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A main document contains the text and other items that remain the
same in each label. A data source contains the information that
changes in each label, such as the name and address of each
recipient.
2.1.5 Mail Merging and Label Generation
Data Source
• The data source contains the information that can vary in each label,
such as a destination address. Here are few examples of data sources
you can use for mail merge in word processors.
• Spreadsheet
• Mailing Software Contact List
• Apple Contacts List
• Database
• Text files
2.1.5 Mail Merging and Label Generation
Envelope
• When you have bulk mail to send to people on your mailing list, you
can use mail merge to create a batch of addressed envelopes.
• The advantage of using a word processor is that you can directly print
a copy of it and fold it out to be an envelope.
• Each envelope will contain an address in your mailing list. You can also
create and print envelopes without using mail merge.
2.1.5 Mail Merging and Label Generation
2.1.5 Mail Merging and Label Generation
Labels
• The following are the documents usually involved in creating and
printing labels using the mail merge process:
• Your main document
This is the document you use to set up the layout of the labels in the
mail merge.
• Your mailing list
It's a file that contains the addresses to be printed on the labels.
2.1.5 Mail Merging and Label Generation
2.1.5 Mail Merging and Label Generation
Steps for Mail Merging
• Mail merging requires the given steps below:
• Creating a Main Document/Template.
• Creating a Data Source.
• Defining the Merge Fields in main document.
• Merging the Data with the main document.
• Saving/Exporting.
2.1.5 Mail Merging and Label Generation
Steps for Label Generation
• Setting up the Mailing List
• Prepare the main document for the labels
• Link the mailing list to your labels.
• Add the addresses to your labels.
• Preview and print the labels.
• Save your labels document.
2.2 Spreadsheets
• A spreadsheet is an application designed for managing and organizing
the data in tabular format.
• This type of document lets users arrange data in rows and columns of
a grid, allowing them to be manipulated and used in calculations.
• Each cell may contain either numeric or text data, or the results of
formulas that automatically calculate and display a value based on
the contents of other cells.
• Spreadsheets use formulas to process data and perform integrated
calculations. They're primarily used in business for financial
statements, but are also commonly used for production of breakdown
analyses and graphs.
2.2 Spreadsheets
The video below discusses additional information for spreadsheets
including their uses and market shares for different types of
spreadsheet applications.
2.2.1 History of Spreadsheets
There are many other spreadsheet applications in the market today;
however, Lotus 1-2-3 and Microsoft Excel continue to be the most
popular.
2.2.1 History of Spreadsheets
Year Contribution
Professor Richard Mattessich pioneered the development of computerized
speadsheets for use in business accounting. Mattessich's work and that of
1961
other developers of spreadsheets on mainframe computers probably had
little positive influence on Bricklin and Frankston.
Dan Bricklin had programmed the first working prototype of his concept in
1978 integer basic. The program helped users input and manipulate a matrix of
five columns and 20 rows.
Daniel Fylstra, founding Associate Editor of Byte Magazine, joined Bricklin
and Frankston in developing VisiCalc. Fylstra and his firm Personal Software
1979 (later renamed VisiCorp) began marketing "VisiCalc" with a teaser ad in Byte
Magazine. The name "VisiCalc" is a compressed form of the phrase "visible
calculator".
2.2.1 History of Spreadsheets
2.2.1 History of Spreadsheets
Year Contribution
Mitch Kapor developed Lotus and his spreadsheet program quickly became
1983
the new industry spreadsheet standard.
Excel was originally written for the 512K Apple Macintosh. Excel was one of
1984 the first spreadsheets to use a graphical interface with pull down menus
and a point and click capability using a mouse pointing device.
Excel was on the market, being the flagship product for Windows 3.0. It was
1989
the only spreadsheet development for a quite a few years.
IBM acquired Lotus Development and Microsoft Excel is the spreadsheet
1995
market leader.
2.2.1 History of Spreadsheets
2.2.2 Features of Spreadsheets
Visual Design
• Spreadsheets allow you to lay figures out on a grid, calculating and
manipulating them visually. Often, this may result in you being able to
process the information more quickly.
