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Transcript for:
Essential Tools for Document and Data Management

REVIEWER CSE WORD PROCESSING

WORD PROCESSOR a device or software program capable of creating, storing, and printing text documents. It allows users to write and modify text, display it on a screen, save it electronically, and print it out. WORD PROCESSING SOFTWARE one of the most common technology tools in the world, allowing users to create resumes and cover letters, business correspondence, blog posts, novels, and more.

EXAMPLES OF WORD PROCESSING SOFTWARE:

  • Microsoft Word – The most widely used, offering rich formatting, mail merge, and collaboration tools.
  • Google Docs – A cloud-based alternative allowing real-time collaboration.
  • LibreOffice Writer – A free and open-source alternative to MS Word.
  • Apple Pages – A Mac-exclusive word processor with creative design features. COMMON USE: ✔ Writing reports, letters, and research papers. ✔ Creating resumes, flyers, and brochures. ✔ Formatting business documents like invoices and proposals. ✔ Automating bulk document creation (mail merge).

DOCUMENT CREATION Open the application (e.g., MS Word, Google Docs). Create a new document (Blank or use a template). Save the document using “Save As” and choose a format:

  • .docx – Standard Word format.
  • .pdf – portable document format that is platform-independent and can be viewed across different devices and operating systems. PDFs are good for printing because they maintain the original layout of the document.
  • .rtf – Compatible across different software.
  • .odt – open document text format that can handle text, images, objects, and styles. It is often used with free document editors like LibreOffice and OpenOffice.
  • .txt – common document file type that contains plain text with basic formatting.
  • .bmp – An uncompressed raster file format that is good for storing and displaying high-quality digital images.
  • .tiff – A tagged image file format that is used to store raster graphics and image information. It is a favorite among photographers.

BASIC EDITING FEATURES: Cut, Copy, and Paste – Move or duplicate text. Undo and Redo – Correct mistakes quickly. Find and Replace – Locate words and replace them efficiently. Shortcut Keys:

  • Ctrl + S → Save
  • Ctrl + C / X / V → Copy / Cut / Paste
  • Ctrl + Z / Y → Undo / Redo

FORMATTING A DOCUMENT 📌 Font Formatting:

  • Change font style (Arial, Times New Roman, etc.).
  • Adjust font size (12pt for standard text, larger for headings).
  • Apply bold (Ctrl + B), italic (Ctrl + I), and underline (Ctrl + U).
  • Use highlighting and text color to emphasize words. 📌 Paragraph Formatting:
  • Alignment: Left, Center, Right, or Justified (Ctrl + L, Ctrl + R, etc.).
  • Line spacing: Single, 1.5, or Double (Ctrl + 1, Ctrl + 2).
  • Indentation & Bullets: Organize lists using bullets (•) or numbering (1.).
  • Borders & Shading: Add design elements to emphasize sections. 📌 Page Formatting:
  • Margins: Adjust spacing around the document (Default: 1”).
  • Page Orientation:
    • Portrait (default) – Taller than wide.
    • Landscape – Wider than tall.
  • Headers & Footers: Add titles, dates, and page numbers.
  • Columns: Divide text into multiple sections (useful for newsletters) Shortcut Key for Formatting:
  • Ctrl + Shift + N → Clear Formatting
  • Ctrl + E → Center Align
  • Ctrl + J → Justify

