Computer Application Paper Solution Summer 2012

Q.2) How one can insert picture in the document file in Ms-Word. (10 Marks)
Ans: MS office word is generally used for writing text. However, you may like to insert picture
as well because it can help in making the document illustrative as well as interesting. This is the
reason we shall provide you with the right steps that can help in inserting pictures in your word
file.

Open the MS office word file in which you want to insert picture.
Move over to the cursor to the part where you want to stick the picture.

Click the Insert tab present in the top row.

As you can see in the above screenshot, you need to move to the insert tab where you find the
different options.

Move to the picture option to insert pictures which are located on the disk.
If you want to insert clip art, select the Clip Art option from the insert tab.

After you click the Picture, a dialog box opens.

Provided above is the screenshot for the dialog box that pops up after clicking Picture.

In the dialog box, you can select the right picture to be inserted by moving over to the
right drive in your computer.
After you have found the right picture, click the picture and then click insert which is
present at the bottom right corner.

As you can see, after the right picture has been spotted, you need to click it and then select insert.

After you click Insert, the picture is inserted in the MS office word file.
The image can then be formatted as the picture is provided with tools for rotating and
resizing.

As you can see, the picture can be easily rotated and even resized.

The rotating tool is present right in the center of the picture. You can move it right or left
to turn the picture.
At the corner of the picture, there are arrows provided which can be used for increasing
or decreasing the size.

Thus, using the above steps you can insert a picture and format it to make the document
illustrative.
How To Insert a Picture That Is Not Present On Your Disk
For inserting files that are not present in your hard disk drive, you can use two different options.

First of all, you can simply save the picture on to your disk by right clicking on the image
and selecting Save image. After you have saved the image on to a location in your
computer, you can use the same process as above for inserting the picture.
Secondly, you can simply copy the image by right clicking on the image and selecting the
option Copy Image or simply use the keyboards shortcut Control + C. After you have
copied the image, move to the MS office word file and scroll to the part where you want
to insert the image. Right click on the position where you want to insert and then click
paste or simply use the keyboard shortcut Control + V.

After you have done this, the image gets pasted on the word file and you can format it for your
use with the help of formatting tools like rotating tool or resizing tool.
Thus, this is the main way you can paste the pictures in the word file. Try and paste random
pictures to get a hang of things. Using pictures and incorporating them in your MS office word
file may help in making impressive documents. So, follow these steps to learn the use of some of
the basic tools of MS office word.

Q.1) Write short notes on the following (10 Marks)

a) Paragraph formatting in MS-WORD
Ans:
Paragraph formatting:
Paragraph formatting changes the position and appearance of paragraphs of text. You can make
changes to alignment, indent paragraphs, or adjust line spacing.
Indenting
To indent and line up lists of text such as qualifications on a CV press the Tab key on the
keyboard. Do not use the Space bar as this will not line up the text correctly.

b) Copying and Moving cells in Ms-Excel.

Ans:
Move or copy data to another worksheet or workbook
Although moving or copying the actual worksheet is a fast and effective way to transfer data to
another location, you can also move or copy all or part of the data in a worksheet to another
worksheet. This method can be used to transfer data to a worksheet in a workbook that is open in
a separate instance of Excel.
1.

In a worksheet, select the data that you want to move or copy.

NOTE If the selection includes hidden rows or columns, Excel also copies the data in those
hidden rows and columns. You may have to temporarily unhide rows or columns that you do not
want to include, and then select each range of data that you do want to move or copy in separate
operations. For information, see Hide or display rows and columns.

On the Home tab, in the Clipboard group, do one of the following:

2.

To move the selected data, click Cut

Keyboard shortcut You can also press CTRL+X.

To copy the selected data, click Copy

Keyboard shortcut You can also press CTRL+C.

3. Do one of the following:

Click the worksheet where you want to paste the data.

Switch to a workbook that is opened in another instance of Excel, and then click the
worksheet where you want to paste the data.