Automatic Calculations
• Spreadsheet software gives you the ability to enter mathematical
formulas ranging from simple arithmetic to complex statistics.
2.2.2 Features of Spreadsheets
Dynamic Updates
• In addition to the standard method of entering data in a spreadsheet
-- typing numbers in cells -- you can also create a cell with a value
generated dynamically based on other cells. Any time you base the
value of one cell on the value of other cells, the value of one cell
updates automatically when the other is changed.
Data Analysis
• Most spreadsheet software can automatically create graphs and
charts from your data, giving you different ways of comparing and
analyzing information.
2.2.3 How spreadsheets work
Each worksheet appears as a grid, in which each row is represented by a
number and each column is represented by a letter ascending
alphabetically from left to right. The spaces that hold items of data are
called cells. Rows and columns are labeled to give each cell a cell address
or reference.
2.2.3 How spreadsheets work
It is also possible to refer to a range of cells collectively. This is mostly
done when you want to include a range of values in an operation, say
the sum or average of the selected values.
2.2.3 How spreadsheets work
2.2.3.1 Formulas under Spreadsheets
• A spreadsheet can also be set up with an equation to perform
involving a set of data. This is accomplished by using formulas.
• Formulas in a spreadsheet are generally math equations and can be
tailored to a specific set of data. The formulas are formed by telling
the spreadsheet program what cells to use when calculating the
equation.
• The equal sign (=) is used to start up an equation.
2.2.3.1 Formulas under Spreadsheets
Arithmetic operators
• The arithmetic operators, in order of precedence, are:
^ Exponentiation
- Negation
*/ Multiplication, division
+- Addition, subtraction
• The order of precedence indicates which will be computed first.
2.2.3.1 Formulas under Spreadsheets
2.2.3.1 Formulas under Spreadsheets
Relational operators
• Relational operators compare two numbers or two strings. The result
is a logical value expressed as a number, either 1 (=TRUE), or 0
(=FALSE). The relational operators, in order of precedence, are:
= Equality
<> Inequality
< Less than
> Greater than
<= Less than or equal to
>= Greater than or equal to
2.2.3.2 Spreadsheet Functions
• A function is a standard operation used to perform common tasks. It
involves using formulas with reserved words.
• Spreadsheet function parameters can be of the following formats:
• numbers
• cell and range references
• other functions
• text strings which should be enclosed in quotation marks
• dates and times
• logical values (TRUE, FALSE)
• error values.
2.2.3.2 Spreadsheet Functions
• Multiple parameters may be included in one function, but each
parameter should be separated by commas. Also, arithmetic
operators can be used within parameters. The examples below show
the list of examples on possible usage of the SQRT and SUM function.
• SQRT(9)
• SQRT(B4)
• SQRT(7-D4)
• SUM(A9:A36)
2.2.3.2 Spreadsheet Functions
• Let us consider the functions considered to be used frequently in
spreadsheets:
• SUM()
• VLOOKUP()
• MAX() and MIN()
• ROUND()
• NOW()
• SQRT()
2.2.3.2 Spreadsheet Functions
Mathematical functions
• ABS(x) Absolute value function
• ALOGIT(l) Antilogarithmic function
• CEIL(x) Rounds x up
• E() Euler's number
• EXP(x) Natural exponential function
• FLOOR(x) Rounds x down
• INT(x) Integer value function
• LN(x) Natural logarithm function
• LOG(x) Logarithm function
2.2.3.2 Spreadsheet Functions
Mathematical functions
• LOGIT(p) Logit function
• MOD(x,d) Modulo function
• POWER(x,p) Power function
• RAND(x) Random number function (Uniform distribution)
• RANDNORM(m,s) Random number function (Normal distribution)
• ROUND(x,n) Rounds the number x to n digits
• SIGN(x) Sign value
• TRUNC(x) Truncates the number x by removing the fractional part
2.2.3.3 Advanced and complex formulas and
computations
• A spreadsheet may be able to handle not only a series of arithmetic
operations but also a set of complex functions and formulas to arrive
at the expected result.