Font

  • Ctrl + B: Toggle bold
  • Ctrl + I: Toggle italics
  • Ctrl + U: Toggle underline
  • Ctrl + Shift + W: Toggle strikethrough
  • Shift + F3: Change letter case Alignment
  • Ctrl + E: Center align
  • Ctrl + L: Left align
  • Ctrl + R: Right align Spacing
  • Ctrl + 1: Single-space lines
  • Ctrl + 2: Double-space lines
  • Ctrl + 5: 1.5-line spacing Other formatting
  • Ctrl + Shift + A: Format in all capital letters
  • Ctrl + = Apply superscript format
  • Ctrl + Q: Remove paragraph formatting
  • Ctrl + Shift + N: Apply the Normal style
  • **Ctrl + Shift + ***: Turn formatting marks on or off INSERTING FORMATTING OBJECTS To insert formatting objects in a word processor like Microsoft Word, navigate to the "Insert" tab, then select the desired object type like "Pictures," "Shapes," "Tables," "Charts," or "Text Box," which will allow you to add the object to your document and further customize its formatting using the available options on the ribbon. Key points about inserting formatting objects:
  • Access the "Insert" tab: Always start by clicking the "Insert" tab on the ribbon to access the different object insertion options.
  • Select the object type: Choose the specific object you want to insert, like an image, shape, table, chart, or text box.
  • Placement and customization: Once inserted, you can position the object within your document and further format its appearance using the formatting tools that appear on the ribbon, like size, color, borders, alignment, and text wrapping. ✔ Images: Insert pictures from your computer or online. Resize, crop, and apply effects. ✔ Text Boxes: Add highlighted text sections for emphasis. ✔ Shapes & SmartArt: Use visual elements like arrows, circles, and flowcharts. ✔ WordArt: Apply decorative text effects.

TABLES AND CHARTS: 📌 Creating a Table

  1. Click Insert > Table and select rows & columns.
  2. Format using Table Styles (borders, shading).
  3. Merge or split cells for better layout. 📌 Inserting a Chart
  4. Click Insert > Chart (Choose type: Bar, Pie, Line, etc.).
  5. Enter data in an Excel-like table.
  6. Customize the chart with labels and colors. PRINTING
  7. Print Preview – View how the document will appear when printed.
  8. Adjust Print Settings:
  • Select printer and number of copies.
  • Print specific pages (e.g., Pages 1-5 or only odd/even pages).
  • Set page orientation (Portrait/Landscape).
  1. Click Print to generate the physical copy. EXPORTING ✔ Save as PDF: Keeps formatting intact and is widely accessible. ✔ Save as Word Document (.docx): Editable in Word. ✔ Save as Web Page (.html): Converts documents for web use.

MAIL MERGE automates the creation of personalized documents (e.g., letters, certificates, labels) using a template and a data source (e.g., Excel file). How to use mail merge in Microsoft Word

  • Open a Word document
  • Select the Mailings tab
  • Click Start Mail Merge
  • Choose Step-by-Step Mail Merge Wizard
  • Select the document type
  • Add placeholders for recipient data
  • Preview the letters
  • Complete the merge Benefits of mail merge
  • Personalized documents with names and addresses from a database
  • Creates a batch of documents that are personalized for each recipient
  • Can be used to create campaigns, surveys, forms, letters, and more. Common Uses of Mail Merge: ✔ Sending mass emails or letters. ✔ Generating certificates with unique names. ✔ Creating mailing labels for envelopes. Mail Merge Shortcuts:
  • Alt + Shift + D → Insert Date Field
  • Alt + Shift + M → Preview Mail Merge

SPREADSHEETS spreadsheet is a software application used to organize, analyze, and manipulate data in tabular form. It consists of rows and columns, allowing users to perform calculations, create charts, and manage large datasets. Common Spreadsheet Applications:

  • Microsoft Excel – The most widely used spreadsheet software.
  • Google Sheets – A cloud-based spreadsheet for online collaboration.
  • LibreOffice Calc – A free alternative to Excel.
  • Apple Numbers – The default spreadsheet application for macOS. BASIC STRUCTURE OF SPREADSHEET: The basic structure of a spreadsheet is a table of cells organized into rows and columns. Components
  • Cells: The basic unit in a spreadsheet, identified by a cell address (e.g., A1, B5). The individual boxes where rows and columns intersect
  • Active Cell: The selected cell, highlighted with a border.
  • Rows: Horizontal arrangements, Usually represented by numbers, like 1, 2, 3
  • Columns: Vertical arrangements, Usually represented by letters, like A, B, C
  • Cell references: A cell can be referred to by its row and column, like C10
  • Workbook: A file cabinet that holds all the related worksheets for a specific project
  • Worksheet: A single document in the workbook Formatting
  • Cell borders: Used to distinguish data, such as separating labels from data
  • Conditional formatting: Dynamically applies styles according to how the data in the spreadsheet changes BASIC WORKSHEET OPERATION ✔ Renaming a Sheet: Double-click the sheet tab at the bottom and enter a new name. ✔ Adding a New Worksheet: Click the “+” button next to sheet tabs. ✔ Deleting a Sheet: Right-click the sheet tab → Select “Delete.” ✔ Rearranging Sheets: Drag and drop to change the order. ✔ Hiding & Unhiding Sheets: Right-click the sheet tab → Select “Hide” (Unhide via View menu).