4. Select the upper-left cell of the paste area.

NOTE Data in the paste area will be overwritten. Also, if the paste area contains hidden rows
or columns, you might have to unhide the paste area to see all the copied cells.

5. On the Home tab, in the Clipboard group, click Paste

Keyboard shortcut You can also press CTRL+V.

TIP To keep the column width that was originally specified for the data, click the arrow
below Paste , click Paste Special, and then under Paste, click Column widths.
NOTES

1.
2.

By default, Excel displays the Paste Options button on the worksheet to provide you
with special options when you paste cells, such as Keep Source Formatting and Match
Destination Formatting. If you do not want Excel to display this button every time that
you paste cells, you can turn this option off.
Click the Microsoft Office Button

, and then click Excel Options.

In the Advanced category, under Cut, Copy, and Paste, clear the Show Paste Options
buttons check box.

When you copy cells, cell references are automatically adjusted. However, when you
move cells, cell references are not adjusted, and the contents of those cells and of any
cells that point to them might be displayed as reference errors. In this case, you will have
to adjust the references manually.

c) Graphics and Charts in Ms-Excel.

Ans:
Chart Types in Microsoft Excel
Excel allows you to create charts in a variety of types: Bar Charts, Column Charts, Line
Charts, Area Charts, Scatter Charts, Pie Charts, Stock Charts. You can define a chart type
when creating your chart in Step 1 of theChart Wizard, or on an existing chart using the
technique descibed below.

Select a Chart Type

You can open the Chart Type dialog by selecting the chart or a chart series, and using the
Chart Type menu command from the Chart menu:

or by right clicking on the chart or a series and choosing Chart Type from the context menu
that pops up:

Note that if a single series is selected when you use the Chart Type command, only the
selected series will be changed; if the entire chart is selected, every series will change.

When you select the Chart Type command, the Chart Type dialog (shown below) springs into
action. The Standard Types tab of the Chart Type dialog shows a list of chart types on the
left side, and several chart sub-types on the right. The Custom Types tab has a number of
built-in custom types of charts, including several combination charts (these are not the only
possibilities: see Roll Your Own Combination Charts elsewhere on this site). You can add
your favorite custom chart types to the User-Defined list.

Column Charts
Column charts are among the most common chart types you will use (see dialog box
above). The two commonly used sub-types are the Clustered Column type (top left option)
and the Stacked Column type (top middle); the 100% Stacked Column type (top right)
normalizes each stack so it reaches the top of the chart. I avoid the 3D styles, because I
find it difficult to line the column tops up with the tick marks on the axes. Bar charts are
horizontally oriented versions of column charts.

Line Charts
Line charts are also commonly used in Excel. The default Line-With-Markers is probably
most common (selected in the dialog box below); other options include Stacked Line and
100% Stacked Line, and all of these are available with or without markers. Again, I avoid
the 3D Line type.
The Category (X) values in a line chart are treated as equally-spaced non-numeric
categories, unless a time-scale category axis is selected in Step 3-Chart Options, and points
are plotted in order from left to right.

For a discussion of X axis types, see X Axis: Category vs. Value; for a comparison of Line
charts and XY Scatter charts, see my article, Scatter Chart or Line Chart?, in
the TechTrax web magazine.

XY Scatter Charts
The XY (Scatter) Chart is the type I use most often. In addition to the default Markers-Only
style, you can select smoothed or straight line connectors, with or without markers, as
shown below.In a Scatter chart, both the X and Y values are treated as continuously
variable numeric values. A logarithmic X axis can only be produced in an XY chart.
For a discussion of X axis types, see X Axis: Category vs. Value; for a comparison of Line
charts and XY Scatter charts, see my article, Scatter Chart or Line Chart?, in
the TechTrax web magazine.

Other Chart Types

Excel offers a number of other chart types. Area charts are similar to line charts, with the
areas under the lines filled in with some color pattern. You can make several versions of Pie
charts, and Doughnut charts are similar, but allow multiple series, plotted
concentrically. Bubble charts allow an additional value to be plotted for each point, where
the diameter of the circle representing the point is sized according to the third
variable. Stock charts let you plot high, low, and closing stock prices, with some options
allowing opening prices and additional series, representing volume or a market index.
Cylinder, Cone, and Pyramid charts are 3D Column charts which use other shapes instead of
rectangular columns. You are encouraged to experiment with these chart types outside of
this tutorial, but discouraged from using them to display real data. The false third axis and
the odd shapes can distort the data and distract the viewer from the point of the chart.

Combo Charts
You can mix different types on a single chart, by assigning different chart types to different
series on the chart. These are Combination Charts, and Excel provides a small number of
these on the Custom Types tab of the Chart Type dialog box.

You can create your own combination charts with a wider variety of combinations, by
applying the Chart Type menu command to selected series in your chart, not on the chart as
a whole. This gives you much more flexibility over the types and formats you can use in
your charts.

d) Mathematical functions in Ms-Excel.

Ans:

Q.3) How to create table of contents in MS-Word. (10 Marks)

How to create a Table of Contents
1. Apply the built-in Heading styles to the headings in your text.
2.

In Word 2003 and before:Insert > Reference > Tables and Indexes. Click on the Table of Contents Tab.
Click OK.

3. In Word 2007 and Word 2010: References > Table of Contents > choose an option from the menu.
Creating a table of contents in a Microsoft Word document is a two-step process. First, identify the text that you
want to appear in the Table of Contents. Second, tell Word to insert the Table of Contents. Having created your Table
of Contents, you can then customize it in several ways, to suit your needs.

Identify the text that you want to appear in the Table of Contents
In your document, click within the first major heading that you want to appear in the Table of Contents. Apply the
Heading 1 style to that paragraph. The easiest way to apply the Heading 1 style is:

In Word 2003 and earlier: click the Style box on the Formatting toolbar and choose Heading 1

In Word 2007 and Word 2010: on the Home tab, in the Styles group, click the Heading 1 thumbnail.
If these don't appeal to you, there are several other ways to apply a style.
In the same way, apply the Heading 1 style to other major headings in your document. Apply the Heading 2 style to
sub-headings, Heading 3 style to sub-sub-headings etc.
If you don't like the way the heading styles look (eg, you want a different font or font size or color), don't format the
text directly. Instead, modify the heading styles.

Create the Table of Contents

Word 2003 and earlier versions
1.

Click where you want your Table of Contents to appear.

2.

Display the Table of Contents dialog. To do that:

1. In Word 2000, choose Insert > Index and Tables.
2. In Microsoft Word 2002 and 2003, choose Insert > Reference > Index and Tables.
3. Click on the Table of Contents tab. Click OK.

Word 2007 and Word 2010

1.
Choose References > Table of Contents.
2.

Choose one of the following items on the menu.

There may be custom tables of contents on your menu. If you click the thumbnail for a custom
table of contents, your table of contents will be inserted into a content control. (There is further information
about content controls below.)
There are two built-in 'automatic' tables of contents: Automatic Table 1 and Automatic Table 2.
If you click the thumbnail for either of these, your table of contents will be inserted into a content control, and

Word will add a heading. (There is further information about content controls below.) The only difference
between the two is the text of the heading ("Contents" and "Table of contents").
There is a built-in "Manual Table". This takes you back to the era of the electric typewriter. If
you like typing things out for no good reason and your life expectancy is a lot longer than mine, this is for
you.
At the bottom of the menu, you can choose Insert table of contents. This displays the Table of
Contents dialog that was also in earlier versions of Word. If you want two or more tables of contents in one
document, you must choose this option for the at least the second and subsequent tables of contents.

Using a table of contents content control in Word 2007 or Word 2010

You can use the content control to manage your table of contents (Figure 1).

Figure 1: A table of contents in a content control

If you attempt to insert another custom or built-in table of contents that will be placed in a content control, then the
new one will over-ride the existing one. If you want more than one table of contents in a document, use the "Insert
table of contents" menu option for all, or at least the second and subsequent, tables of contents.
How to create a custom table of contents and have it appear on the Table of Contents menu in Word 2007
or Word 2010
You can save a custom table of contents and have it appear on the References > Table of Contents menu.
1.

Insert your table of contents into any document, and adjust it to suit your needs.

2.

Add text above and/or below the table of contents as required (for example, add a heading "Table of
Contents", preferably formatted with the built-in TOC Heading style).

3.

Select the text above, the table of contents, and the text below.

4.

Insert > Quick Parts> Save Selection to Quick Part Gallery.

5.

In the Create New Building Block dialog:

give your table of contents a name

in the Gallery list, choose Table of Contents

in the Category list, choose 'Create new category' and name your new category

click OK.

You can now insert your table of contents using References > Table of Contents. It will be inserted into a content
control, like the built-in tables of contents.
Word displays entries in the menu in alphabetical order by category. Sadly, there are few letters in the alphabet
before the "B" for "Built-In". If you want your custom tables of contents to appear before the Built-In category, but
there is no name between "A" and "Built-In" that suits you, then put a space at the beginning of the category name.
For example, name your category " Shauna". A space is alphabetized before a letter, so " Shauna" will be displayed
before "Built-In".

Customize the Table of Contents (if you need to)

How to change the look of the headings in the document
Use the Document Map
Once you have applied your Heading styles, choose View > Document Map or, in Word 2010,View > Navigation
Pane and select the Document Map. You can now see roughly what will be included in your Table of Contents.
Right-click in the Document Map to choose which levels of heading to view.
If you don't like the way your headings look (eg you want a different font, font size, colour, more or less spacing
before or after the heading), don't choose Format > Paragraph or Format > Font (in older versions of Word) or use
the tools on the Home tab (in newer versions of Word). And don't use the font size or bold buttons on the toolbar or
ribbon. Instead, modify the Heading style.
How to change the look of the Table of Contents itself
To modify the Table of Contents itself, you need to display the Table of Contents dialog. To display the dialog for an
existing table of contents:

in Word 2000: click within the table of contents and choose Insert > Table of Contents
in Word 2002 and Word 2003: click within the ToC and choose Insert > References > Table of Contents
in Word 2007 and Word 2010: click within the ToC and then click References > Table of Contents >
Insert Table of Contents (if the ToC is in a content control, be sure you've clicked the ToC itself, and not any
"Contents" heading above the ToC)

From the Table of Contents dialog you can modify the Table of Contents in several ways.

By default, Word shows three levels in your Table of Contents. That is, it puts the text from Heading 1,
Heading 2 and Heading 3 in the Table of Contents. If you want to show more or fewer levels, in the Table of
Contents dialog, change the number in the Show levels box.

There are very good reasons for using the built-in Heading styles. But if you really need to use other styles
(other built-in styles, or custom styles), you can put them in your Table of Contents. In the Table of Contents
dialog, click Options, and allocate your style(s) to the appropriate level(s).

To change the font, font size, colour etc used to create the Table of Contents itself, you need to do two
things in the Table of Contents dialog. First, make sure that, in the Formats box, you have chosen "From
Template". Second, click Modify and modify the relevant TOC style. Word uses style TOC 1 for the top level
of contents, TOC 2 for the next level etc
For sophisticated customization, you can edit the switches in the TOC field.

How to create a table of contents for several documents

To create one table of contents for several documents, you need to do the following.
1.

Create a separate document to hold the table of contents (we'll call this "the ToC document").

2.

For ease, put all the documents, and your ToC document, in the one folder.

3.

In your ToC document, use an RD (Reference Document) field for each document that you want to include
in your Table of Contents.

To insert an RD field, do ctrl-F9 and, within the brackets that Word gives you, type RD
"filename". For example { RD "Chapter 1.docx" }. You can't type the curly brackets by hand. You must do
ctrl-F9.

