match the given flowchart symbol names with the correct description.
1 It represents the input and the output operation. A A flowchart

2 It is used to connect two different parts of the flowchart. B Terminal
3 is a graphical representation of steps for solution of a problem. C Parallelogram
4 is used to represent the start step. D A diamond
5 is used to signify a decision point. E A circle
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Closing
SESSION SUMMARY CHECKLIST
215
CHAPTER
PROGRAM DEVELOPMENT WITH PYTHON

2
216
PROGRAM DEVELOPMENT WITH PYTHON SESSION 2
Goal
Acquire the methodology of problem solving with programming and implement the basic
programming concepts of Python language.
Learning objectives
Dear Student
Get the core concept of problem Execute programs using Python

Get familiar with Python IDLE.
solving using programming. code window.
1 2 3 4 5 6
Describe the basic concepts of Execute code at Use Python variables, data
Computer programming. Python shell. types and keywords.
Be prepared
Problem solving approach in the field of Computer Science is considered an

important analytical skill towards programming. Developing applications of
various fields needs you, as a programmer to analyze the problems and
create solutions with the help of programming languages.
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Learn
PROBLEM SOLVING WITH PROGRAMMING
We learned in the previous session that, to derive a solution for a computational problem, there exists a set of
problem solving phases i.e. algorithm-flowchart-programming as shown in figure C4:2.1.Programming is the
process of writing a set of instructions that tell a computer how to perform a task in order to solve a problem. The
set of instructions can range from solving small coding exercises to creating a social networking site or search
engine similar to Facebook or Google.
Figure: C4: 2.1: Problem Solving Phases
Note that using programming, you are aiming to solve a problem, for example:
• What are the possible inputs to your program? Are you going to get data from a database or from the user?
• Is there a graphical user interface for your program? How will it appear? It's important to know how the
interface will function.
• What do you hope to achieve by the end of this project? What are the steps you need to take in order to get
the desired result?
Computer Program
A program is a set of instructions that a computer uses to perform a specific function. It

is basically a collection of instructions that describes the computer what task to
perform and how to perform it. Programs are created using specific programming
languages such as C++, Python, and Ruby.
Following are some examples of computer software, that consist of a group of programs.
• Windows and Android.
• Mozilla Firefox and Apple Safari.
• Microsoft Excel.
• Games.
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Classifying Programming Languages
We write instructions for computers to follow in a language called a programming language. The way computers
"think" is through strings of 1s and 0s. Programming languages let us turn 1s and 0s into instructions that people
can read and write. A programming language is made up of a series of statements that act as a bridge between the
user and the computer. These statements allow the user to turn their ideas into instructions that the computer can
understand.
High Level
High Level Assembly Programming FORTRAN C Pascal

Languages Languages High-Level Language
Programming
Languages Assembly Language
Programming
Low Level Machine Machine Language
Languages Languages
Level
Low
Hardware
Figure C4:2.2 (a): Types of programming languages (b): High level vs Low level languages
High-level programming languages: A high level language is a computer language that hides many of the low-lev-
el details of the computer system and uses more natural words and symbols to express ideas. Python, Java, C, C++,
Ruby, Perl, Basic, JavaScript, and a slew of other programming languages serve as examples.
Low-level programming languages: Low-level programming languages resemble machine code or binary more
closely. Therefore, they are more difficult to interpret by humans. Figure C4:2.2 (b) displays the two most prevalent
low-level programming languages.
Assembly language uses short abbreviations and patterns, such as ADD, MUL, and SUB, to describe what the CPU
must do. Machine language is a set of binary digits (0's and 1's) that are read and interpreted by the computer. It is
the language that a computer is capable of understanding.
Program Code
Program code or source code is a collection of instructions and statements creat-
ed by a programmer using a computer programming language. It is a plain text
file that was generated using a source code editor, such as notepad or Python's
code window. The source code must be saved in a file and entered as an input
into the translator. Depending on the programming language you choose, there
are many extensions for saving your source code file.
Python file extension is C file extension is VB file extension is
.py .c .vb
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Code Translators
A translator is a computer software that transforms source code to
machine code. During translation, it detects and recognizes the errors.
Object code refers to the translated code. Compilers and Interpreters are
two types of translators.
Translators
Interpreters Compilers
An interpreter interprets and executes code Compilers transform code written in a high-level language
immediately, making it initially faster than a into machine (object) code. Compilers can be time-consum-
compiler. Due to their ability to execute a single ing because they must simultaneously convert high-level
line of code at a time, interpreters are commonly code to machine language and store the executable object
used as debugging tools in software develop- code in memory. Compilers are also platform-dependent.
ment.
Python Fortan and C++

is an example of an interpreted programming are examples of compiled programming languages.
language.
Interpreters Translate and execute each line before proceeding to the next.
Compilers Translation of the complete program to a binary file.
PROGRAMMING WITH PYTHON
There are many programming languages and it makes sense that various people will hold
varying opinions about which one is "the greatest one." Like JavaScript or C++, Python is
certainly regarded as a top programming language, and corporations and enterprises
frequently implement it. Python, while being almost 30 years old, is still useful due to its
diverse applications, lively community, and ease of use.
Python Thrust Areas

Python has numerous uses in the field of computer programming. Django, a well-known Python web framework, is
the engine behind Pinterest and Instagram. But that doesn't make it is difficult to learn. Some of the biggest
websites on the internet, including Reddit, Dropbox, and YouTube, use Python.
Desktop graphical application Mathematical and scientific Web and internet

development, including games. analysis of data. development.
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Installation Instructions
1 - You can download Python from the official Python website (www.Python.org).
2 - Select the right operating system that you have (e.g. Windows or Mac).
3 - Select the version of Python you are interested in or choose the latest version.
4 - Once the file is downloaded, double click on it and follow the wizard to install Python.
Beginning with IDLE

The acronym IDLE stands for Integrated Development and Learning Environment
and refers to a collection of program development software tools.
To start programming with Python, click on the Start button to open the Start menu
and then click on IDLE from the All Apps list. The interpreter shell of Python will
appear on your screen.
Interacting with Python Shell
The Shell window opens automatically when you open IDLE or when you run a program from the
Code window. Its primary function is to execute the code. It can be used to create and test brief
segments of code. The Shell window does not, however, allow you to save the code.
The three arrows >>>, known as the command prompt, appear when the Python is ready for you to type the code.
Once you type the code, press Enter Key to run the code. The code runs immediately and the output appears in
the next line unless there is an error (bug).
Interacting with the shell is much like using a simple calculator (addition, subtraction, etc.), For example, the
expression 10+ 20 is entered at the shell prompt (>>>) and the program immediately responds with the result 30.
The shell interpreter reads the command you enter, evaluates and executes the command and prints the output
(if any).
Program Output
The built-in function print () is used to output the given string, i.e. it displays the specified message to the screen.
In most cases, the print function is used to convey a message or result to the end user. For example, type the code
print ("Welcome to Python Programming Language") in the shell and press Enter Key.
And that’s it. You’ve just made your first program in Python. Each time you enter a line, Python immediately
executes the statement.
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Configure IDLE
You can configure the IDLE environment using the “options” menu and select a particular font, font size, theme
and other interface elements to better visualize the programs.
The code examples shown in this chapter use the dark blue background color to easily identify different
programming statements.
Syntax Errors:
These errors are usually the easiest to spot, syntax errors occur when you make a typing mistake. Here is an exam-
ple of a syntax error:
As you can observe in the example above, the print function is with a missing left bracket and resulted in Syntax
Error. In such cases, debug the code, type it correctly and run it again to get the desired output. The Python syntax
errors can also occur by misspelling, missing, or misusing Python keywords.
Exit from Python Shell: To leave the Python shell window, type exit ( ) and click on OK button in the dialog box
which appears Or you may use the keyboard shortcut Ctrl D to exit
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Build Programs using Code Window
The code window is used to write python programs and it allows you to save and edit your code in a more
practical way.
1- To start a new code window, click on the File menu from the Shell window, then click on New File.
2- A new untitled window will appear. This window is ready for you to write your code in it.
3- Once you are finished writing your code, you need to save the file before executing it. Click on File menu then
[Save] to save the file.
4- To execute the code, click on the [Run Module] from the Run menu. Alternatively, you may press [F5] on your
keyboard and that will execute your code.
5- As you can observe in the following example, the code is executed and the output is displayed.
Python Variables
Variable is a name given to a memory location. It is a way of

reserving and referring a memory location by the program
as shown in figure C4:2.3. These memory locations are
used to store, retrieve and calculate values by the program
at run time. Variables act as containers for storing data
values. A value is a basic element that a program works
with, such as a number or a letter.
Figure C4:2.3: Variables store values in memory.
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There is no declaration of variables required in Python, which makes it quite easy. A variable is created the
moment we first assign a value to it as shown in line 1 and 2 in the following example.
The value 32 is assigned to variable age and “Daniel” is assigned to variable name. You can now use the print
command to retrieve and display the values through variables.
Principles of Variable Creation

Programmers choose names for their variables that are meaningful and describe what the variable is used for. If you
give a variable an illegal name, you get a syntax error.
• Variable names can contain both letters and numbers, but they cannot start with a number.
• It is legal to use uppercase & lowercase letters, but it is a good idea to begin variable names
with a lowercase letter.
• Special characters cannot be used in variable name except underscore which is used for
multiple words, like student_id.
• Python keywords cannot be used as a variable name.
• A variable name cannot contain space.
In the below examples, it is clear that the first and second example are wrong, However, what is wrong with the
third example? You may have noticed that the variable name in the third example is a class, which is one of Python’s
keywords. Keywords cannot be used as variable names.
Data Types in Python

A variable's type determines the values or the data type that the variable can hold. Memory can hold different types
of data. For instance, a person's age is kept as a number, and their name is kept as a string. Table 2.1 gives you a list
of some basic variable types in Python.
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Type Examples Description
123
Any positive, negative, or
0
integer zero value; no limit on size
-1234
3.15
6.02E Real numbers expressed in decimal or scientific
float notation; limits on scale and precision
2.5
True Logical true/false quantities

boolean False
string "Tuesday" Textual snippets comprising any number of characters;

" " delimited by single or double quotes
'Luigis'
Table: 2.1: Python Variable Types
Type Casting:
Type Casting or Type Conversion is the process of converting one data type to another. Python's Implicit Type
Casting feature automatically transforms one data type into another. Explicit Type Casting occurs when you
explicitly cast or convert a variable from one type to another. Examples of Explicit Type Casting can be found
below.
int() : Used to explicitly convert a data type(integer,float,string) to integer type.

x = int(9) # x will be 9
y = int(5.8) # y will be 5
z = int("3") # z will be 3
float(): Used to explicitly convert a data type(integer,float,string) to float type.

x = float(9) # x will be 9.0
y = float(5.8) # y will be 5.8
z = float("3") # z will be 3.0
w = float("2.2") # w will be 2.2
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type( ) function:
If you are not sure what type of variable you are using in the program, you can use the type( ) function and the
interpreter will display the variable type, as shown in the following example.
Python shows the variable type based on the value it has been allocated. This means that if we assign a value of a
different type, Python will modify the variable type. For example, if we assign value 135 to a variable price, then the
type will be int. If you reassign another value 155.50 to price, then it will be float as shown in the above example.
Program: Create Your Favorites List

Create and execute a program that prompts you to enter the following information, then prints your
favorite player name, sports, city and country:
a) player b) sports c) city d) country
From the same interpreter shell of Python that you used in the previous examples, click on File and then New file,
then write the following code:
Providing Program Input

In the previous program we have used input ( ), which is a built-in function of Python. The input () function prompts
message to a user regarding the program input. It lets a user provide input to the program through an input device
and store the input values in variables.
List of Python Keywords

Python has a set of predefined and reserved words known as keywords. The syntax of the code is defined by
keywords. You can't use the keyword as the name of a function or a variable. Python has 35 keywords listed in table:
2.2. The given list of keywords may get updated in different versions of Python.
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Table: 2.2: List of Python Keywords
You can get the list of keywords in your current version of Python by typing the following commands at the Shell
prompt. You can use the Pythons help () function to get the description about keywords, classes, functions and
modules.
>>> import keyword
>>> print (keyword. kwlist)
>>> help(‘if’)
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Apply
ACTIVITY 1 Fill in the blanks with the given words .
1 A ____________________________is a sequence of instructions executed by a computer A variable

2 The __________________built-in function is used to print the given string as an output. B input ( )
3 A _____________________________is created the moment we first assign a value to it. C program
4 The _______ function lets a user to provide input to the program through an input device. D print ( )
ACTIVITY 2 Execute the following statements for variables and choose the correct answers.
The correct way to create a variable in Python is:

1
A] myVariable B] my Variable C] @Variable D] 12Variable
Which of the following statement assigns the value 100 to the variable x in Python:
2
A] x:100 B] x = 100 C] x100 D] x<<100
Which of the following are valid Python variable names:
3
A] 23age B] class C] age D] age@45
Which variable name would be meaningful in keeping a record of someone's high score:
4
A] S B] hS C] Score D] High_Score
ACTIVITY 3 Check whether the following program codes will run or result in error.
ACTIVITY 4 Check the output of the following code examples.
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Closing
229
CHAPTER
Building your First Program
PYTHON DATA OPERATIONS

3
230
PYTHON DATA OPERATIONS SESSION 3
Goal
Acquire the procedure of problem solving with fundamental operators of Python programming
language.
Learning objective
Dear Student
Execute programs using Execute programs using Execute programs using

arithmetic operators comparison operators membership operators.
1 2 3 4 5
Execute programs using Execute programs using

assignment operators logical operators
Be prepared
Data calculations are fundamental to Python programming. You need

assignment, arithmetic, comparison and other operators to build programs for
data calculation and other data operations.
231
Learn
INTRODUCTION TO OPERATORS
There are different types of operations that can be performed on data to get the required output from the program.
Python has special symbols called opera tors to perform an operation on one or more operands as shown in figure
C4:3.1. The values or variables on which the operator is applied to are called operands. The operations performed
can be addition, subtraction, multiplication, division etc.
Figure: C4: 3.1: Operands and operators.
Python provides a variety of operators, as shown in figure C4:3.2. In the following sections you will learn the basic
types of Python operators such as assignment, arithmetic, comparison, logical and membership operators.
Figure: C4: 3.2: Commonly used Python operators
Arithmetic Operators
Mathematical operations such as addition, subtraction, multiplication, and

division are carried out using arithmetic operators. We use arithmetic operations
in our daily lives to find out total business income and expenses, to make a
monthly or annual budget, to measure lengths, etc. Table 3.1 provides a list of
the arithmetic operators used in Python programming.
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Operator Operation Description
+ Addition It is used to add two operands.
- Subtraction It is used to subtract the second operand from the first operand.
* Multiplication It is used to multiply one operand with the other.
/ Division It returns the quotient after dividing the first operand by the
second operand.
% Modulus It returns the remainder after dividing the first operand by the
(remainder) second operand.
** Exponent or Power It calculates the first operand power to the second operand.
() Parentheses (grouping) The grouping operator consists of a pair of parentheses around

an expression or sub-expression.
Table3.1: List of Arithmetic Operators
Examine the first code example given below for addition, subtraction and multiplication using arithmetic operators.
In the second code example, 60 / 10 is a simple division operation, while the modulus operation returns the remain-
der of the operation 55 % 10 i.e.5. The exponent operation multiplies 4 with 4 and returns 16 i.e. (4)2
Operator Precedence
The rules of precedence determine the evaluation order when there are multiple operators in an expression. Python
follows mathematical conventions when it comes to the use of mathematical operators:
1 2 3 4
() ** *, / +, -
Parentheses have the Exponentiation has Multiplication and Division Operators with the same
highest precedence. the next highest have the same precedence, precedence are evaluated
precedence. which is higher than Addition from left to right.
and Subtraction, which also
have the same precedence.
Let us take 10*(5+1) +3**2 as an example and calculate the result.
233
Examine the above example, the execution first starts with parentheses: 10*6+3**2
Second is the exponentiation: 10*6+9
Followed by multiplication: 60+9 and finally addition: 69
Program: Compute Body Mass Index (BMI)

Now let us build a more meaningful application that reads two values, which are your height and the weight.
The application then calculates your Body Mass Index and displays the resulting BMI value.
Assignment Operators
An assignment operation is a programming method in which values are associated with particular variable name.
The assignment operators are utilized to assign the value of the expression on the right to the operand on the left.
Some of the assignment operators are described in table 3.2.
OPERATOR OPERATION DESCRIPTION
= Assign It assigns the value of the right expression to the left operand.
+= Add and Assign It increases the value of the left operand by the value of the right
operand and assigns the modified value back to left operand.
-= Subtract and Assign It decreases the value of the left operand by the value of the right
*= Multiply and Assign It multiplies the value of the left operand by the value of the right
Table3.2: List of Assignment Operators
Examine the first code example given below, x and y are assigned the values. The result of the code x+ = y is equal
to x = x+ y and therefore, x = 30. The second code example, a-=b is equal to a=a-b and therefore a=10.
234
Examine the code example given below, n and m are assigned the values. The result of the code n*= m is equal to
n = n*m and therefore, n = 600.
Program: Area of Rectangle

Create an interactive program to calculate area of rectangle. Execute the following:
a) Enter length and width of rectangle.
b) Calculate area.
c) Display area.
The eval ( ) function given in the above program evaluates the input string as a python expression and returns the
result.
For example:
a=eval(‘3+2+3’)
print( a)
Output : 8
Comparison Operators
It is possible to compare the values of two operands using comparison operators, which are sometimes referred to as
relational operators. To evaluate Boolean expressions, these operators are most commonly used.
A Boolean Expression is an expression that is either true or false. The comparison operators are given in the table 3.3.
Operator Operation Description
If the value of two operands is equal, then the condition becomes

== Equal true.
If the value of two operands is not equal, then the condition

!= Not Equal
becomes true.
Less Than If the first operand is less than the second operand, then the condi-
< tion becomes true.
Greater Than If the first operand is greater than the second operand, then the
> condition becomes true.
Less Than or Equal to If the first operand is less than or equal to the second operand, then
<= the condition becomes true.
Greater Than or Equal to If the first operand is greater than or equal to the second operand,
>=
then the condition becomes true.
Table3.3: List of Comparison Operators
235
Examine the code example given below, x and y are assigned the values. The code x==y compares if the value of x
is equal to the value of y, which is False. Similarly, the other comparisons given below return false, except x<y,
where the value of x(20) is less than the value of y(50) and hence returns True.
Program: Compare Product Price

Create an interactive program to compare the product price. Execute the following:
a) Enter product1 and product2 names.
b) Enter product1 and product2 price.
c) Compare price and display the comparison result.
Logical Operators
The logical operators are primarily used for decision making having multiple expressions. Python supports the
logical operators given in table 3.4.
OPERATOR DESCRIPTION
and Returns true If the conditions on both sides of the operator is true, Otherwise, returns false.
or Returns true if both or one of the conditions around the operator is true. Otherwise, returns false.
not If an expression a is true, then not (a) will be false and vice versa.
Table3.4: List of Logical Operators
Examine the code example given below, x and y are assigned the values. The code x<75 and y > 80 returns False
as y>80 evaluates to False. The “or” operation given below returns True as one of the conditions around “or” is true
i.e. x < 75.
236
Membership Operators
These operators listed in table 3.5, test whether a value is a member of a list or other sequence. If the value is
present in the list, then the resulting value is true otherwise it returns false.
OPERATOR DESCRIPTION
in It returns true if the data item is found in the list.
not in It returns true if the data item is not found in the list.
Table3.5: List of Membership Operators
List:
A list in Python is the collection of data items stored as a sequence. List is ordered and changeable. A list is created
by putting different comma-separated values between square brackets.
Program: Check Item List

Create an interactive program to execute the following:
a) Create an item list.
b) Enter an item name,
c) Check and print whether the entered item is in the available in stock or not.
237
Apply
1 The values or variables on which the operator is applied to are called_______________ . A =

2 ____________________________operators are used to perform mathematical operations. B list
3 The _____________operator assigns the value of the right expression to the left operand. C arithmetic
4 A _____________________in Python is the collection of data items stored as a sequence . D operands
ACTIVITY 2 Match the following given code lines to the correct type of operation.
ACTIVITY 3 Choose the correct answer for the following Python data operations.
Which of the following group consists of arithmetic operators.

1
A] = , += , -= , *= B] +, - , *, /, % , ** C] == , < , > , != D] and , or , not
Which of the following group consists of assignment operators.
2
A] == , < , > , != B] and , or , not C] +, - , *, /, % , ** D] = , += , -= , *=
Which of the following group consists of comparison operators.
3
A] and , or , not B] == , < , > , != C] +, - , *, /, % , ** D] = , += , -= , *=
Which of the following group consists of logical operators.
4
A] +, - , *, /, % , ** B] = , += , -= , *= C] and , or , not D] == , < , > , !=
ACTIVITY 4 For each of the following statements indicate which is an operand and an operator.
238
Closing
239
CHAPTER
4
DECISION MAKING WITH CONDITIONAL STATEMENTS
240
DECISION MAKING WITH CONDITIONAL STATEMENTS SESSION 4
Goal
Acquire the procedure of problem solving with conditional statements of Python

programming language.
Learning objectives
Dear Student
Understand Python Execute programs using

conditional logic if-else structure
1 2 3 4
Execute programs using if Execute programs using

structure if-elif-else structure
Be prepared
The current world of computer technology provides millions of services in

the form of applications. These applications are developed by program-
mers different programming approaches and one of the significant
approaches followed during application development is conditional logic.
241
Learn
UNDERSTANDING PROGRAM LOGIC
Making decisions will be a part of your programming experience from start to end. At each level,
you must make decisions depending on a condition. Boolean expression and conditional state-
ments are two main decision making features in Python. You have already used Boolean
expressions in session 3.
Conditional Statements
Conditional statements are used in Python to execute statements
based on a condition specified in the program. A decision-making
structure is depicted in figure C4: 4.1 as a flowchart.
Decision structures evaluate expressions and return True or False as
the result. If the result is True or False, you must decide which state-
ments to execute.
In this session you will learn about following conditional statements
used in Python programming.
• If statement
• Else statement
• Elif statement
Figure C4:4.1: Decision-making structure
Conditional Logic with if Structure

The simplest decision-making statement is the if statement. A block of
code in an if statement is only executed if an expression in the statement
evaluates to True.The syntax of writing an if statement in Pythons is as
follows:
The condition is typically a Boolean expression that returns True or False.

If the expression evaluates to true, the program will execute the indented
statement(s). However, if the expression evaluates to false, the program
will skip the indented statement(s) and continue with the remainder of
Figure C4:4.2: if structure
the program outside the if block, as depicted in figure C4: 4.2.
242
Examine the following codes. The first example assigns values to x and y variables. The if statement at line 3 checks
whether y is greater than x, which is true and hence will print “y is greater than x”. In the second example, the
number is even since 30 is perfectly divided by 2, leaving no remainder.
Conditional Logic with else Structure
A programmer wants the code to carry out one set of instructions when a condi-
tion output is true and another set of instructions when the condition output is
false. The else statement is available in Python for situations like these. Since the
else statement may only be used following an if statement, the two statements
are referred to as an if-else statement. Python has the following syntax for creat-
ing an if-else statement:
Figure C4:4.3: else structure
If the condition is false, the program skips directly to execute all indented statements in the else part as shown in
figure C4:4.3.
Examine the following examples, the if condition to check whether y is greater than x is false and hence the else
part gets executed. The condition num % 2 i.e. 25 % 2 = = 0 is false hence the else part gets executed.
Program: Compute Sales Target

Using if-else statement, create an interactive program that: a): Prompts user to enter sales target (end of year).
b): Prompts user to enter sales data for quarter1, quarter2, quarter3, quarter4.
C): Calculate total sales:
d): check and display whether the sales target is achieved or not. e): pending sales
243
Conditional Logic with elif Structure

Else if is abbreviated as elif. It permits us to examine multiple expressions. If the condition for if evaluates to False,
the condition of the following elif block is evaluated, and so on. The body of else is executed if all the conditions
evaluate to False. According to the condition illustrated in figure C4:4.4, only one of the multiple if...elif...else blocks
is executed. Only one else block is permitted within an if block. However, multiple elif blocks may be present.
Figure C4:4.4: if...elif...else
The syntax for if...elif...else structure is given below:
Program: Tour Package System

Using if-elif-else statements, create an interactive program to:
• Prompt user to enter his budget.
• Check and print whether the tour destination based on user budget. The system is works on following budget
criteria:
• $ 5000 to $ 6000: Paris • $ 6001 to $ 7000: Madrid • $ 7001 to $ 8000: London
• $ 8001 to $ 9000: Cyprus • $ 9001 to $ 10000: Vienna • $ 10001 to $ 11000: Rome"
Print the message “no package found” if the entered budget<$5000 and > $ 11000.
244
Apply
ACTIVITY 1 Check the output for the following if code statements:
ACTIVITY 2 Choose the correct answer.
Which one of the following is a valid Python if statement?

1
A] if a >= 27 B] if (a => 27) C] if (a >= 27) D] if a>=27:
In Python, an if-else statement is used to:
2
A] Output message B] Get data from the user C] make decision D] loop control
In Python program when the if condition is false:
3
A] it reads a statement B] it exits the program C] it gives an error D] none
Which statement is correct “if the value of the variable age is greater than or equal to 20”:
4
A] if age >= 20 B] if age is greater than 20 C] if age >= 20: D] if age >20:
Closing
245
CHAPTER
5
CONTROL DATA FLOW: LOOPS AND FUNCTIONS
246
CONTROL DATA FLOW: LOOPS AND FUNCTIONS SESSION 5
Goal
Why and how to use conditional statements in your Python code.
Learning objectives
Dear Student
Execute programs using Execute programs using

Understand Python
while loop. python user defined
loops and functions.
functions.
1 2 3 4 5
Execute programs Execute programs using

using for loop. python in-built functions.
Be prepared
Loops and functions are the important programming elements of Python. After you have implemented conditional
statements, you will now use loops and functions to better access and control the data flow with Python programs.
247
Learn
PYTHON LOOPING STRUCTURES
When you need to execute some program statements repeatedly, loops allow you to do so without having to type
each one individually. To create a loop, you must first identify the repeated actions and then determine how many
times these steps should be repeated. In Python, there are two well-known loop statements that we will cover in
this session: the for loop and the while loop.
Executing for Loop

For loops are used for sequential traversal. A for loop as shown in figure C4: 5.1,
iterates over every item in a list until it reaches the end of list. The list can be a
set of numbers like 1 to 60, or names =[‘Saad’, ‘Ali’, ‘Farhaan’].
For loop syntax is given below:
Here, the var refers to each item value inside the sequence. Each time we
execute the body of the loop, that is called an “iteration”.
Figure: C4: 5.1: for loop flowchart.
Examine the following for loop codes, where a list of subjects is created in first example. The iterator variable i visits
each item in the list and performs an operation. The loop will continue until the last item of the list is printed, that
is “Mathematics”.
In the second example given, the range () function returns a sequence of numbers, starting from 0 by default and
increments by 1 (by default) and ends at a specified number i.e. 9.
Program: Print Table
Using for loop, create an interactive program to:
• Prompt user to enter a number.
• Convert the users number to int.
• Create a multiplication table by multiplying users number with 0 until 10.
• Print the multiplication table.
248
Executing while Loop
The program development requires to use while loop statements that helps a programmer to repeat a step or
group of steps while a given condition is true. Using while loop, the program conditions are checked before
entering and executing the loop body which makes it different from the for statement. The syntax of while
loop is given below:
In the while loop, test expression is checked first as shown in figure C4: 5.2. The
body of the loop is entered only if the test expression evaluates to True. After
one iteration, the test expression is checked again. This process continues until
the test expression evaluates to False.
Figure: C4: 5.2: while loop flowchart.
Examine the following while loop codes. In the first example, we print i as long as i is less than 6. The while loop
body is repeated 5 times from 1 to 5. The value of variable i is updated by 1 using i=i+1 increment statement.
In the second example, the program prints n and updates n with n-1. The body will be repeated 10 times and “I
like python”; is printed 10 times. When n=0, the condition becomes false. At this stage, the while loop statement
is completed and the program exits the while loop. Following is the program tracing table for the given while loop
examples.
Program: Check Password

Using while loop, create an interactive program to:
• Store a password in a variable.
• Prompt user to enter the password.
• Check the password entered by user to match with stored password.
• Prompt user to enter the password again until the password does not match with stored password.
249
EXECUTING PYTHON FUNCTIONS

A function is a section of structured, reusable code that may be invoked whenever necessary. Python enables us
to divide a huge program into sections called functions. Multiple calls to a function add reusability and modularity
to a Python application. It effectively organizes the code and avoids code repetition. Figure C4: 5.4 shows the
working of a function. For example, to calculate each student total marks, the data of each student is passed to the
function separately, and the function then sends back the calculated data.
Figure: C4: 5.4: working of function.
Python Built-In- Functions

Python has many built-in functions that you can use to save time and shorten your code. The following table gives
a list of Python built-in functions, some of them you already used in this chapter.
Function Description
abs() Returns the absolute value of a number

chr () Returns a character from the specified Unicode code.
eval() Evaluates and executes an expression
float() Returns a floating point number
help() Executes the built-in help system
input() Allowing user input
int() Returns an integer number
len() Returns the length of an object
pow() Returns the value of x to the power of y
print() Prints to the standard output device
range() Returns a sequence of numbers
sum() Sums the items of an iterator
type() Returns the type of an object
250
Examine the following two build-in Python functions, sum( ) and len( ). The sum( ) function adds the values stored
in a list and the len () returns the number of characters in a string stored in a list.
Executing User Defined Functions

Programmers are able to construct their own methods for the computer to follow by using user-defined functions;
this is a fundamental building element of every program, and it is also critical for code reuse. There are several
possibilities for creating user-defined functions in computer programs that may be called whenever a certain task
is required. Python's syntax for defining a function is as follows:
The function definition consists of following components.

• Keyword def marks the start of function header.
• A function name to uniquely identify it. Function naming follows the same rules of writing identifi-
ers in Python.
• Parameters (arguments) through which we pass values to a function. They are optional.
• A colon (:) to mark the end of function header.
• Optional documentation string (docstring) to describe what the function performs.
• One or more valid Python statements that make up the function body. Statements must have
same indentation level.
• An optional return statement to return a value from the function.
Examine the function definition code given below. To pass the values, you need to define a function with parame-
ters as shown in following example where name, subject1, subject2, subject3 are function parameters.
Function Calling
To use a built-in function or a function that you defined, you need to call the function and pass the parameters.
That will execute the function using the parameters and return an expression if there is any. Calling the function
actually performs the specified actions. To call a function, use the function name followed by parenthesis.
Observe the second example carefully, where in function definition, Total_Marks are calculated and printed. What
values the function will calculate? That is specified in the function call, Calculate_Marks(). The function is called
three times by passing different values.
251
Apply
1 A ______________________ iterates over every item in a list until it reaches the end of list. A iteration
2 Each time we execute the body of the loop, that is called an ________________________. B for loop
3 A _____________________repeats a step or group of steps while a given condition is true. C function
4 A _________is a block of organized and reusable code that perform a task when it is called. D while loop
ACTIVITY 2 Check how many times the following while loops execute:
i=0 4 i=6 4
while i < 6: 5 while i > 0: 5
print(i) 6 print(i) 6
i=i+1 7 i=i-1 7
ACTIVITY 3 Choose the correct answer.
Which of the following loop repeats until a particular condition is true?

1
A] else loop B] for loop C] while loop D] none
Which of the following is a valid for loop statement in Python?
2
A] for(i=0; i<n; i++) B] for i in range(15): C] for i in range(15) D] for range(5)
Which of the following is a valid while loop statement in Python?
3
A] while(i=0; i<n; i++) B] while < in range(15): C] while i < 15: D] while range(15)
Which Python in-built function is used to add the values?
4
A] len ( ) B] input ( ) C] sum ( ): D] chr ( )
ACTIVITY 4 Check the output value of c in the following program code:
def mul (a,b) 5

c=a*b 3
print (“the multiplication of two numbers is”) 25
print (c) 8
mul (5,5) 2
252
Closing
253
CHAPTER 5 ADVANCED COMPUTING TECHNOLOGIES
CHAPTER
CYBER SECURITY ESSENTIALS

1
CYBER SECURITY ESSENTIALS SESSION 1
Goal

The main concepts of data communication, different types of data and how data is transferred
via a network.
Learning objective
Dear Student
By the end of this Session,You will Learn about :
What is Information Information Cybersecurity

Cybersecurity? Confidentiality Availability Measures
1 2 3 4 5 6 7
CIA Security Information Network

Model Integrity benefits
Be prepared
Each individual should take responsibility for their part in securing their devices, systems, and information. There are
numerous actions people can take to improve their cybersecurity without making a sizable investment or needing the
assistance of a professional in information security.
Since computers and other machines were created, their capacity to carry out a wide range of tasks has continued to
increase exponentially. The power of computer systems has been enhanced by humans in terms of their various
working domains, increasing speed, and decreasing size over time. Artificial intelligence is a subfield of computer
science that aims to build machines or computers that are as intelligent as people.
257
OVERVIEW OF CYBERSECURITY
The most critical matter in terms of cyber security is the significant rise of cyber threats and attacks.
Attackers are increasingly aiming for the systems with more advanced methods. Small-scale enter-
prises, huge organizations, and individuals are all affected. As a result, both IT and non-IT businesses
have realized the value of cyber security and are working to implement every preventative action at
their disposal.
Defining Cyber Security
Cybersecurity is the defense against cyberattacks on systems linked to the Internet, including their hardware, software,
and data. It consists of the phrases "cyber" and "security," respectively.
• Cyber is related to the technology which contains systems, network and programs or data.
• Whereas security related to the protection which includes systems security, network security and application and
information security.
CIA TRIAD SECURITY MODEL
The CIA Triad is a security model created to assist individuals in thinking about several facets of IT security. The
majority of IT security is thought to be based on this approach.
Information Confidentiality
People must secure their sensitive, private information from unlawful access in today's environment. The goal of
confidentiality is to keep data from being disclosed to unauthorized parties. It manages to keep authorized users'
identities confidential and unidentifiable when accessing the system or sharing data. Standard measures to estab-
lish confidentiality include:
• Data encryption
• Multi-factor authentication
• Biometric verification
258
Information Integrity
This is a critical component of the CIA Triad and is intended to secure data from unwanted deletion or alteration.
It assures that if an authorized individual makes a modification that should not have been made, the damage may
be undone.
Integrity refers to preventing unauthorized parties from altering information. Standard measures for ensuring
integrity include:
• Cryptographic Mechanisms
• Using file permissions
Information Availability
Ensuring that authorized users can access information when needed is what availability is all about. The following
are standard procedures to ensure availability:
• Backing up data to external drives

• Implementing firewalls
• Having backup power supplies
• Data redundancy
259
The following table summarizes the CIA Triad with example:
CYBER ATTACKS
A cyber-attack is any sort of offensive activity employed by cyber criminals to install harmful code on your system
with the intent of stealing, changing, destroying, or profiting from this action. Cyber-attacks may target both
people and objects at any time and from any location. Individual users, computer networks, information systems,
and various sizes of IT infrastructure.
Spyware
Spyware is a sort of software that collects personal information about you without your knowledge. It has the
capacity to completely take over your computer! It then sends the information it obtains to a third party without
your permission. Spyware is mostly used to track a user's internet movements and to serve intrusive and harmful
pop-up adverts.
Your system can get infected with spyware if you visit certain websites, by pop-up messages
THREAT that ask you to download an application or program. The examples include Trojans, adware,
and tracking cookies.
260
Malware
Malware (short for malicious software) is one of the most commonly used phrases in the context of cyber security
concerns. Malware is distinguished by its harmful goal, since it operates covertly to steal your information or spy
on your computer for an extended period of time without your awareness. Malware is a catch-all phrase for a wide
range of malicious or intrusive software, including computer viruses, worms, Trojan horses, ransomware, spyware,
adware, scareware, and other potentially destructive applications. Malware can interrupt computer operations,
collect sensitive data, or gain unauthorized access to private computer systems.
Malware is usually spread through executable code, scripts, active content, and other software.
THREAT The major threat is poses comes from malware being disguised as, or embedded in, non-mali-
cious files, such as .jpeg, .mpeg, .exe, .gif, .mp3 and many, many more.
Phishing
Phishing is yet another tactic used by cyber criminals to get personal information such as usernames, passwords,
and credit card numbers (and, in some cases, money) by acting as a trustworthy institution through emails or
other forms of electronic contact. Phishing is an example of a social engineering approach intended to fool
consumers that takes advantage of the poor usability of existing online security systems.
A phishing email could seem that it legitimately comes from your bank, and could trick you into
THREAT entering valid credentials on a fake website. Phishing is done through emails, instant messaging
apps or social media posts (on Facebook, Twitter, LinkedIn, etc.).
261
Drive-by Download
A drive-by download can refer to 2 things:

1: A download that you allowed but were unaware of the effects (example: downloads which install an unknown
executable program, ActiveX component, or Java applet).
2: Accidentally downloading a virus or harmful software (malware) into your computer or mobile device.
Drive-by downloads can happen when you visit a website, when reading an email or by
clicking on a misleading pop-up window. These type of malicious downloads usually take
THREAT advantage of (or “exploit”) a browser, an app, or an operating system that is out of date and has
a security flaw that has not been solved or patched. This is why it’s crucial to constantly main-
tain your software updated.
262
Malvertising
Malvertising is the use of web advertising to distribute malware (short for "malicious advertising"). Cyber fraud-
sters implant dangerous or malware-laden code into legitimate websites or online advertising networks, which
subsequently infect your devices by clicking or redirection.
Ransomware
Ransomeware is a type of malware that effectively keeps a computer system hostage in exchange for a ransom.
This sort of malware prevents you from accessing your computer by either encrypting files on the hard drive or
locking down the system and showing messages extorting you to pay the virus writer to remove the limitations
and recover access to their machine, generally via a key. The bad news is that the key is only known to the virus
developer.
Ransomware typically spreads like a normal computer worm (by replicating itself in order to
spread to other computers), and it could infect your system via a downloaded file or through
THREAT some other vulnerability in a network service. The chances of retrieving your data are very slim,
unless you’re willing to pay the ransom.
263
ESSENTIAL CYBER SECURITY MEASURES
The following processes and technologies are quite simple to implement and, when combined, will provide you
with a minimum degree of protection against the most prevalent cyber threats.
Use strong passwords
Strong passwords are vital to good online security. Make your password difficult to guess by:
Create strong passwords.
• A strong passwords policy is essential for online security.
• Avoid using personal information in your password.
• make it between eight and twelve characters’ long.
• change it frequently.
• never use the same password for multiple accounts to make it difficult for hackers to guess.
Control access to data and systems

Ensure that individuals can only access data and services for which they have been granted permission. You can,
for example,
• control physical access to premises and computers network
• restrict access to unauthorised users
• limit access to data or services through application controls
• restrict what can be copied from the system and saved to storage devices
• limit sending and receiving of certain types of email attachments
Install a firewall.
The internet is separated from your computer by firewalls. They serve as a warning to the spread of malware and
other cyber threats. Firewall devices must be properly configured, and you should regularly check them to make
sure the software is updated. Otherwise, they might not work properly.
Update software and hardware frequently.
The protection against known security flaws is provided by updates, which also offer essential security improve-
ments. Maintain the most recent versions of your software and hardware to avoid becoming a victim of fraud.
Observe for intrusions
Intrusion detectors can be used to keep an eye on networks and unauthorized system activity. Based on the type
of activity detected, a detection system that detects a potential security breach may generate an alarm, such as
an email notice.
264
Apply
ACTIVITY 1: Select True or False for the following statements:
1 Cybersecurity is the defense against cyberattacks on systems. True False
The CIA Triad is not a security model created to assist individuals in thinking about
2 True False
several facets of IT security.
Ensuring that authorized users can access information when needed is what
3 True False
availability is all about
Strong passwords are not vital to good online security. You should not make your
4 password difficult to guess True False
Closing
Dear student, Following Checklist summarizes the knowledge and concepts you
have learned in this session.
265
CHAPTER 5 DATA COMMUNICATION AND SECURITY
CHAPTER
2
INTRODUCTION TO ARTIFICIAL INTELLIGENCE
266
INTRODUCTION TO ARTIFICIAL INTELLIGENCE SESSION 2
Goal

An overview of Artificial Intelligence, its types and applications.
Learning objective
Dear Student
By the end of this Session, will learn about :
Introduction to Types of Artificial Applications of

Artificial Intelligence Intelligence Artificial Intelligence
1 2 3 4 5
Branches of Agents of
Artificial Intelligence Artificial Intelligence
Be prepared
Let’s study how machines use AI to think, act, and solve simple
to most complex problems as we humans do with our intelligence.
267
Learn
OVERVIEW OF ARTIFICIAL INTELLIGENCE
Artificial Intelligence (AI) is a field that has a long history which dates back to 1950’s but is still constantly and
actively growing and changing. Artificial intelligence is a branch of computer science that aims to create intelli-
gent machines through the use of agents like sensors, effectors, and actuators. It has become an indispensable
part of the technology industry in recent days. It is the ability of a computer or computer-controlled robot to
perform tasks commonly associated with intelligent human beings. The term AI is frequently applied to the
project of developing systems having the intellectual processes characteristic of humans, such as the reasoning,
learning, planning, creativity, discover meaning, generalize, or learn from past experience.
History of Artificial Intelligence
As we understood that the concept of Artificial Intelligence is not as modern as we think it is. This traces back to
as early as 1950’s when Alan Mathison Turing invented the Turing test. The Turing Test is a method of inquiry for
determining whether or not a computer is capable of think and act like a human being. In 1956 John McCarthy
coined the term ‘Artificial Intelligence and he was one of the founders of the discipline of AI. A workshop
organized by John McCarthy at Dartmouth college in 1956 resulted in further work and later on developed the
LISP programming language and influenced the design of the ALGOL programming language. One of the found-
ers of AI research, John McCarthy, was known as The “founding fathers” of AI.
AI was rejuvenated in the 1980’s with the expansion of the algorithmic toolkit and more dedicated funds for
research and development. In 1997, leading chess World Champion and Grandmaster Gary Kasparov was defeat-
ed by IBM’s Deep Blue, a chess-playing computer program. The same year, speech recognition software
developed by Dragon Systems was implemented on Windows. American robotics scientist and entrepreneur, Ms.
Cynthia Breazeal also developed Kismet, a social robot who could recognize and display emotions.
268
What is Artificial intelligence
Artificial intelligence is a computational concept that enables a machine to think, act, and solve basic to compli-
cated issues in the same way that people do. Artificial intelligence is a large and rapidly evolving branch of
computer science that focuses on developing computer algorithms that can perform activities that would
otherwise need human intellect. Artificial intelligence is the science and engineering of creating intelligent
machines using computer programs and different software and hardware components. It is analogous to the
effort of utilizing computers to comprehend human intellect, but AI is not limited to physiologically observable
methods.
Branches of AI
Artificial Intelligence can be used to solve real-world problems by implementing the following processes/
techniques:
o Machine Learning
o Deep Learning
o Natural Language Processing
o Robotics
o Expert Systems
o Fuzzy Logic
269
TYPES OF ARTIFICIAL INTELLIGENCE
Artificial intelligence is classified into two main categories: AI that’s based on:
• AI type-1: Based on Capabilities
• AI type-2: Based on Functionalities
270
Artificial Narrow Intelligence (ANI) or Weak AI:
Narrow AI is a type of AI which is dedicated for one task with intelligence. The most commonly found AI systems
in the world of Artificial Intelligence is Narrow AI or ANI systems.
Narrow AI is not programmed to perform beyond its field or limitations, as it is only trained for one specific task.
Hence it is also termed as weak AI. Narrow AI can fail in unpredictable ways if it goes beyond some uncertain
limits or with unexpected scenarios.
Some of the examples are:

• Apple Siri operates with a limited pre-defined range of functions.
• IBM's Watson supercomputer also uses an Expert system approach combined with Machine learning
and natural language processing.
• Machines playing chess.
• Purchasing suggestions on e-commerce site.
• Self-driving cars.
• Speech recognition systems
• Image recognition.
Figure 1 Alexa Figure 2 Siri
Artificial Gen Intelligence (AGI)
This is a sort of intelligence capable of doing any intellectual job as efficiently as a human. The general AI
concept is to create a system that can be as clever as a person and think like a human on its own. There is
currently no such system that falls under general AI and can execute any work as well as a human. Researchers
all across the world are currently concentrating their efforts on constructing computers with General AI. As
General AI systems are still being researched, it will require considerable work and time to collaborate,
integrate, and build such systems.
271
Artificial Super Intelligence (ASI):

Super AI is a degree of system intelligence at which machines may outperform humans in any task that requires
cognitive abilities. In other words, these systems are superhuman machines. It is the result and expanded
version of generic AI. Some of the fundamental properties of super AI are its capacity to think, reason, solve
puzzles, make decisions, plan, learn, and communicate on its own.
Super AI is still a speculative or fictitious Artificial Intelligence notion. Real-world development of such systems
is still a world-changing challenge.
Reactive Machines
Reactive machines are the most basic type of AI. It merely reacts to current scenarios and cannot rely on upon
trained or recalled data to make decisions in real time. Such AI systems do not store memories or past experienc-
es for future actions. These machines only focus on current scenarios and react on it as per possible best action.
• IBM's Deep Blue system
• Google's Alpha Go
• Spam filters
• Netflix recommendation engine
• Chess-playing supercomputer
272
Limited Memory
Limited memory machines can store past predictions or some data for a short period of time and using that
data to make better predictions. These machines can use stored data for a limited time period only. Self-driving
cars are one of the best examples of Limited Memory systems. These cars can store recent speed of nearby cars,
the distance of other cars, speed limit, and other information to navigate the road.
All the chatbots and virtual assistants to self-drive vehicles.
Theory of Mind
Theory of mind is the third type of AI based on functionality and the next level of AI systems which is in the
innovation stage. Theory of Mind AI should interact with the human emotions, thoughts, beliefs, and be able to
interact socially like humans. This type of AI machines is still not developed, but researchers are making lots of
efforts and improvement for developing such AI machines. This type of AI is considered as one of the critical
technological developments as it is expected to interact with human emotions, sentiments and thoughts.
273
The above figure demonstrates visual inputs of participant robot in the test stage. (a) The blue robot in the left
is the actor, and the red robot in right is the participant who should infer the actor's belief. The middle screen in
the (a), and the remaining figures are the visual inputs of the participant robot. (b) An object (ladybird) is put on
the left black rectangle. (c) The ladybird is hidden in the white box. (d) The blindfold is interposed between the
actor (the blue robot) and the object (ladybird), and the object is moved to the right side. (e) The ladybird is
hidden in the green box. (f ) Finally, the blindfold is removed.
Self-Awareness
This is the final type of AI where the machines are aware of themselves and distinguish between their internal
states and others’ emotions, behaviors, and wisdom. Self-awareness AI is the future of Artificial Intelligence.
These machines will be super intelligent, and will have their own consciousness, sentiments, and self-aware-
ness. These machines will be smarter than human mind. Self-Awareness AI does not exist in reality still and it is
a hypothetical concept.
AGENTS IN ARTIFICIAL INTELLIGENCE
In other terms an AI system can be defined as the study of the rational agent and its environment. A rational
agent could be anything that makes decisions, as a person, firm, machine, or software. The agents sense the
environment through sensors and act on their environment through actuators. An AI agent can have mental
properties such as knowledge, belief, intention, etc.
Figure Agents in AI
274
Who is an Agent?
An agent could be anything that uses sensors to perceive its environment and actuators to act upon it. This
moves through the cycle of perception, thought, and deed. In short, an intelligent agent is an unit that interacts
with its surroundings mostly through: perception through sensors and actions via effectors or actuators.An
agent can be:
Human-Agent: A human agent has eyes, ears, and other organs which work for sensors and hand, legs, vocal
tract work for actuators.
Robotic Agent: A robotic agent can have cameras, infrared range finder, NLP for sensors and grippers, Wheels,
lights, speakers and various motors for actuators.
Software Agent: Software agent can have keystrokes, file contents as sensory input and act on those inputs and
display output on the screen. Sometimes data given as input to functions in the structure of encoded bit strings
or symbols.
Sensor-Actuator-Effector
We should first be familiar with sensors, effectors, and actuators before continuing.
Sensor: A sensor is a device that monitors environmental changes and transmits that data to other electronic
devices. Through sensors, an agent observes its surroundings.
Actuators: The part of a machine that transforms energy into motion is an actuator. Actuators are only in charge
of directing and moving a system. An actuator can be anything from gears to rails to electric motors.
Effectors: Effectors are the devices which affect the environment. Effectors can be legs, wheels, arms, fingers,
wings, fins, and display screen.
275
APPLICATIONS OF AI
Artificial Intelligence includes a wide range of applications. Some of which are briefly described below:
Smart Cars
Collaborating the AI and advanced deep learning algorithms, scientists and researchers can predict the objects
around the AI integrated systems. This AI technology helped in the creation of autonomous driving cars. For
example, self-driving cars like General Motors Super Cruise, Mercedes-Benz Distronic Plus, Nissan ProPilot Assist
tesla autopilot.
Facial Recognition
A facial recognition system is capable of matching a human face from a digital image or a video frame against a
database of faces. This is typically used to authenticate users by pinpointing and measuring facial features from
a given image. Facial recognition comes under biometric software which is an advanced version of hand
biometric. This map individual features in an image and get the features of the image which is trained using
deep learning algorithms. After training, when we provide a test image it evaluates the probability of matching
features of trained data as well as test data. For example, Facebook uses this software to show the ads in which
users are interested.
276
Recommendation System
It is a suggestion tool that was build using machine learning algorithms. This software is used by many top
companies like Eddy, Extra, Noon, Netflix, Spotify, Flipkart, Amazon, etc. These companies use this concept in
different ways.
For example, Netflix uses this recommendation system to recommend movies according to user preferences,
amazon and Flipkart recommends products by analyzing etc.
Smart Personal Assistants
This is a AI built software which guides the people to perform some tasks like payments, remainders, used as a
Chabot’s. In present days this software is used to control house appliances like fridge, Air conditioners, televi-
sion, lights and fan, etc. This software build uses natural processing language and neural networks algorithms.
For example, virtual assistants like Alexa, Siri, google home, etc.
Plagiarism Detector
Nowadays this software became more popular where it uses different technologies like computer vision, text to
text converter, image matching technology, deep neural networks, natural processing language and many
more. This software saves the original content which could not be copied. This software checks the similarity
between the content of the document.
277
Apply
ACTIVITY 1 Choose True or False for the following statements.
Artificial intelligence is a branch of computer science that aims to create intelligent machines True
1
through the use of agents like sensors, effectors, and actuators.
False
2 Artificial intelligence is a large and rapidly evolving branch of computer science that focuses on True
developing computer algorithms that can perform activities that would otherwise need human False
intellect.
Narrow AI is a type of AI which is dedicated for cloud computing and marketing. The most
True
3 commonly found AI systems in the world of Artificial Intelligence is cloud computing
False
systems.
Self-driving cars are one of the best examples of Limited Memory systems. These cars can
store recent speed of nearby cars, the distance of other cars, speed limit, and other True
4
information to navigate the road. False
5 A robotic agent can have cameras, infrared range finder, NLP for sensors and grippers, True
Wheels, lights, speakers and various motors for actuators. False
6 Sensor is a device which detects the change in the environment and sends the information to
True
other electronic devices. An agent observes its environment through sensors.
False
278
Closing
Dear student, Following Checklist summarizes the knowledge and concepts you have learned in this session.
279
CHAPTER
3
INTERNET OF THINGS AND ITS APPLICATIONS
280
INTERNET OF THINGS AND ITS APPLICATIONS SESSION 3
Goal

The basic concepts of Internet of Things and its applications.
Learning objective
Dear Student
By the end of this Session, You will Learn About :
Internet of
Iot Components IoT Characteristics
Things
1 2 3 4 5 6
Computer
Iot Challenges IoT Applications
Networks
Be prepared
Internet of Things(IoT) is trying to revolutionize the world. It is creating a giant network where all the devices are
connected to each other. This is driving the automation to a next level where devices will communicate with each
other and make decisions on their own making human life easier.
281
Learn
OVERVIEW: INTERNET OF THINGS
The Internet of Things (IoT) is a network of physical objects or people called "things" equipped with software,
electronics, networking, and sensors that enable these objects to collect and exchange data. The goal of the IoT is to
extend Internet connectivity from standard devices like computers, cell phones, and tablets to relatively dumb devic-
es like a toaster.
The Internet of Things (IoT) is a general phrase that refers to all internet-connected computer devices. It may be
characterized as a network of responsive gadgets and conventional items, such as wearable technology, commercial
machinery, motion sensors, and more, that aren't often thought of as being able to communicate with the internet.
Environmental sensors and other technologies are integrated into these devices, allowing them to gather and
communicate data without the need for human involvement.
The industrial and automotive industries were among the IoT's initial forerunners, linking their machinery so that they
could communicate with one another and report back on any problems or overloads.
History of IoT
• In 1990 the first toaster was operated over the net.
• In 2000 LG introduced first smart fridge.
• In 2004 smart watch was introduced and in 2007 smart iphone and wearable Fitbit were released.
• In 2009 Google started testing self-driven cars.
• In 2011 Smart TV was introduced.
• In 2013 Google Lens is released followed by Echo in 2014 which causes a surge in smart home market.
• IOT continues to grow dramatically with Tesla coming out with Auto Pilot in 2015, IOT continue to proliferate
with cheaper devices and sensors
282
What is Internet of Things (IoT)

We can connect to computers, printers, and other devices all around the world when we have an internet
connection on our laptops, smartphones, or tablets. It facilitates internet buying, banking, music listening, and
other activities.
Everyone now is considering the next stage, which is to link additional objects we see around us to the internet.
such as Car? Watch? Light? TV? Machines? We are able to monitor the fuel gauge, the speed, and the position of
my automobile once it is online.
We can connect to computers, printers, and other devices all around the world when we have an internet
connection on our laptops, smartphones, or tablets. It facilitates internet buying, banking, music listening, and
other activities.
Everyone now is considering the next stage, which is to link additional objects we see around us to the internet.
such as Car? Watch? Light? TV? Machines? We are able to monitor the fuel gauge, the speed, and the position of
my automobile once it is online.
Let’s take the example of sensor based Sprinkler. Here a sensor detects the moisture in the soil and automatically
sends an alert to control center which automatically turns on/off the Sprinkler through a remote switch.
Challenges of Internet of Things (IoT)
At present IoT is faced with many challenges, such as:

• Insufficient testing and updating • Concern regarding data security and privacy.
• Software complexity • Data volumes and interpretation.
• Integration with AI and automation • Devices require a constant power supply.
• Interaction and short-range communication
283
COMPONENTS OF AN IOT SYSTEM
There are four main components based on which an internet of things ecosystem works on, devices or
Sensors, Connectivity, Data Processing and User Interface. Lets look at each one of them one by one.
Sensors/Devices:
Sensors or devices are a key component that helps you to collect live data from the surrounding environ-
ment. All this data may have various levels of complexities. It could be a simple temperature monitoring
sensor, or it may be in the form of the video feed. This sensor is typically integrated with a microprocessor
based embedded system which can collate the data and connect to internet. There are various types of
sensors available now, For e.g. sensing motion, temperature, pressure, light, sound
Connectivity
All the collected data is sent to a cloud infrastructure. The sensors should be connected to the cloud using
various mediums of communications. These communication mediums include mobile or satellite networks,
Bluetooth, WI-FI, WAN, etc.
An IoT cloud platform serves as a dependable bridge between your devices and the internet. It also serves
as a set of tools for managing your devices that are out in the field.
284
Data Processing:
Once that data is collected, and it gets to the cloud, the software performs processing on the gathered data. A
computer converts the unprocessed input into information during the processing stage. In order to change the
data, many data manipulation techniques are used. This process can be just checking the temperature, reading on
devices like AC or heaters. However, it can sometimes also be very complex like identifying objects, using comput-
er vision on video.
User Interface:
The information needs to be available to the end-user in some way which can be achieved by triggering alarms on
their phones or sending them notification through email or text message. The user sometimes might need an
interface which actively checks their IoT system. For example, the user has a camera installed in his home. He
wants to access video recording and all the feeds with the help of a web server.
SENSOR - ACTUATOR FLOW
A transducer is a more appropriate name for a sensor. Any physical object that transforms one form of energy into
another is referred to as a transducer. In a sensor, a physical phenomenon is transformed into an electrical impulse
by the transducer, which then decides the reading. A microphone is a sensor that captures vibrational energy from
sound waves and effectively transforms it to electrical energy so that other parts of the system may link the electri-
cal energy to the original sound.
Actuator
Actuator is a different kind of transducer that is used in many IoT systems. Simply said, an actuator works the oppo-
site way from a sensor. It transforms an electrical input into physical movement. Actuators come in a variety of
forms, such as electric motors,
285
Controller
A sensor may gather data and send it to a control center in a conventional Internet of Things setup. There,
the decision is governed by previously established logic. Therefore, in response to the sensed input, a corre-
sponding command operates an actuator. As a result, with the IoT, sensors and actuators collaborate from
different ends.
COMPUTER NETWORK
A computer network is a group of two or more interconnected computer systems. You can establish a
network connection using either cable or wireless media. Every network involves hardware and software
that connects computers and tools.
286
Advantages of Computer Networks
• Helps you to connect with multiple computers together to send and receive information when accessing the
network.
• Helps you to share printers, scanners, and email.
• Helps you to share information at very fast speed
• Electronic communication is more efficient and less expensive than without the network.
Disadvantages of Computer Networks

• Investment for hardware and software can be costly for initial set-up
• If you don’t take proper security precautions like file encryption, firewalls then your data will be at risk.
• Some components of the network design may not last for many years, and it will become useless or malfunction
and need to be replaced.
• Requires time for constant administration
• Frequent server failure and issues of regular cable faults
Communication Protocol
A collection of two or more interconnected computer systems is known as a computer network. A network
connection can be created using either cable or wireless media. Protocols are the set of rules to be followed during
data transmission. Protocols may be implemented by hardware, software, or a combination of both.
Types of Communication Protocols

1. Transmission Control Protocol (TCP): The sender and receiver work in SYN ACK manner. Any message is broken
up into a series of packets that are sent from the source to the destination, where it is then put back together.
287
2. Internet Protocol (IP): IP was created specifically to be an addressing protocol. TCP is primarily used with it. The
IP addresses in packets assist in directing them through various network nodes until they reach the intended
system
288
3. User Datagram Protocol (UDP): UDP is a substitute communication protocol to Transmission Control Protocol
implemented primarily for creating loss-tolerating and low-latency linking between different applications.
4. Post office Protocol (POP): POP3 is designed for receiving incoming E-mails.
5. Simple mail transport Protocol (SMTP): SMTP is designed to send and distribute outgoing E-Mail.
289
6. File Transfer Protocol (FTP): FTP allows users to transfer files from one machine to another.
Types of files may include program files, multimedia files, text files, and documents, etc.
7. Hyper Text Transfer Protocol (HTTP): HTTP is intended to communicate hypertext between two or more
systems. HTML tags are used to create hyperlinks. These links can take any form, such as text or graphics. HTTP is
based on client-server concepts, which allow a client system to connect to a server machine and make a request.
The server recognizes the client's request and reacts appropriately.
8. Hyper Text Transfer Protocol Secure (HTTPS): HTTPS is abbreviated as Hyper Text Transfer Protocol Secure is a
standard protocol to secure the communication among two computers one using the browser and other fetching
data from web server. HTTP is used for transferring data between the client browser (request) and the web server
(response) in the hypertext format, same in case of HTTPS except that the transferring of data is done in an
encrypted format. So it can be said that https thwart hackers from interpretation or modification of data through-
out the transfer of packets.
9. Telnet: Telnet is a set of rules that allows one system to communicate with another. The connection procedure
is known as remote login in this context. The local computer is the system that requests the connection, while the
distant computer is the system that accepts the connection.
10. Gopher: Gopher is a collection of rules implemented for searching, retrieving as well as displaying documents
from isolated sites. Gopher also works on the client/server principle.
290
WIRELESS SENSOR NETWORK
Wireless Sensor Network (WSN) is an infrastructure-less wireless network that is installed ad hoc in a large number
of wireless sensors to monitor system, physical, or environmental conditions. Sensor nodes in WSN are equipped
with an integrated CPU that regulates and monitors the environment in a specific area. They are linked to the Base
Station, which serves as the WSN System's processing unit. A WSN System's base station is linked to the Internet
to share data.
Applications of WSN
1. Internet of Things (IOT)
2. Surveillance and Monitoring for security, threat detection
3. Environmental temperature, humidity, and air pressure
4. Noise Level of the surrounding
5. Medical applications like patient monitoring
6. Agriculture
7. Landslide Detection
Elements of WSN
A typical wireless sensor network can be divided into two elements. They are:
1. Sensor Node
2. Network Architecture
291
1. Sensor Node:
Sensors in WSN are used to capture the environmental variables and which is used for data acquisition. Sensor
signals are converted into electrical signals. A Sensor Node in a WSN consists of four basic components. They are:
• Power Supply
• Sensor
• Processing Unit
• Communication System
Sensor Nodes are made up of not only the sensing component, but also processing, communication, and storage
units. A Sensor Node is responsible for physical world data gathering, network analysis, data correlation, and
fusion of data from other sensors with its own data with all of these features, components, and advancements.
The sensor collects analogue data from the physical world, which is then converted to digital data by an ADC. The
main processing unit, which is typically a microprocessor or a microcontroller, intelligently processes and manipu-
lates data.
A radio system, primarily a short-range radio, is used in a communication system for data transmission and recep-
tion. Because all of the components are low-power devices, the entire system is powered by a tiny battery such as
CR-2032.
2. Network Architecture
When a large number of sensor nodes are installed in a vast region to cooperatively monitor a physical environ-
ment, sensor node networking is critical. A sensor node in a WSN uses wireless communication to communicate
not only with other sensor nodes but also with a Base Station (BS).
The base station provides commands to the sensor nodes, and the sensor nodes collaborate to complete the task.
After gathering the relevant data, the sensor nodes transmit it to the base station.
A base station can also serve as a gateway to other networks via the internet. A base station receives data from
sensor nodes and performs minimal data processing before sending the updated information to the user.
The single-hop network architecture is defined as each sensor node being connected to the base station.
Although long-distance transmission is possible, communication will need substantially more energy than data
collection and calculation.
292
loT CHARACTERISTICS
1. Intelligence and Identity –

It is crucial to extract knowledge from created data. For example, a sensor can generate data, but that data is only
helpful if it is correctly understood. Every IoT device has a unique identification. This identity is helpful for tracking
down the apparatus and, occasionally, finding out how it is doing.
2. Scalability –
The number of objects linked to the IoT zone is increasing daily. An IoT setup should be able to handle the
enormous expansion. As a result, enormous amounts of data are produced, and they need to be carefully
managed.
3. Dynamic and Self-Adapting (Complexity) -

IoT devices have to be willing to adapt dynamically to changing conditions and scenarios. Let's say you have a
security camera. It ought to function in a range of settings and lighting conditions (morning, afternoon, night).
4. Architecture –
The IoT cannot have a uniform architecture. It should be hybrid so that products from numerous manufacturers
can function in the IoT network. IoT is not owned by any engineering branch. IoT becomes a reality when many
domains come together.
5. Security –
There is a chance that sensitive personal data will be compromised when all of the user's devices are online. The
user might incur a loss as a result of this. Data security is therefore the most challenging task. Additionally, a lot of
equipment is needed. IoT networks might also be at risk. Safety of the equipment is essential as a result.
293
APPLICATIONS OF IoT
IoT solutions are widely used in numerous companies across industries.
1. In the sphere of health care, we have bio sensors and wearable gadgets that monitor heart rate and blood
pressure and warn doctors automatically.
2. In the sphere of agriculture, IOT can aid in crop monitoring through the use of drones. Moisture and soil sensors
aid in water conservation and soil balance.
3. In order to make our homes and buildings SMART, IOT is utilised to centrally handle Light, Camera surveillance,
Sound detection, SMART switches, and locks. This contributes to improved results.
4. In the sphere of education, smart ID cards automatically record student attendance as they enter or exit the
school or school bus and send alerts to parents. Teachers can use a smart board to display a variety of content and
even access the internet. The notes and homework on the board are emailed to parents automatically.
5. Internet of Things (IoT) is used in retail for Smart Shelves, which include digital price labelling and generate
automatic notifications when shelves are empty. Retailers may create a more personalized and engaging shop-
ping experience by using digital signage.
6. Industry uses IOT to maintain a SMART supply chain, resulting in better inventory management. Industrial
automation aids in increasing productivity and flexibility.
294
Apply
ACTIVITY 1 Choose True or False for the following given statements.

1 The Internet of Things (IoT) is a network of physical objects or people called "things" True  False 
2 There are eight main components based of things ecosystem works on. True  False 
3 Sensor is typically integrated with a microprocessor. True  False 
4 There is only one type of sensor available. True  False 
5 All the collected data is sent to a cloud infrastructure. True  False 
6 An IoT cloud platform serves as dependable bridge between devices and the internet. True  False 
7 A transducer is a more appropriate name for a sensor. True  False 
8 Actuator is a different kind of transducer that is used in many IoT systems. True  False 
9 An actuator works the opposite way from a sensor. True  False 
10 A computer network is a group of two or more interconnected computer systems. True  False 
11 In TCP, The sender and receiver do not work in SYN ACK manner. True  False 
12 IP was created specifically to be an addressing protocol. True  False 
13 Post office Protocol (POP): POP3 is designed for receiving incoming E-mails. True  False 
14 FTP allows users to transfer files from one machine to another. True  False 
15 Sensors in WSN are used to capture the environmental variables . True  False 
16 A base station can also serve as a gateway to other networks via the internet. True  False 
17 In the sphere of education, smart ID cards automatically record student attendance. True  False 
295
Closing
SESSION SUMMARY
296
Answer Key – All ChApters
Computer Skills (CT 101) Book Activities
CHAPTER SESSION APPLY/ ACTIVITY NO. QUESTION NO. CORRECT ANSWER PAGE No.
1 Computer 32
1-Computer Hardware
2 Supercomputer 32
1
and Software
3 System Unit 32
4 System Software 32
1 B) Motherboard 32
2 A) CPU 32
2 3 C) ALU 32
4 D) CU 32
5 B) Secondary 32
1 word processor 44
Document Management
2-Text Processing and
2 Ribbon 44
1. COMPUTING BASICS AND TEXT PROCESSING ESSENTIALS
1 3 Insertion Point 44
4 tell me box 44
5 smart Lookup 44
A CTRL + N 44
B CTRL + S 44
2 C CTRL + O 44
D CTRL + W 44
E CTRL + P 44
1 Font-Group 60
Tools and Visual
Organization
2 Clipboard 60
1
3-Content
Elements
3 format Painter 60
4 Page Break 60
1 TRUE 60
2 2 FALSE 60
3 FALSE 60
1 Document theme 72
4-Controlling Document
2 Watermark 72
Design and Layout
3 Margins 72
1
4 Layout 72
5 Outline 72
6 Print-Layout 72
1 TRUE 72
2 FALSE 72
2
3 FALSE 72
4 FALSE 72
1 Table of Contents 86
Proofreading Tools
References and
2 Bookmark 86
1
5 - Manage
3 Hyperlinking 86
4 Proofreading 86
1 TRUE 86
2 FALSE 86
2 3 FALSE 86
4 TRUE 86
1 - Presentation Planning
1 Slide 100
and Power Point Basics