Working with Multiple Worksheets Linking Data Across Sheets:

  • =Sheet2!A1 → Fetches data from Sheet2, cell A1.
  • =SUM(Sheet1:Sheet3!B2) → Adds values in B2 across multiple sheets. Text and Cell Formatting ✔ Bold, Italic, and Underline: Use Ctrl + B, Ctrl + I, Ctrl + U. ✔ Font Size & Color: Modify via the toolbar. ✔ Cell Borders: Add borders to define sections. ✔ Cell Alignment: Adjust using the toolbar (Left, Center, Right, Justify). Number Formatting ✔ General: Default format for all cell types. ✔ Number: Displays numbers with decimal places. ✔ Currency: Adds currency symbols (e.g., $1,000.00). ✔ Percentage: Converts values into percentages (e.g., 0.5 → 50%). ✔ Date & Time: Formats dates (e.g., 01/01/2025). Conditional Formatting
  • Highlights cells based on conditions.
  • Example: Mark scores < 50 in red → Home > Conditional Formatting > Highlight Rules. Types of Charts ✔ Column Chart: Compares different categories. ✔ Line Chart: Shows trends over time. ✔ Pie Chart:Displays proportions. ✔ Bar Chart: Similar to column charts but horizontal. ✔ Scatter Plot: Displays relationships between two variables. Creating a Chart in Excel
  1. Select Data: Highlight the table.
  2. Insert Chart: Click Insert > Chart, then choose a type.
  3. Customize Chart: Edit title, labels, colors, and legends. Tips for Effective Charts ✔ Use titles and labels for clarity. ✔ Avoid overloading charts with too much data. ✔ Choose the right chart type for your data. Print Settings 📌 Print Preview: Check before printing (File > Print). 📌 Adjust Page Layout: ✔ Set margins for proper spacing. ✔ Use Fit to One Page to scale content properly. ✔ Set Headers & Footers (Page Layout > Header & Footer). Exporting a Spreadsheet ✔ Save as PDF: (File > Save As > PDF) – Best for non-editable reports. ✔ Save as CSV: (File > Save As > .csv) – For structured data. ✔ Save as Excel (.xlsx): Keeps all formulas and formatting. PRESENTATION SOFTWARE software allows you to create presentations using slides, videos, and other media.These applications allow users to combine text, images, charts, and animations to engage an audience. Common Presentation Applications: ✔ Microsoft PowerPoint – The most widely used software. ✔ Google Slides – A cloud-based alternative for collaboration. ✔ LibreOffice Impress – A free, open-source alternative. ✔ Apple Keynote – A presentation tool for Mac users. Key Components of a Presentation a clear objective, audience analysis, engaging introduction, well-structured content, compelling visuals, a strong call to action, a memorable conclusion, audience interaction, confident delivery, and a tailored message aligned with the audience's needs. ✔ Slides – Individual pages of a presentation. ✔ Slide Layouts – Predefined designs for organizing content. ✔ Themes & Templates – Pre-styled designs for consistency. ✔ Text & Multimedia – Adding text, images, videos, and animations. ✔ Transitions & Animations – Effects applied between or within slides. Presentation Shortcuts: Create and edit presentations
  • Ctrl+N: Create a new presentation
  • Ctrl+M: Add a new slide
  • Ctrl+C: Copy selected text, object, or slide
  • Ctrl+V: Paste copied text, object, or slide
  • Ctrl+X: Cut selected text, object, or slide
  • Ctrl+Z: Undo the last action
  • Ctrl+Y: Redo the last action Navigate presentations
  • Page down: Go to the next slide
  • Page up: Go to the previous slide
  • F5: Start the slide show
  • Esc: End the slide show
  • Ctrl+Tab: Switch between different open presentations Control slide show
  • Shift+Ctrl+F5: Start a presentation from the current slide
  • B or (.): Display a black screen
  • W or (,): Display a white screen
  • Slide # + Enter: Jump directly to a particular slide Other shortcuts