If you can't put all your files in one folder, you must use double backslashes and double quotes.
For example, { RD "C:\\My folder\\Chapter 1.docx" }.

In theory, you can use relative path names. But it never seems to work properly<g>.

4.

Add an RD field for each document that you want to reference, in order.

5.

Create the Table of Contents in this ToC document in the usual way.

6.

Remember the page number rule: "The Table of Contents will pick up whatever pagination appears in your
document". It applies when using RD fields to create a ToC for many documents. You may have to set the
starting page number manually in each document if you want pagination to run consecutively through your
project.

Other tips about Tables of Contents

If you have Word 2003, Microsoft has some great online training about Tables of Contents available for
free. See

Microsoft TOC Training Course: Part 1

Microsoft TOC Training Course: Part 2
A Table of Contents is a field, not ordinary text. To see fields in your document, you can tell Word to
display fields with grey shading. The grey doesn't print, but it reminds you that this is a field, not ordinary text.
To display fields with grey shading:

in Word 2003 and earlier versions: Tools > Options > View; set the Field Shading box to Always.
in Word 2007: Click the round Office (pizza) button, click Word Options, then, in the menu at
left, click Advanced and in the 'Show document content' section set Field Shading to "Always".

in Word 2010: Click File, then Options, then, in the menu at left, click Advanced and in the
'Show document content' section set Field Shading to "Always".

Tables of Contents don't update automatically when you add a new heading to your document. This is
because a ToC is a field. To update a Table of Contents, put your cursor in the Table of Contents and press F9to
update it. Or ctrl-a F9 to update all fields in the document. In Word 2007 and Word 2010, if your table of
contents is in a content control, you can use the content control to update the ToC.

When you update your Table of Contents, always choose to update the Entire Table (Figure 2).

Figure 2: Whenever you see this box, alwayschoose the second option and update the entire table.

To ensure that Word always updates the Table of Contents when you print your document,
do Tools > Options > Print. Tick the Update Fields box.
The Table of Contents will pick up whatever pagination appears in your document. To control page
numbers, see How to control the page numbering in a Word document at the Word MVP FAQ site
If the tabs in your Table of Contents seem to have gone crazy, seeWhenever I update my Table of Contents
it acquires unwanted tabs, and I have to press Ctrl+Q to get rid of them at the Word MVP FAQ site
To make changes to your Table of Contents, click within the ToC, or use the arrow keys to get within it.
Then re-do Step 2. This will edit your existing Table of Contents, rather than creating a new one.
By default, all versions of Word make the page number in a Table of Contents a hyperlink to the heading
within the document. But recent versions, by default, make each entry in the ToC a hyperlink. This can easily
drive you crazy.
To solve the problem, select the whole of the Table of Contents (selecting a few paragraphs either side is OK).
Do Shift-F9. You'll see the field codes exposed, and they'll look something like { TOC \o "1-3" \h \z }.
Edit these codes to remove the \h. Press F9 again to re-generate the ToC and hide the field codes.
(By the way, you can't type the curly brackets yourself. If won't work. If you want to type out the field codes
manually, use ctrl-F9 to create the curly brackets.)

For advanced techniques for selecting the content to appear in a table of contents, and how to format it,
see TOC Tips and Tricks.
Note: It is also possible to create a Table of Contents by marking each individual paragraph that you want to
appear in the ToC. Then, you tell Word to use your marked paragraphs to create the ToC. You do this using { TC }
fields. It seems to me that the chance of human error in accidentally omitting to mark a heading is large. I wouldn't
risk it. But if you're interested, look at Word's help under TC.

Q.4) What is formula? Explain with suitable example in MS Excel. (10 Marks)
Ans:
Formulas in excel are a very important feature. They are used to calculate values based on what
is in cells, perform operations on a cell content, fetch values based on your search criteria and
much more. As a matter of fact, learning excel formulas is very critical for the successful use of
spreadsheet software. Excel formulas let you do so much more once you master them.

1. SUM
Formula: =SUM(5, 5) or =SUM(A1, B1) or =SUM(A1:B5)
The SUM formula does exactly what you would expect. It allows you to add 2 or more
numbers together. You can use cell references as well in this formula.
The above shows you different examples. You can have numbers in there separated by commas
and it will add them together for you, you can have cell references and as long as there are
numbers in those cells it will add them together for you, or you can have a range of cells with a
colon in between the 2 cells, and it will add the numbers in all the cells in the range.
2. COUNT
Formula: =COUNT(A1:A10)
The count formula counts the number of cells in a range that have numbers in them.

This formula only works with numbers though:

It only counts the cells where there are numbers.

3. COUNTA
Formula: =COUNTA(A1:A10)
Counts the number of non-empty cells in a range. It will count cells that have numbers and/or
any other characters in them.
The COUNTA Formula works with all data types.

It counts the number of non-empty cells no matter the data type.

4. LEN
Formula: =LEN(A1)
The LEN formula counts the number of characters in a cell. Be careful though! This includes
spaces.

Notice the difference in the formula results: 10 characters without spaces in between the
words, 12 with spaces between the words.

5. TRIM
Formula: =TRIM(A1)
Gets rid of any space in a cell, except for single spaces between words. Ive found this formula
to be extremely useful because Ive often run into situations where you pull data from a
database and for some reason extra spaces are put in behind or in front of legitimate data. This
can wreak havoc if you are trying to compare using IF statements or VLOOKUPs.

I added in an extra space behind I Love Excel. The TRIM formula removes that extra space.
Check out the character count difference with and without the TRIM formula.

6. RIGHT, LEFT, MID

Formulas: = RIGHT(text, number of characters), =LEFT(text, number of characters),
=MID(text, start number, number of characters).
(Note: In all of these formulas, wherever it says text you can use a cell reference as well)
These formulas return the specified number of characters from a text string. RIGHT gives you
the number of characters from the right of the text string, LEFT gives you the number of
characters from the left, and MID gives you the specified number of characters from the
middle of the word. You tell the MID formula where to start with the start_number and then it
grabs the specified number of characters to the right of the start_number.

I used the LEFT formula to get the first word. I had it look in cell A1 and grab only the 1st
character from the left. This gave us the word I from I love Excel
I used the MID formula to get the middle word. I had it look in cell A1, start at character 3, and
grab 5 characters after that. This gives us just the word love from I love Excel
I used the RIGHT formula to get the last word. I had it look at cell A1 and grab the first 6
characters from the right. This gives us Excel from I love Excel
7. VLOOKUP
Formula: =VLOOKUP(lookup_value, table_array, col_index_num, range_lookup)
By far my most used formula. The official description of what it does: Looks for a value in
the leftmost column of a table, and then returns a value in the same row from a column you
specify. (See the full explanation of VLOOKUP ) Basically, you define a value (the
lookup_value) for the formula to look for. It looks for this value in the leftmost column of a
table (the table_array).
Note: If at all possible use a number for the lookup_value. This makes it a lot easier to make
sure the data you are getting back is a correct match.
If it finds a match of the lookup_value in the left column of the table_array it will return
the value in the column you specify using the index_num. The index_num is relative to
the left mostcolumn. So, if you have the table_index look in column A and you want what is
returned to be whats in column B the index_num would be 2 because the leftmost column,
column A in this case, is the 1st column in the table array and column B is the 2nd column
(hence the 2 for the index number). If you want what is in column C to be returned youd put 3
for the index_num. The range_lookup is a TRUE or FALSE value. If you put TRUE it will
give you the closest match. If you put FALSE it will only give you an exact match. I only use
FALSE when using the VLOOKUP formula.
Example:
You have 2 lists: 1 with a sales persons ID and the sales revenue for the quarter. Another with
the sales persons ID and the sales persons name. You want to match up the sales persons
name to the sales persons revenue numbers for the quarter. They are all jumbled around so to

manually match this, even for a small number of salesmen would leave room for a high margin
of error and take a lot of time.
The first list goes from A1 to B13. The 2nd list goes from D1 to E25.
In cell C1 I would put the formula =VLOOKUP(B18, $A$1:$B$13, 2, FALSE)
B18 = the lookup_value (the sales persons ID. This is a number that appears on both lists.)
$A$1:$B$13 = the table_array. This is the area I want the formula to search the leftmost
column (column E in this case) for the lookup_value. I went to F because if it finds match in
column E, I want it to return whats in column F. (The money signs are there so that the
table_array will stay the same no matter where the formula is moved or copied to. This is
called an absolute reference.)
2 = the index_num. This tells the formula the number of columns away from the left
most column to return in case of match. So, if you find a match between the lookup_value and
the leftmost column of the table array, return whats in the same row in the 2nd column of the
table (the 1st column is always the leftmost column. It starts at 1, not 0).
FALSE= tells the formula I want it to only return the value if its an exact match.
I would then copy and paste that formula along all the cells in column C next to the first list.
This would give me a perfectly aligned list with the sales persons ID, sales persons revenue
for the quarter, and the sales persons name.

In order to get a nice neat list of Sales Person ID, Sales Person Name, and Sales Person
Revenue all next to each other I used the VLOOKUP formula to compare 1 list to another.
This is a complicated formula, but an extremely useful one. Check out some other
examples: Vlookup Example, Microsofts Official Example .
8. IF Statements
Formula: =IF(logical_statement, return this if logical statement is true, return this if logical
statement is false)
When youre doing an analysis of a lot of data in Excel there are a lot of scenarios you could
be trying to discover and the data has to react differently based on a different situation.

Continuing with the sales example: Lets say a salesperson has a quota to meet. You used
VLOOKUP to put the revenue next to the name. Now you can use an IF statement that says:
IF the salesperson met their quota, say Met quota, if not say Did not meet quota (Tip:
saying it in a statement like this can make it a lot easier to create the formula, especially when
you get to more complicated things like Nested IF Statements in Excel).
It would look like this:
In the example with the VLOOKUP we had the revenue in column B and the persons name in
column C (brought in with the VLOOKUP). We could put their quota in column D and then
wed put the following formula in cell E1:
=IF(C3>D3, Met Quota, Did Not Meet Quota)
This IF statement will tell us if the first salesperson met their quota or not. We would then copy
and paste this formula along all the entries in the list. It would change for each sales person.

Having the result right there from the IF statement is a lot easier than manually figuring this
out.

9. SUMIF, COUNTIF, AVERAGEIF

Formulas: =SUMIF(range, criteria, sum_range), =COUNTIF(range, criteria),
=AVERAGEIF(range, criteria, average_range)
These formulas all do their respective functions (SUM, COUNT, AVERAGE) IF the criteria are
met. There are also the formulas: SUMIFS, COUNTIFS, AVERAGEIFS where they will do
their respective functions based on multiple criteria you give the formula.

I use these formulas in our example to see the average revenue (AVERAGEIF) if a person met
their quota, Total revenue (SUMIF) for the just the sales people who met their quota, and the
count of sales people who met their quota (COUNTIF)
10. CONCATENATE
A fancy word for combining data in 2 (or more) different cells into one cell. This can be done
with the Concatenate excel formula or it can be done by simply putting the & symbol in
between the two cells. If I have Steve in cell A1 and Quatrani in cell B1 I could put this
formula: =A1& &B1 and it would give me Steve Quatrani. (The puts a space in

between what you are combining with the &). I can use =concatenate(A1, , B1) and it will
give me the same thing: Steve Quatrani

Finding The Right Excel Formulas For The Job

There are 316 built in functions in Excel. Youre not going to sit there and memorize what all
of them do (or at least I hope not!). Luckily Excel has a built in wizard that helps you find the
correct formula for what youre looking to do (if there is one).
Click the fx next to the formula bar in Excel

This brings up a menu and in there you can type in a description of what you are trying to do
and it will bring up the correct excel formula:

I typed in remove extra spaces and it returned the TRIM formula that we went over earlier.
More Excel Formulas
There is so much more that I use on a regular basis such as Time formulas (NOW, TODAY,
MONTH, YEAR, DAY, etc.), other formulas like AND and OR, along with many others.
The real power comes in combining these functions into complicated excel formulas.

Q.5) Write short note on the following:

a) Delete Rows and Columns in Ms-Excel
Ans:
Adding a row:
1. Move to a cell where you want to add a row. For example, if you wanted to create a
row on the '3' row you would move to A3 or anywhere else on row 3.
2. Once positioned click Insert and select Rows. This option will not be available if
you're highlighting columns and not rows.
Tip: If you want to insert multiple rows at once highlight more than one row and then
click Insert and select Rows. For example, if you wanted to insert four rows on row 3 you
highlight row 3 and the three rows below it by clicking and dragging your mouse on the
number 3, 4, 5, and 6 and then click Insert and select Rows.
Removing a row:
1. Highlight the row or rows you want to delete.
2. Click Edit and select delete.
Using the above steps will delete the row or rows and move the rows beneath up. If you
just want to delete the contents of the rows press the delete key on the keyboard.
Adding a column:
1. Move to a cell where you want to add a column. For example, if you wanted to create
a column on the 'C' column you would move to C1 or anywhere else on column C.
2. Once positioned click Insert and select Columns. This option will not be available if
you're highlighting rows and not columns.
Tip: If you want to insert multiple columns at once highlight more than one column and
then click Insert and select Columns. For example, if you wanted to insert four rows on
Column C you highlight column C and the three columns to the right of it by clicking and
dragging your mouse on the letters C, D, E, and F and then click Insert and select Column.
Removing a column:
1. Highlight the column or columns you want to delete.
2. Click Edit and select delete.
Using the above steps will delete the column or columns and move the columns to the
right over. If you just want to delete the contents of the columns press the delete key on the
keyboard.

b) Slide show option for PPT

Ans:
If you would like to have some slides show for longer periods of time to give the viewers a
chance to read text or to examine a complicated diagram, then you will need to set the timing for
each slide separately. It is best to do this when you are in the slide sorter view where you can see
thumbnails (miniatures) of each slide.
1. From slide sorter view.
o To set the timing for one or more selected slides, select the slide (or slides -->
hold the shift key so you can select more than one slide at a time) --> then click
on the slide transition icon next to where it says no transition or where it says the
name of the transition you selected (e.g. box in) above the row of slides --> this
causes the Slide Transition dialog box appears and you can enter in the number
of seconds you want the slide(s) to appear on the screen (as you did above) or you
can use the Rehearse Timings option (see below).

2. Rehearse timings. This allows you to set the timings for each individual slide.
o From the Slide Show menu bar --> select Rehearse Timings
o

As soon as you select rehearse timings first slide will appear along with a timer
counting seconds (in the bottom right corner of the screen). The counter will
continue to count until you click the right arrow, space bar, or mouse. Once you
click, it moves to the next slide and starts the counter for the next slide.

When you finish creating the settings for each slide, a box pops up and lets you
choose to accept the timings or start again.
(NOTE: If you want to change the timing for only one or a few slides (and keep
all the rest the same), you need not go through the whole rehearsal of timings
again. Instead, view the slides the slide sorter. The time you have set for each
appears below and to the left of each slide. To change the time, click on the slide
transition icon, and in the dialog box manually change the number of seconds).

3. Record narration: This allows you to set the timings for each slide and at the same time
record any comments you want to make to go along with the slide (be sure to check that
you microphone is working and that it is selected in the Control Panel under "sound.").