3. Documentation Using a Word Processor
The term word processing refers to the process of keying in, formatting, editing and laying out
the contents of a document in a software. The software that is used for creating document is
called word processor.
A variety of documents like invitation cards, newsletters, resume, letters, notices, visiting cards,
greeting cards, books, booklets, pamphlets, calendars, reports etc. can be created easily with
the help of a word processor. Modern word processors not only allow keying in, editing and
formatting text, they also provide basic yet powerful features to insert and handle images,
features like applying special effects to the content, inserting shapes, diagrams and charts,
linking documents with other applications and publishing & sharing the documents online.
Word processors provide flexibility, ease, neatness and speed. A word processor can help you
to:Correct any spelling mistakes made and also prompt you when you make spelling error.
Insert or overwrite a word or sentence or paragraph, anywhere in the word document. This
helps to maintain the neatness of the document. This task is called editing the document.
Print a document created by you and also store it for future use, without a worry of it getting
misplaced/ fading. You can also print multiple copies of the document in a single command.
Change the appearance of different portions of a document, by changing the size of the
words, make them bold or italic or underlined etc.
Basic ICT Skills - II
4. Insert, headers and footers and page numbers.
Present information in a tabular form as a part of the document.
Insert pictures, and images into the document.
• Some of the most popular Word Processing software are Open
Office – Writer (desk top based), MS- Word (desk top based), Google
Docs(Internet based) etc.
• MS Word, commonly known as Word, is a part of “Microsoft
Office” suite (software package). It is a useful tool for creating
• Opening MS Word
• Click on the Start button > All Programs > Microsoft Office
2013 > Word 2013.
• New Document (file) selection window appears. It displays a list
of different types of new documents in thumbnail view. Click on the
Blank document thumbnail.
5. • Creating a New Document
• To create a new document, click on the File tab and select the New option. Then, click
• Blank document option in the New pane. (Or press Ctrl + N).
Edit a Document
The term Editing refers to the process of correcting, deleting or
modifying the text in a document. Before editing, it is important
to learn about the text selection. Let's learn about it.
1. Place the mouse cursor at the start/end of the text.
2. Press the mouse button and drag it to the end/start of the text
and then release the mouse button.
6. Deleting the Text
We can delete/remove the text and also select the other objects like images, shapes, etc. Text
can be deleted by the following methods:
Delete key: Place the cursor at the beginning of the text that has to be removed (by mouse click
or arrow keys) and press the Delete key on the keyboard.
Backspace key: Place the cursor at the end of the text that has to be removed (by mouse click
or arrow keys) and press the Backspace key on the keyboard.
Select the text to be deleted and press Delete/Backspace key.
New text can be inserted between the existing texts by placing the cursor at the location where
you want to insert the text and start typing the text.
Saving a document (Ctrl + S)
Click on the File tab > Save option. The Save As pane appears on the right.
Click on the Computer or double- click on Browse in the right pane. The Save As dialog box
appears. Then, type a file name in File name text box and click on the Save button.
A Font style is used to emphasize the text with Bold, Italic and Underline options.
Bold (Ctrl + B): It makes the text darker than the rest of the text.
7. Select the desired text and on the Home tab, in the Font group, click on the
Italic (Ctrl + I): It makes the text slanting to the right.
Select the desired text and on the Home tab, in the Font group, click on the
Underline (Ctrl + U): It makes the text underlined.
Select the desired text and on the Home tab, in the Font group, click on the Underline button. You can
click on the drop-down arrow present on the Underline button and select the other options.
A font is the shape or look of the text on the computer.
Select the desired text. On the Home tab, in the Font group,
click on the drop-down arrow present on the Font button. Then,
select the desired font from the displayed list.
The size of the characters in the text refers to the font size.
Select the desired text. Then, on the Home tab, in the Font group, click on
the drop-down arrow present on the Font Size button.
Or, click on the Grow Font button to increase the font size or the
Shrink Font button to decrease the font size.
Select the desired number (font size) from the displayed list.
8. Aligning Text
Alignment refers to the position of the text with respect to page margins. There are four types of text
alignment: Align Left (Ctrl + L), Center (Ctrl + E), Align Right (Ctrl + R) and Justify (Ctrl + J). By
default, the text is left aligned.
Select the desired text, on the Home tab, in the Paragraph group, click on the desired alignment
Copying & Moving the Text
Copying the text means to make a copy of the text or data and paste it to some other location.
Moving the text means to move the text or data from one location to another.
1. Select the desired text. Then, click on the Copy (or Ctrl+C) (Cut (or Ctrl+X) to move) button in the
Clipboard group on the Home tab.
2. Move the cursor to the place where you want to place the text.
3. Click on the Paste (or Ctrl+V) button in the Clipboard group.
You can use the same method to copy and paste other objects also, like clipart, image, auto shape,
etc. You will learn about these objects in the next chapter.
Inserting Header and Footer
In a multi-page, if we need to insert any information which is common across the pages such as title of the
book, page numbers, logo of the company etc., we can insert them in header at the top of the page or in
footer at the bottom of the page. Contents of header and footer appear generally on each page unless
you check the options Different First Page and Different Odd and Even Pages under Design tab.
To insert header and footer, click on Insert tab. Use drop-downs Header and Footer to select the desired
format. You can select PageNumber drop-down to insert page numbers.
Autocorrect allows to create short words that expand into actual longer word or phrase to ease down the
effort of typing. For example, while making your project report, if you are going to use a word such as
entrepreneurship then you can define a short-term for it like ent. When you type ent, it will automatically
expand into entrepreneurship. The steps are:
9. In File tab, click on Options option.
In the Options dialog box, go to Proofing section and click on the button Autocorrect
This will bring up Autocorrect dialog box.
In this dialog box, in Replace field type the small term (like ent) and in With field, type the actual
long term (like entrepreneurship)
Ok all the dialog boxes and try out your new autocorrect entry.
Bullets and Numbering
This feature is used to list the items of points. A listed text is more readable and easy to
Bullets: These are used when there is no particular sequence of the text to be followed.
Numbers/Alphabets: These are used to show a sequence of the items to be followed.
Select the desired text. Home tab > Paragraph group > Bullets/ Numbering button. Then,
select the required bullet/numbering.
10. Open MS Word, create a document as per the guidelines given below:
Type the names of any four input devices. Create a bulleted list.
Type the name of any four output devices. Create a numbered list..
Tables are used to represent a given data in the form of rows and columns. It is very useful in
organizing and representing the data in an effective way.
A row is the horizontal series of cells in a table. A
column is the vertical series of cells.
The intersection of a row and a column makes a rectangular box called a cell.
Inserting a Table
Insert tab > Tables group > Table button > Insert Table option The Insert
Table dialog box appears. Insert the number of columns and rows in the dialog
box and click on the OK button.
11. Performing Tabulation Using Spreadsheets
One of the core powers of computers is their ability to do calculations at a remarkable speed.
The software that deal with numbers ad calculations make good use of this ability of
computers. One such category of software is spreadsheets.
Spreadsheet software or electronic spreadsheets help us in maintaining numerical figures and
perform calculations easily and efficiently.
Financial institutions like banks, businesses of all size use electronic spreadsheets on computers
for simple to complex calculations.
Before the advent of computers spreadsheets were in the form of large piece of paper used for
calculations by the financial institutions. Hence the name Spread + sheet.
The detailed information about expenses and finance was shown in the form of figures and
charts over these huge spreadsheets.
An electronic spreadsheet is a powerful and flexible tool to deal with numbers, financial figures,
calculations, formulas and other related calculations. Electronics spreadsheets are fast, flexible
and easy to maintain. They provide several in-built features that assist in easy and efficient
calculations as well as reusing the formulas, functions and formatting.
Some popular electronics spreadsheet applications are Excel, OPEN Office Calc, Google
Sheets on Google Drive, Apple Numbers, Gnumeric etc.
Some common features of spreadsheets are as follows:
Maintaining and keeping track of financial and mathematical figures and records over the time.
Analysis of data through various tools like graphs, pivot tables and goal seeking methods.
12. Generating various reports useful for management in making decisions (Management
Information System – MIS)
Applying formulas to perform automatic calculations across changing figures.
Managing inventory in various business areas and keeping track of stocks.
Making financial decisions, predicting trends and setting targets.
Getting started with Spreadsheet
This entire unit will use MS Excel 2013 as the reference for explaining spreadsheets however, all
the spreadsheet applications have most of the features common.
Starting MS Excel
Start button > All Programs > Microsoft Office 2013 > Excel 2013.
Microsoft Excel workbook consists of the following components:
Cell Name Box: It displays the name of the active cell or cell reference. The column letter and row
number corresponding to the active cell is displayed in the cell name box.
Cell Address: Cell reference is the column letter and the row number that identifies a single cell.