  • Ctrl+F: Search in a presentation or use Find and Replace
  • Ctrl+D: Close a presentation
  • Ctrl+Shift+D: Make a copy of the selected slide
  • Ctrl+L: Turn the arrow pointer into a Laser pointer
  • Control + P: Activate the Pen tool to write or draw on slides Creating a New Presentation
  1. Open the application (e.g., PowerPoint, Google Slides).
  2. Choose a blank presentation or use a template.
  3. Save the file (.pptx for PowerPoint, .odp for LibreOffice). Adding & Organizing Slides New Slide: Click New Slide or press Ctrl + M. Slide Layouts: Choose from Title Slide, Two Content, Section Header, etc. Rearranging Slides: Drag slides in the left panel. Deleting Slides: Right-click the slide and select "Delete." Best Practices: ✔ Keep slides simple – One main idea per slide. ✔ Use a consistent theme and font. ✔ Avoid too much text – Use bullet points. Adding and Formatting Text To add text:
  • Click on a text box and start typing.
  • Use Insert > Text Box for additional text. Formatting Options: ✔ Change font type, size, and color. ✔ Apply bold, italic, and underline (Ctrl + B/I/U). ✔ Adjust alignment (left, center, right, justify). ✔ Use bullets and numbering for lists. Tips for Readability: ✔ Use large fonts (24pt or more) for visibility. ✔ Choose easy-to-read fonts like Arial, Calibri, or Verdana. ✔ Maintain proper contrast between text and background. Adding a Chart
  1. Click Insert > Chart.
  2. Choose a type: Column, Line, Pie, Bar, etc.
  3. Enter data in the provided spreadsheet.
  4. Customize labels, colors, and styles. Best Chart Types for Presentations: ✔ Column/Bar Chart – Comparing data. ✔ Line Chart – Showing trends over time. ✔ Pie Chart – Displaying proportions. ✔ Scatter Plot – Showing relationships between variables. Tips for Effective Charts: ✔ Use titles and labels for clarity. ✔ Keep charts simple – Avoid too much data. ✔ Highlight key points with colors or bold label ADDING GRAPHICAL OBJECTS Inserting and Formatting Images Insert an Image: Insert > Pictures or drag an image into the slide. Resize and Crop: Click on the image and use the resize handles. Apply Effects: Use shadows, reflections, and transparency. Working with Shapes & Icons ✔ Insert Shapes: Insert > Shapes → Choose a rectangle, arrow, or callout. ✔ Format Shapes: Change color, border, and effects. ✔ Use Icons: Insert > Icons (Available in PowerPoint & Google Slides). Adding Videos and Audio To insert a video:
  5. Insert > Video → Choose from file, online, or YouTube.
  6. Resize and adjust playback settings (play automatically or on click). To insert audio:
  7. Insert > Audio → Choose from file or record your voice.
  8. Set options like play across slides or loop. Best Practices for Multimedia: ✔ Use high-quality images but avoid too many. ✔ Keep videos short and relevant. ✔ Test audio and video before presenting. Animations (Within a Slide) To add animations:
  9. Click on an object (text, image, shape).
  10. Go to Animations → Choose an effect (e.g., Appear, Zoom, Fly In).
  11. Adjust timing and sequence in the animation pane. Best Practices for Animations: ✔ Use subtle effects (Avoid excessive movement). ✔ Keep animations purposeful – Highlight key points. ✔ Control timing (Fast enough to keep attention). Printing a Presentation Print Setup:
  • File > Print > Settings → Choose from: ✔ Full Page Slides – Prints slides as they appear. ✔ Handouts (3 slides per page) – Includes space for notes. ✔ Notes Pages – Prints slides with speaker notes. Exporting a Presentation ✔ Save as PDF (File > Save As > PDF) – For non-editable sharing. ✔ Save as Video (File > Export > Create a Video) – Converts slides into a video. ✔ Save as Images (File > Save As > PNG/JPG) – Saves slides as individual images.