2.2.3.3 Advanced and complex formulas and
computations
VLOOKUP Function
The VLOOKUP formula has four components:
• Lookup_value
• Table_array
• Col_index_num
• Range_lookup
2.2.3.3 Advanced and complex formulas and
computations
2.2.3.3 Advanced and complex formulas and
computations
Conditional Functions
• A spreadsheet evaluates the source against the criteria, and returns a
value if the logical test is “true” and a different value for “false”.
• The elements “value_if_true” and “value_if_false” may be a static
value or another formula.
• Up to 7 functions may be nested to create some very elaborate tests.
• If, Countif, and Sumif perform the logical test using single criteria.
Countifs, and Sumifs perform the logical test on a range of cells that
meet multiple criteria.
2.2.3.3 Advanced and complex formulas and
computations
• IF function is straightforward. The reference cell is tested against
criteria and will return a value or perform another function if the test
returns true or false.
• Syntax: IF(logical_test,value_if_true,value_if_false)
2.2.3.3 Advanced and complex formulas and
computations
• In this example, we are testing against the width of a book. If the
width is under .375 in (3/8 in), the book requires a pamphlet binding
(pam). If the width were equal or over .375 in, the book would
require library binding (LB).
2.2.3.3 Advanced and complex formulas and
computations
Array formulas
• A single array formula can perform thousands of calculations and
replace hundreds of usual formulas.
• Supposing you have 2 columns of numbers, column A and B. And you
want to know how many times column B is greater than or equal to
column A when a value in column B is greater than 0. This task
requires comparing two ranges and you can do this by using the
following array formula:
=SUM((B2:B10>=A2:A10) * (B2:B10>0))
2.2.3.3 Advanced and complex formulas and
computations
Statistical functions
Average Function (Mean)
• One of the most used statistical functions is Mean. Mean is simply the
average of all the data, so we can simply use the Average function
and select the range which needs to be averaged.
2.2.3.3 Advanced and complex formulas and
computations
Statistical functions
Median
• Median is a function which is used to find the middle number in a
given range of numbers. In spreadsheet, you can simply use the
Median function and select the range and you will find your median.
Mode
• Mode helps you to find out the value that occurs most number of
times. To find the most occurring value, use the MODE function and
select the range you want to find the mode of.
2.2.3.3 Advanced and complex formulas and
computations
2.2.4 Charts and Graphs
• When a spreadsheet contains a set of data organized within
worksheets, you can represent this data in a form of a chart. This will
allow users to view data in a manner easy to understand. Spreadsheet
programs offer automated tools for transforming data sets into
graphs and charts.
2.2.4 Charts and Graphs
Parts of a Graph
• All graphs have different parts that enhances the way people may
understand the illustration:
• Title
• Labels
• Scale
• Key/Legend
2.2.4 Charts and Graphs
Different Types of Graph
• We have different types of charts that user may be able to use
depending on the type of data to be represented or the manner on
how the user should present them
2.2.4 Charts and Graphs
1. Pie chart
• A pie chart is a circular type of chart wherein data are represented by
slices. It is generally used to show percentage or proportional data
and usually the percentage represented by each category is provided
next to the corresponding slice of pie.
2.2.4 Charts and Graphs
2. Bar chart
• A bar graph is a type of representation where each data is
represented by either a horizontal or vertical bar.
2.2.4 Charts and Graphs
3. Line graph
• A line graph is a type of graph where the corresponding data is
represented by dots that are interconnected by a line.
2.2.4 Charts and Graphs
4. Scatter chart
• Scatter charts are almost similar with line graphs except that the dots
are not connected with each other. This type of chart is best used to
show the correlation of variables.
2.3 Presentation program
• Presentation software (sometimes called "presentation graphics") is a
category of application program used to create sequences of words
and pictures that tell a story or help support a speech or public
presentation of information.
• Presentation software can be divided into business presentation
software and more general multimedia authoring tools
• Business presentation software emphasizes ease- and quickness-of-learning
and use.