For example, A1 is the cell reference of the selected cell in the worksheet. A cell reference can be
thought of as a cell name. The address of the first cell in a worksheet is A1 and the last cell address
Active Cell: The selected cell is called the active cell or current cell. It is displayed with bold
border that differentiates it from the rest of the cells. The highlighted box is called Cell Pointer. To
select a cell, you have to just click on it (Tab or Arrow keys on the keyboard can also be used to
select the cells on the worksheet). To enter the data in a cell you first need to select it.
Formula Bar: It displays the data and formulas that you entered in an active cell. It can also be
used for entering or editing data, labels and formulas.
13. Opening an Existing Workbook
Click on Start button > All Programs > Microsoft Office 2013 > Excel 2013.
Click on Open Other Workbooks. You can select the workbook from Recent Workbooks list or
click on Computer and Browse to locate and open the workbook.
Entering Data in the Worksheet
To enter the data in a worksheet, click on the desired cell and type the text. After typing, press
enter. If you need to correct the entry, double click with mouse in the cell and edit the contents.
Note: By default, numbers are right aligned while text is left aligned in a cell.
Saving a Workbook (Ctrl + S)
In Excel, a workbook is saved with the extension .xlsx. In Open Office, the file will get saved with
the extension .ods.
To save the workbook, click on File tab. > Save option. The Save As pane appears on the right of
the window. To save the file in local (memory) drive, click on Computer (if not selected) and then
on Browse button. The Save As dialog box appears. Select the location to save the file. Enter the
desired file name in File name text box. Click on Save button.
Rows: These are horizontal lines of cells, labelled as numbers 1, 2, 3, 4, 5 and
Columns: These are vertical lines of cells, labelled using letters A, B, C, D and
Sheet Tab: It indicates the name of the worksheet and you can switch between
the different sheets by clicking on it.
14. Closing a Workbook
o close a workbook, click on File tab > Close.
Open MS Excel and make a list of any ten household goods with their price as shown here.
Save the workbook with name 'Household Goods'. Open it back, add more records and save
Editing the Data
The data entered in the cells in a worksheet can be edited later.
The steps to edit the data in a cell are: Double- click in a cell to edit the data in it.
15. Select the desired cell(s).
Right-click on the selected cell(s) and select Format Cells
The Format Cells dialog box appears.
Click on Font tab and select the required font, style, size, color and
Finally, click on OK button.
Copying and Moving Data
o copy or move the data, do the following:
Select the desired cells.
Under Home tab, in Clipboard group, select Cut option to move (or Copy option to copy).
Go to the desired location (cell address) where you want to paste the data. check boxes to
select. Under Home tab, in Clipboard group, select Paste option.
Sorting is used to arrange the data in ascending or descending order. Sorting data can be done
for alphabets, numbers, date and time, cell color, font color or icon set. Sort operations can be
done for both columns and rows.
Select the desired data. On Home tab > Editing group > Sort & Filter. Select the
required option. The data is sorted accordingly.
16. To sort the data according to a particular column in the table, do the following :
Sorting according to the Text data
Select the required range of cells.
O n H o m e t a b , i n Editing group, click on Sort and Filter.
Click on Sort A to Z or
Sort Z to A option.
Click on Sort Smallest to Largest or Largest to Smallest option.
T h e S o r t Wa r n i n g dialog box appears. Select Expand the selection option and click
on Sort button.
17. Filtering Data
The filter tool separates the data that matches the given criteria. Filtering data displays the data in
the rows that meet the criteria and hides the rows that do not meet the criteria. Filtering a database
allows to manipulate records as a group, separate from other database.
Like sorting, filtering data can be done on text, numbers, date and time, cell colour, font colour and
cell icon, selection, top or bottom numbers and above or below numbers.
The steps to filter the data are:
Click on any cell in the data range.
On Home tab, in Editing group, click on the Sort & Filter.
Click on Filter option.
Small arrows are added to each filed name to filter data.
Click on drop-down arrow of A18 i.e. 'Roll No' field and select the desired values by clicking on the
check boxes. To display all the values, click on Select All.
Click on OK button.
To remove filter, on Home tab, in Editing group, click on Sort & Filter and select the Filter option in
18. 1. Create a worksheet as shown here. Sort the data basis of the Percentage column.
2. Click on any cell in the Computer column and apply filter.
3 Display the data where marks in the English subject falls between 51 and 100.
4. Display the data where Percentage is greater than 80.
Formulas in Excel
A formula is an equation that performs a calculation. Before proceeding further, let's learn about some basic
mathematical operators that are used to write a formula.
Comparison or Relational Operators
Writing simple formula
Every formula must begin with an equal sign ‘=’.
There must be an operator(s) to operate on the data.
The data, which can be text, number, date, time or a cell address.
19. Information Technology NSQF Level-2 [X]
Let's see some examples of writing simple formulas:
In any cell, type the equal sign = with the formula as shown and press
1. Enter a value in A1 cell. For example, 12.
2. Click in B1 cell and type the formula =A1*5.
3. Press Enter key.
Let’s have a look at some functions
Example =MAX (15, 25, 65) Output= 65
: This function is used to find the lowest value from the range of values.
Syntax: =MIN (value1, value2, etc.)
The syntax is: =T
oday () Output= 12-10-18
It takes values, cell addresses or cell range and returns their sum.
Syntax: =SUM (value1, value2, etc.) // =SUM(range of cells)
Example =SUM (15, 25, 65) Output=105
This function is used to find the average of the specified data.
Syntax: =AVERAGE (value1, value2, etc.)
Example =AVERAGE (10, 20, 30) Output=20
Max : This function is used to find
the largest value from the range of values.
Syntax: =MAX (value1, value2, etc.)
20. Password Protecting a Document
While saving the document for the first time you can click Save otherwise you can click Save As...
under File tab. In the Save As dialog box, at the bottom, click on Tools drop-down and select General
Options... Here, you can apply password to open the document and to modify the document.
Type the desired password to open the document in Password to open: field. Click on OK. Word will
prompt to renter the same password. Do so and click OK in the popup dialog box.
Printing a Worksheet
Printing a worksheet is necessary in various businesses and enterprises for reporting, record keeping
and later references.
Let us see various options available with Print tool of Excel.
1.Go to File tab >Print option
The print preview, with default settings will be displayed.
2.Click on the Print button.
Specify the number of Print Copies, Print Area, Page Range, Print Side, Page Orientation, Page
Size and Page Margins etc. according to your requirements and finally click on the Print button.
Saving Worksheet in Various Formats
A worksheet can be saved in various formats such as comma separated values (.CSV file), Text file,
web page, PDF document, XML format, single file web page, Excel template and OpenDocument
To do so, while saving the worksheet open the Save as type drop-down below File Name field and
select the desired file format. Finally, click Save button.
21. Preparing Digital Presentations
In various businesses and enterprises, many times people need to present their ideas, business
figures, plans, agendas, product information, project details, training content, educational material and
a variety of information formally to a number of audiences.
To create multimedia presentations, Microsoft Office provides MS PowerPoint – a digital presentation
A digital presentation application lets the user arrange the information and content on multiple slides
which can be arranged in a particular sequence. A digital presentation application provides features of
creating and editing the presentation, managing the slides and generating slide show for the
intended audiences. Some popular presentation applications are OO Impress, Corel Presenter, MS
Power point etc.
Starting MS PowerPoint
The steps to start MS PowerPoint are:
Start button > All Programs > Microsoft Office 2013 > PowerPoint 2013.
In New presentation selection window, click on the Blank Presentation thumbnail.
Opening a Presentation
As you know, that once you have saved a file, it can be opened later. The steps to open an existing
1.File tab > Open option.
2.In the Open pane, if the required file is listed in the Recent Presentations group, click on it or, click on
3.Click on the Browse button. The Open dialog box appears. Select the location where the required file
is saved. Select the file.
4.Click on the Open button.
Saving a Presentation
To save the presentation, go to File tab >Save option In the Save As pane, to save the file in the local
(memory) drive, click on Computer and then on the Browse button. The Save As dialog box appears.
Select the location to save the file. Enter the file name in the File name text box. Finally, click on the Save
button. (File saves with .pptx extension)
Closing the Presentation
To close the presentation, go to File tab >Close option
1.Open PowerPoint and select Blank Presentation template.
2.In the slide, click in inside the Title placeholder and type WELCOME.
3.Click inside the Subtitle placeholder and type GUESTS.
1.Save the presentation by any name.
Inserting a Text Box on the Slide
The steps are:
1.Select the desired slide and click on the Insert tab.
2.In the Text group, click on the Text Box
3.Drag the mouse (on the slide, where you want to add the text) to draw the text box.
23. Adding a New Slide
While creating a presentation, you need to insert new slides.
You can use any number of slides in the presentation.
The steps to add a new slide in the presentation are:
1.On the Home tab, in the Slides group, click on the drop-down arrow on the New Slide button.
2.Click on the desired layout.
The slide layout in PowerPoint is the arrangement of all the items that prepare your slide. Slide layouts contain
formatting of text (including body text, bulleted lists, and titles), tables, charts, Smart Art graphics, movies,
sounds, pictures and clip art. There are nine basic slide layouts in MS PowerPoint.
24. Edit Text - Font Size, Style and Colour
You can apply font size, style and colour on the text using
different text formatting options on the Home tab in different groups. Let us see these options.
Select the text you need to format and click on the desired option on the ribbon in the Font
group of the Home tab.
Slide 1.Font Impact, Font Size 72, Font Color Navy Blue
Slide 2.Name of the school in Agency FB, Blue and Font Size at 40 or more. School address in Arial,
Italicized, Green, Size little lesser than the size of School Name.
Slide 3.Name of the sports activities in Calibri font, bold, maroon colour, size 18
Slide 4.Your name and rollno any font, colour and size of your choice.
Open PowerPoint, create some slides and format the text as
25. Edit Text in a Presentation
You can format the text on the slide using different text formatting options, available
in MS PowerPoint. The options are available on the Home tab in different groups. Let us see these
options. In the image given below, some options for text formatting are highlighted. To apply any type of
formatting, first select the text (that you want to format) and click on desired option.
26. Assignment: Create a new presentation with two text boxes – title and content.
Type some content. Then do the following:
Format the title as: Impact Font, Size maximum 72, Shadow effect, Change the title to Uppercase,
Font colour: Dark Orange,
Format Content as: Times New Roman Font, Size maximum 36, Italicized, Font colour: Dark blue
You can insert any image from the local storage on a slide or from Internet. The steps to insert a
picture on a slide are:
On the Insert tab, in the Images group, click on the Pictures option for local storage (or
Online Pictures option for pictures from Internet). The Insert Picture dialog box appears.
Locate and select the picture that you want to insert.
Click on the Insert button.
Slide transitions are visual effects that occur in Slide Show view, when you move from one slide to the
next during an on-screen presentation. You can control the speed of each slide transition effect and
you can also add sound. Slide transitions enhance the presentation visually to keep the interest and
curiosity of the audience. Judicious use of transitions provides a professional touch to the
The steps to apply transition to a slide(s) are:
1.Select the slide (that will appear after the transition) in the Slide Navigation pane.
2.On Transitions tab, in Transition to This Slide group, click on More drop-down arrow.
A drop-down menu appears.
27. 3. Select the desired transition to apply it to the selected slide.
Click on Apply To All button in Timing group (on Transitions tab) to apply the same transition to all the
slides in the presentation.
4. Click on Preview button to preview the slide transition.
1. Open the presentation created earlier about your school and apply various transitions effects on the slides.
For some slides setup some duration after which slides should change automatically. Also apply a duration
of transitions same for all the slides.
2. Experiment with Subtle, Exciting and Dynamic categories of transition effects.
Animation makes the presentation effective and engaging. A simulation of movement, created by displaying a
series of pictures, or frames is called animation. An animation contains visual effects (including movement)
and sound effects.Animation can be applied to the text, images, shapes, tables, SmartArt and other objects.
The steps to apply animation to an object are:
1. Select the object that you want to animate.
2. On Animations tab, click on More drop-down arrow in the Animation group.Or,
click on Add Animation button in Advanced Animation group.
28. 3. A drop-down menu appears. Select the desired effect.
4. The effect is applied to the object.
• The object will have a small number next to it (to show that it has an animation).
•Open the presentation created earlier about your school and apply various animation effects
to the objects and text on the slides.
•Printing a Presentation
•Normally a presentation is made for showing it on a computer or data projector to a big audience.
Many presenters also provide a print copy of the presentation. In this exercise you will learn to print
a presentation. The basic steps to print a presentation are quite similar to what you followed for
printing text documents and Spreadsheets. These are:
•Click File tab > Print option. A Print dialog box appears.
•Specify the Copies to print, select the printer, Print Range etc. as per your requirements and click
on Print button.
1. What do you mean by word processor? What is autocorrect?
2. What is text formatting? How will you do it in a word editor?
3. How will you password protect a document in any word processing software?
4. What is a worksheet? What is the use of data sorting and filtering?
5. What is the advantage of a function in spreadsheet?
6. What do you mean by the terms row, column, cell, formula, worksheet and workbook?
7. What do you mean by slide transition? List any 5 transition effects.
8. What is the benefit of animation? How will you apply animation on an object on the slide?
9. Write the steps to insert an image on a slide.
10. How will you insert a text box on the slide?
11. Describe various slide layouts.
12. What will be the output of the following functions?
a. =MAX(15, 18, -7, 210, 3)
b. =MIN(15, 18, -7, 210, 3)
13. Write brief notes on:
a. Header and footer
b. Formula and function
c. Animation and transition