2 Slide Area 100
1
3 .pptx 100
4 save As 100
1 TRUE 100
2 TRUE 100
2
3 FALSE 100
4 FALSE 100
1 Screen Recording 114
Multimedia Automation
Communication and
2 Transitions 114
2. PRESENTATION GRAPHICS ESSENTIALS
1
3 Timing group 114
2- The Visual
4 Animations 114
1 TRUE 114
2 FALSE 114
2
3 TRUE 114
4 TRUE 114
3- Managing Presentations
1 Slide Show 126

2 Theme 126
1
3 slide master 126
4 Normal View 126
1 TRUE 126
2 FALSE 126
2
3 FALSE 126
4 TRUE 126
1 Practical Question 133

1
4- Presentation
Broadcast and
2 Practical Question 133

Export
1 TRUE 133
2 TRUE 133
2
3 TRUE 133
4 TRUE 133
1 C) data analysis 148
1 2 D) worksheet 148
1- Data Analysis with MS Excel

3 A) formula bar 148
4 B) horizontal 148
1 D) ribbon 148
2 E) worksheet 148
2 3 A) active Cell 148
4 B) Column 148
5 C) sheet tab 148
3 A4: E4 148
1 FALSE 148
2 FALSE 148
4 3 TRUE 148
4 FALSE 148
5 TRUE 148
1 E) Cell border 157

2- Data Manipulation and
Workbook Management
2 D) Cell style 157

1 3 A) Tab Color 157
4 B) Remove Duplicates 157
5 C) Workbook 157
1 FALSE 157
2 TRUE 157
2 3 TRUE 157
4 FALSE 157
5 TRUE 157
1 A) general 170
3- Data Organization, Validation and
2 C) currency 170
1
3 D) filter 170
4 B) text Sort 170
3. DATA ANALYSIS AND DASHBOARD TECHNIQUE
1 E) Rule Analysis 170

2 A) Variation Analysis 170
Protection
2 3 B) Rating Analysis 170

4 C) Table Style 170
5 D) Data Validation 170
3 Data Bars 170
1 FALSE 170
2 TRUE 170
4 3 FALSE 170
4 TRUE 170
5 TRUE 170
1 D) LEN( ) 181
2 B) COUNTIF( ) 181
4-Data Analysis with
1 3 A) AVERAGE( ) 181
4 E) COUNT( ) 181
Functions
5 C) SUMIF( ) 181
2 D) MAX 181
1 TRUE 181
2 FALSE 181
3 3 TRUE 181
4 TRUE 181
5 FALSE 181
1 D) chart 192
2 C) Column Chart 192
1
3 B) Format 192
5-Data Analysis with Charts

4 A) Chart buttons 192
1 E) Plot Area 192
2 B) Legend 192
2 3 D) Chart Title 192
4 C) Value Axis 192
5 A) Data Labels 192
3 C) Column Chart 192
1 TRUE 192
2 FALSE 192
4 3 TRUE 192
4 FALSE 192
1 TRUE 192
1 B) data visualization 202

1 2 C) dashboard 202
6-Excel Data Dashboards
3 A) iPhone 202
1 B) Management 202
2 A) Financial 202
2
3 D) Sales 202
4 C) Human Resource 202
3 Column & Pie Charts 202
1 FALSE 202
2 TRUE 202
4
3 TRUE 202
4 FALSE 202
1 B) Computational 214
1-Problem Solving with
2 A) Algorithmic 214
1
Algorithms and
3 C) Diamond 214
Flowcharts
4 D) Terminal 214
1 C) Parallelogram 214
2 E) A Circle 214
2 3 A) A Flowchart 214
4 B) Terminal 214
5 D) A Diamond 214
1 C) Program 228
2- Program Development with Python
2 D) print( ) 228
1
3 A) variable 228
4 B) input( ) 228
1 A) myVariable 228
2 B) x=100 228
2
3 C) age 228
4 D) High_Score 228
1 error 228
2 error 228
3 3 run 228
4 error 228
MMING CONCEPTS
5 error 228
1 D) 90 228
4 2 D) IT KSU 228
4.ALGORITHMS AND PYTHON PROGRAMMING CONCEP
1 D) operands 238
2 C) arithmetic 238
1
3 A) = 238
4 B) list 238
40+10 C 238
3- Python Data Operations

90-30 A
10*6 B
2
60/10 C
50%10 A
4**2 B
1 B 238
2 D 238
3
3 B 238
4 C 238
1 Operator 238
2 Operand 238
4
3 Operand 238
4 Operator 238
1 50 245
4- Decision Making
with Conditional
1 2 1000 245
Statements
3 no output 245
1 C) if a >= 27: 245
2 C) make decision 245
2
3 D) none 245
4 C) if age >= 20: 245
1 B) for Loop 252

5- Control Data Flow: Loops and
2 A) iteration 252
1
3 D) while Loop 252
4 C) function 252
Functions
1 6 252
2
2 6 252
1 C) while Loop 252
2 B) for i in range(15): 252
3
3 C) while i < 15: 252
4 C) sum ( ): 252
4 25 252
1- Cyber Security
1 TRUE 265
Essentials
2 FALSE 265
1
3 TRUE 265
4 FALSE 265
1 TRUE 278
5.ADVANCED COMPUTING TECHNOLOGIES
Artificial Intelligence
2- Introduction to 2 TRUE 278
3 FALSE 278
1
4 TRUE 278
5 TRUE 278
6 TRUE 278
1 TRUE 295
3- Internet of Things and Its Applications
2 TRUE 295
3 TRUE 295
4 FALSE 295
5 FALSE 295
6 TRUE 295
7 TRUE 295
8 TRUE 295
I 9 TRUE 295
10 TRUE 295
11 FALSE 295
12 TRUE 295
13 TRUE 295
14 FALSE 295
15 TRUE 295
16 TRUE 295
17 TRUE 295

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CHAPTER 1 COMPUTING BASICS AND TEXT PROCESSING ESSENTIALS

COMPUTER HARDWARE AND SOFTWARE

COMPUTER HARDWARE AND SOFTWARE SESSION 1

In this Session, you will learn

By the end of this Session, , you will Learn about:

Introduction to Role of Hardware in Software and its role Software

Computing. Computing. in computing. Suite(MS Office).

Classification Input/output Devices, System Software vs

of Computers. Processor, and Memory Application Software.

To understand computer as a machine, we must know the working

process and various Components within the computer, it involves

hardware and software. This session focuses on the basic concepts

of computer hardware that shows the tangible working process of

CHAPTER 1 COMPUTING BASICS AND TEXT PROCESSING ESSENTIALS

of hardware devices and software.

High Processor Speed

Versatility & Reliability

Precision & Diligence

INPUT PROCESS OUTPUT

COMPUTER HARDWARE AND SOFTWARE SESSION 1

development facilities, aerospace and automobile companies, weather forecasting, data

mining, oil and gas exploration, nuclear fusion research etc.

The mainframe computer is a sophisticated multi-user computer that can concurrently

control hundreds or thousands of users. Compared to a supercomputer in size, a mainframe

applications that need large amounts of data processing and storage.

(Ministry of Interior NIC) Riyadh

Desktop Computer: It is a microprocessor-based computer for a single user. A personal

computer has a keyboard for input, a monitor/screen for information output

, and a memory device for data storage.

Palmtop Computer/Digital Diary/Notebook/PDAs: It is highly portable, can be

a mouse cursor while typing on a virtual keyboard.

CHAPTER 1 COMPUTING BASICS AND TEXT PROCESSING ESSENTIALS

ROLE OF HARDWARE IN COMPUTING

components are found in computer hardware:

1 Input/ Output Devices

devices. Example of output devices are Monitor, Printer, projector etc.

peripherals and enables communication between several electronic parts of a system,

referred to as the computer's heart.

and the Arithmetic Logic Unit (ALU) make up the CPU.

multiplication, division and comparisons (+, -, *, /, <, >, = =).

memory. Permanent data and information storage is accomplished through secondary

and Memory Cards, among others.

COMPUTER HARDWARE AND SOFTWARE SESSION 1

ROLE OF SOFTWARE IN COMPUTING

of computer hardware, software transforms raw data into usable information.

Generally, the software is of two types:

System Software (Background Software) Application Software (End User Software)

General Purpose Specific Purpose

Application Software Application Software

as a mediator between hardware and software. System software is used by used as a

Operating System (OS)

Operating System is a communication medium between a user and a computer system. An

process of a computer. Examples of Operating system are:

Example of Operating Systems

CHAPTER 1 COMPUTING BASICS AND TEXT PROCESSING ESSENTIALS

that device. for example, Printer Driver software.

purpose of application software is to help the user in doing specified tasks.

Examples MS Office, Microsoft Edge, Safari, etc.