• Multimedia authoring software enables you to create a more sophisticated
presentation that includes audio and video sequences.
2.3 Presentation program
• There are common uses for this type of software including, but not
limited to, the following:
• teaching a new or complex concept to a group of students
• announcing the launch a new product or service campaign to employees
• training employees on key concepts or new policies
• presenting a proposal to a group
• presenting a periodic evaluation
• Presentation software makes the ability to communicate messages to
a group of people much simpler than other delivery methods. The
ability to combine text and graphics makes the presentation visually
enticing.
• A sample video for a presentation using PowToon is shown below.
Click the image to play the video.
2.3.1 History of Presentation Software
Year Contribution
The first commercial computer software specifically intended for creating
1979 WYSIWYG presentations was developed at Hewlett Packard and called
BRUNO and later Hpickles are crunchyP-Draw.
The first software displaying a presentation on a personal computer screen
1982 was VCN ExecuVision, developed in 1982. This program allowed users to
choose from a library of images to accompany the text of their presentation.
VCN ExecuVision was the first presentation program for the personal
1983 computer. This program allowed users the ability to manipulate graphics and
text not just for business data, but for all communication purposes.
2.3.1 History of Presentation Software
Year Contribution
Microsoft PowerPoint was developed by Bob Gaskins, a former Berkeley
1984 Ph.D. student who envisioned an easy-to-use presentation program that
would manipulate a string of slides.
PowerPoint was called "Presenter" initially by Gaskins, but was changed to
PowerPoint to avoid a trademark problem. This application was the first
1987 product to attract strategic venture capital from Apple and later the first
significant acquisition made by Microsoft. Forethought and PowerPoint
were purchased by Microsoft Corporation for $14 million
PowerPoint 3.0 was created, which added output of live video color
1992 slideshows including slide transitions, builds, animations, and synchronized
sound and video clips.
2.3.2 Features of Presentation Program
The following are the standard features of a presentation program:
• Slides
• Layout
• Templates
• Animation effects
• Slide master
• Transitions
• Slide notes
2.3.2.1 Slides and Layouts
• A slide is considered the initial page for anything that is to be
presented. Any text, images, and videos may be placed inside it and
be shown during the presentation. The slides are shown one by one
during the presentation, may it be in an animated manner or
by manual transition based from the click/key input of the presenter.
• A layout is simply a style defined within a slide. This includes
positioning titles, images and block of texts to make it more
presentable to the user.
2.3.2.1 Slides and Layouts
1. Blank 2. Title with Content
2.3.2.1 Slides and Layouts
3. Title 4. Two Content
2.3.2.2 Animation
In presenting slides, one may be able to add animation effects.
Animation has the following benefits:
• makes a presentation software more dynamic
• helps the presenter to focus on important points
• aids in controlling the flow of information
• helps in increasing viewer interest in one's presentation.
2.3.2.2 Animation
1. Entrance
2.3.2.2 Animation
2. Exit
2.3.2.2 Animation
3. Motion Paths
2.3.2.2 Animation
4. Emphasis
2.3.2.3 Slide Master
• A slide master is the top slide in a hierarchy of slides that store
information about the theme and slide layouts of a presentation,
including the background, color, fonts, effects, placeholder sizes, and
positioning.
• Every presentation contains at least one slide master.
• The key benefit to modifying and using slide masters is that you can
make universal style changes to every slide in your presentation,
including ones added later to the presentation.
2.3.2.3 Slide Master
Using Slide Master view
• Whether you're making significant changes to your slides or just a few
small tweaks, Slide Master view can help you create a consistent,
professional presentation without a lot of effort. Here are some of its
most common uses:
• Modify backgrounds
• Rearrange placeholders
• Customize text formatting
• Create unique slide layouts
2.3.2.3 Slide Master
2.3.2.4 Presenter view
You can view your speaker notes privately while delivering a
presentation on multiple monitors.
2.3.2.4 Presenter view
Besides the notes, the other things that the presenter can see are: