MIDTERMS – IT APPLICATIONS

MODULE 5 & 6: MS WORD APPLICATION• Print- Allows you to send a document to a

SOFTWARE printer to get hard copy.
• Search and replace- Allows you to direct the
TERMINOLOGIES
word processor to search for a particular word or
• Copy- Allows you to duplicate a section of text. phrase.
• Cut and Paste- Allows you to remove (cut) a• Spell checking- Identifies words that don’t
section of text from one place in a document and appear in a standard dictionary.
insert • Windows- Allows you to edit two or more
(paste) it somewhere else. documents at the same time. Each document
• Delete text- Allows you to erase characters, appears in a separate window. This is particularly
words, lines, or pages. valuable when working on a large project that
• File management- Provides file management consists of several different files.
capabilities that allow you to create, delete, move,• Word wrap- Automatically moves to the next
and search for files. line when you have filled one line with text, and
• Font specifications- Allows you to change fonts it will readjust text if you change the margins.
within a document. For example, you can specify• Word processor--a computerized version of the
bold, italics, and underlining. Most word standard typewriter but with features such as
processors also let you change the font size and spell check, save and store documents, add
even the typeface. images and shapes and many more.
• Grammar checking- Identifies sentences,• Word processing—refers to the act of using a
paragraphs, and punctuation that doesn’t appear computer to create, edit, save, and print
to meet commonly recognized rules of grammar. documents.
• Headers, Footers, and Page• MS Word—is the most important word-
numbering- Allows you to specify customized processing office application used by students.
headers and footers that the word processor will
put at the top and bottom of every page. The word HEADERS AND FOOTERS
processor automatically keeps track of page These elements stay at the top or bottom of you
numbers so that the correct number appears on page and can be edited separately from the body
each page. of your document.
• Insert text- Allows you to insert text anywhere 1. Select Insert.
in the document. 2. Select Header or Footer.
• Merge- Allows you to merge text from one file 3. Choose one of the built-in templates displayed.
into another file. This is particularly useful for Your selected template is added to your
generating document.
many files that have the same format but different 4. Place your cursor in the header or footer, and
data. Generating mailing labels is the classic add your desired
example of using merges. text.
• Page size and margins- Allows you to define 5. When you’re done editing, select Close
various page sizes and margins, and the word Header and Footer.
processor will automatically readjust the text so
that it fits.
TABLES
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1. Select Insert.
2. Select Header or Footer.
3. Choose one of the built-in templates displayed.
Your selected
template is added to your document.
4. Place your cursor in the header or footer, and
add your desired
text.
5. When you’re done editing, select Close
Header and Footer.

CREATING AND FORMATTING TABLES

• Table--is a grid of cells arranged
in rows and columns. Tables can be
customized and are useful for various
tasks such as presenting text
information and numerical data.
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FOR SPELLING “ERRORS”

Ignore Once: This will skip the word
without changing it.
Ignore All: This will skip the word
without changing it, and it will also
skip all other instances of this word in
the document.
: This adds the word to the dictionary
so it will never come up as an
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error. Make sure the word is spelled To use the grammar check feature:
correctly before choosing this option.
1. Right-click the underlined
word or phrase. A menu
FOR GRAMMAR “ERRORS” will appear.
Ignore Once: This will skip the “error” 2. Click the correct
without changing it. phrase from the listed
Ignore Rule: This will skip this “error”; and suggestions.
all other instances that relate to this grammar 3. The corrected phrase will
rule. appear in the document.
Next Sentence: This skips the sentence
without changing it and leaves it marked as
an error. This means it will still show up if
you do another spelling and grammar check
later on.

COLOR INDICATIONS
• Red line—indicates a misspelled
word.
• Green line—indicates a grammatical
error.
• Blue line—indicates a contextual
spelling error. This feature is turned
off by default.
o Contextual spelling error—
occurs when the wrong word
is used but the word is spelled
correctly.

To use the spelling check feature:

• Templates – In MS Word are pre-defined
1. Right-click the underlined professional designs for users. In which
word. A menu will appear. all the page layout, fonts, colors, graphics,
2. Click the correct spelling of outline, text boxes, etc. word processor
the word from the listed user get by default.
suggestions.
3. The corrected word will
appear in the document. *** END OF MODULE 5-6 ***
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MODULE 7: QR CODE 6. Test the QR code to make sure it

scans.
• QR Code— (short for "quick response"
7. Share and distribute your QR code.
code) is a type of barcode that contains
8. Track and analyze performance.
a matrix of dots.
o It can be scanned using a QR scanner
or a smartphone with a built-in
camera. • Barcodes—convey data using a
o All QR codes have a square shape combination of various widths of parallel
and include three square outlines in lines and are commonly found on the
the bottom-left, top-left, and top- back of product packages.
right corners which define the o was first put to practical use in
orientation of the code. the 1960s by U.S. railroads to
track equipment and containers
o Traditional, two-dimensional
TYPES OF QR CODES barcodes came into common use
in U.S. retail stores in 1974.
• Static QR codes—the most common type,
are used to disseminate information to the QUICK RESPONSE CODE TYPES
general public. They are often displayed in
advertising materials in the environment 1. Micro QR Code: A smaller version
(such as billboards and posters), on television of a traditional QR code used when
and in newspapers and magazines. space is limited. Micro QR codes can
• Dynamic QR codes (sometimes referred to vary in size, but the smallest is 11 x
as unique QR codes)—offer more 11 modules, encoding up to 21
functionality. The owner can edit the code at alphanumeric characters.
any time and can target a specific individual 2. Model 1 QR Codes: Model 1 is the
for personalized marketing. prototype of Model 2 and Micro QR.
1 to 14 versions are registered to the
AIMI standard. Its maximum data
• Densa-Wave—a Toyota company that capacity is 468 bytes, which can
developed the QR code in the 1994. The encode up to 707 alphanumeric
codes were originally used for tracking characters.
automobiles. 3. Model 2 QR Codes: Model 2 has an
alignment pattern for better position
adjustment and contains greater data
How to generate a QR code? density than Model 1. 1 to 40 versions
1. Select a QR code generator. are registered to the AIMI standard,
2. Choose the type of content you're with version 40 capable of storing up
promoting. to 4,296 alphanumeric characters.
3. Enter your data in the form that 4. IQR Code: Can be created in squares
appears. or rectangles to be used in where
4. Consider downloading a dynamic space of shape is an issue. It can be
QR code. in any one of 61 formats.
5. Customize it.
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5. SQRC: Features a restricted reading

function to contain private
information.
6. Frame QR: Customizable frame that
can contain larger data in formats
such as graphics, illustrations, or
photos.

• Optical Character Recognition

(OCR)—is a technology that
recognizes text and numbers within a
digital image.

• RFID tag—is a small tag that

contains a microchip, wrapped in
plastic or paper for protection/ It
stores any data assigned to it.

o Uses radio waves to scan

o More expensive than barcodes
and QR codes
• Vector graphics—is the creation of
digital images through a sequence of
commands or mathematical
statements that place lines and shapes
in a given 2D or 3D space.

*** END OF MODULE 7 ***

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MODULE 8 & 9: MS EXCEL address. Columns are usually labelled with

APPLICATION SOFTWARE letters while rows are usually numbers.
A workbook is a collection of worksheets.
• Microsoft Excel—is a spreadsheet By default, a workbook has three cells in
program that is used to record and Excel. You can delete or add more sheets to
suit your requirements. By default, the sheets
analyze numerical data.
are named Sheet1, Sheet2 and so on and so
• Cell—the point where a column and a forth. You can rename the sheet names to
row meet. more meaningful names i.e. Daily Expenses,
• Address of a cell—is given by the letter Monthly Budget, etc.
representing the column and the number
representing a row.
Customization of the ribbon
UNDERSTANDING THE RIBBON

• Ribbon start button - it is used to access

commands i.e. creating new documents,
saving existing work, printing, accessing
the options for customizing Excel, etc. 1. Select customize ribbon tab
• Ribbon tabs – the tabs are used to group 2. Un-check Page Layout,
similar commands together. The home
Review 2, View Tabs
tab is used for basic commands such as
formatting the data to make it more 3. Click on OK button when
presentable, sorting and finding specific done
data within the spreadsheet.
• Ribbon bar – the bars are used to group
similar commands together. As an IMPORTANT EXCEL SHORTCUTS
example, the Alignment ribbon bar is
used to group all the commands that are Ctrl + P used to open the print
used to align data together. dialogue window

UNDERSTANDING THE WORKSHEET

(Rows, Columns, Sheets, Workbooks) Ctrl + N creates a new workbook
A worksheet is a collection of rows and
columns. When a row and a column meet,
Ctrl + S saves the current workbook
they form a cell. Cells are used to record data.
Each cell is uniquely identified using a cell
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6. Click in the Criteria box and type

Ctrl + C copy contents of current
>5.
select
7. Click OK.

Ctrl + V paste data from the clipboard

TOP 10 FUNCTIONS
1. COUNT—to count the number of
SHIFT + displays the function insert cells that contain numbers.
F3 dialog window Note: use COUNTBLANK and
COUNTA to count blank/nonblank
cells in Excel. COUNTA stands for count
SHIFT + Creates a new worksheet all.
F11
2. SUM—to sum a range of cells or to
sum an entire column.
F2 Check formula and cell 3. IF—checks whether a condition is
range covered met, and returns one value if true and
another value if false.
4. AVERAGE—used to calculate the
average of a group of numbers.
• Formula—is an expression which 5. COUNTIF—counts the number of
calculates the value of a cell. cells that contain exactly ____ + a
Functions are predefined formulas series of zero or more characters, An
and are already available in Excel. asterisk matches a series of zero or
more characters.
To insert a function 6. SUMIF—sums values in the range if
1. Select a cell. the corresponding cell in the range
2. Click the Insert Function button. contain exactly +1 character.
a. ?—matches exactly one
character.
7. VLOOKUP—looks up the value of
the first argument in the second
argument.
The 'Insert Function' dialog box 8. INDEX AND MATCH—used to
appears.
perform advanced lookups.
3. Search for a function or select a
function from a category. For
example, choose COUNTIF from the
Statistical category.
4. Click OK.
The 'Function Arguments' dialog box
appears.
5. Click in the Range box and select
the range A1:C2.
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9. MIN and MAX—to find the cell ranges in parentheses. If

minimum value, use the MIN there is more than one
function. To find the maximum value, argument, you must separate
use the MAX function. each argument by a comma.
10. SUMPRODUCT—to calculate the
sum of the products of the For
example, =COUNT(C6:C14
corresponding numbers in one or
,C19:C23,C28) will count al
more ranges. l the cells in the three
arguments that are included
in parentheses.
THE PARTS OF A FUNCTION
USING THE AUTOSUM COMMAND
• Syntax—must be followed for the
AutoSum command—allows you to
function to work properly. The basic
automatically return the results for a range of
syntax to create a formula is to insert
cells for common functions like SUM and
an equals sign (=), function name, AVERAGE.
and argument. Arguments contain
the information you want the formula 1. Select the cell where the
to calculate. answer will appear (E24, for
Example: example).
2. Click the Home tab.
3. In the Editing group, click
the AutoSum drop-down
arrow and select the function
you want (Average, for
example).
SHORTCUT: Alt + =
WORKING WITH ARGUMENTS

Arguments must be enclosed in parentheses. TERMINOLOGIES

Individual values or cell references inside the
1. Active Cell: A cell which is currently
parentheses are separated by
selected. It will be highlighted by a
either colons or commas.
rectangular box and its address will be
shown in the address bar. You can activate
• Colons create a reference to a
a cell by clicking on it or by using your
range of cells.
arrow buttons. To edit a cell, you double-
click on it or use F2 to as well.
For
2. Cell: A cell is a smallest but most
example, =AVERAGE(E19
powerful part of a spreadsheet. You can
:E23) would calculate
enter your data into a cell either by typing
the average of the cell range
or by copy-paste.
E19 through E23.
3. Columns: A column is a vertical set of
• Commas separate individual
cells. A single worksheet contains 16384
values, cell references, and
 MIDTERMS – IT APPLICATIONS

total columns. Every column has its own workbook contains one or more
alphabet for identity, from A to XFD. You worksheets.
can select a column clicking on its header. 14. Worksheet: A worksheet is made up of
4. Rows: A row is a horizontal set of cells. A individual cells which can contain a value,
single worksheet contains 1048576 total a formula, or text. It also has an invisible
rows. Every row has its own number for draw layer, which holds charts, images,
identity, starting from 1 to 1048576. You and diagrams.
can select a row clicking on the row 15. Worksheet Tab: This tab shows all the
number marked on the left side of the worksheets which are present in the
window. workbook. By default you will see, three
5. Fill Handle: It’s a small dot present on the worksheets in your new workbook with
lower right corner of the active cell. It the name of Sheet1, Sheet2, Sheet3
helps you to fill numeric values, text series, respectively.
insert ranges, insert serial numbers, etc.
6. Address Bar: It shows the address of the
active cell. If you have selected more than *** END OF MODULE 8 & 9 ***
one cell, then it will show the address of
the first cell in the range.
7. Formula Bar: The formula bar is an input
bar, below the ribbon. It shows the content
of the active cell and you can also use it to
enter a formula in a cell.
8. Title Bar: The title bar will show the
name of your workbook, followed by the
application name (“Microsoft Excel”).
9. File Menu: The file menu is a simple
menu like all other applications. It
contains options like (Save, Save As,
Open, New, Print, Excel Options, Share,
etc).
10. Quick Access Toolbar: A toolbar to
quickly access the options which you
frequently use. You can add your favorite
options by adding new options to quick
access toolbar.
11. Ribbon Tab: Starting from the Microsoft
Excel 2007, all the options menus are
replaced with the ribbons. Ribbon tabs are
the bunch of specific option group which
further contains the option.
12. Status Bar: It is a thin bar at the bottom
of the Excel window. It will give you an
instant help once you start working in
Excel.
13. Workbook: A workbook is a separate file
just like every other application has. Each
 MIDTERMS – IT APPLICATIONS

MODULE 10: ADVANCED EXCEL • =IF(C2=1,”Yes”,”No”)

FORMULAS
In this example, the formula in cell D2
• Formula is an expression that calculates says: IF(C2 = 1, then return Yes, otherwise
values in a cell or in a range of cells. return No)As you see, the IF function can
be used to evaluate both text and values. It
For example, =A2+A2+A3+A4 is a formula can also be used to evaluate errors. You
that adds up the values in cells A2 through A4. are not limited to only checking if one
thing is equal to another and returning a
• Function is a predefined formula already single result, you can also use
available in Excel. Functions perform mathematical operators and perform
specific calculations in a particular order additional calculations depending on your
based on the specified values, called criteria. You can also nest multiple IF
arguments, or parameters. functions together in order to perform
multiple comparisons.
IF FUNCTION

It allows you to make logical comparisons

between a value and what you expect. So,
an IF statement can have two results. The
first result is if your comparison is True,
the second if your comparison is False.

The IF function is one of the most

popular functions in Excel, and it • =IF(C2>B2,”Over Budget”,”Within
aSimple IF examples Budget”)

In the above example, the IF function in D2

is saying IF(C2 Is Greater Than B2, then
return “Over Budget”, otherwise return
“Within Budget”)

• =IF(C2=”Yes”,1,2)

In the above example, cell D2 says: IF(C2 =

Yes, then return a 1, otherwise return a 2)
• =IF(C2>B2,C2-B2,0)
In the above illustration, instead of returning
a text result, we are going to return a
mathematical calculation. So the formula in
E2 is saying IF(Actual is Greater than
Budgeted, then Subtract the Budgeted
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amount from the Actual amount, otherwise

return nothing).

• SUMIFS function – Syntax and

explanation:
• SUMIFS formula takes a range for
summing the values and at least one
criteria range and criteria. You can
specify as many as 127 conditions for
• =IF(E7=”Yes”,F5*0.0825,0)
summing your data.
In this example, the formula in F7 is
saying IF(E7 = “Yes”, then calculate the
Total Amount in F5 * 8.25%, otherwise no
Sales Tax is due so return 0)

SUMIFS FUNCTION

• SUMIFS - Excel SUMIFS function Using SUMIFS() with Date & time values
is used to calculate the sum of values When you have a column of dates, you can
that meet any criteria. apply special operators like >, <, =, <> to
specify a date range.
• Using SUMIFS you can find the sum For example, to count total sales between
of values in your data that meet March 2018 and May 2018, we can use
multiple conditions. =SUMIFS(acme[Sales], acme[Sales
• So, to get the sum of all the Blow Date],">=1-Mar-2018", acme[Sales Date],
Torches sold in North, we just write, "<=31-May-2018")
• =SUMIFS(D3:D16, B3:B16,"Blow
Torch",C3:C16,"North") COUNTIF FUNCTION
• Similarly to find the podgun sales in
East, just write, Use COUNTIF, one of the statistical
functions, to count the number of cells that
meet a criterion; for example, to count the
number of times a particular city appears in a
customer list.
In its simplest form, COUNTIF says:
• =COUNTIF(Where do you want to look?,
What do you want to look for?)
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For example:
• =COUNTIF(A2:A5,"London")
• =COUNTIF(A2:A5,A4)

SUMPRODUCTS AND ARRAYS

It takes 1 or more arrays of numbers and gets

the sum of products of corresponding
numbers.
The syntax is =SUMPRODUCT (list 1, list
2 ...)
So, for ex: if you have data like {2,3,4} in one
list and {5,10,20} in another list, and if you • VLOOKUP –performs a
apply SUMPRODUCT, you will get 120 vertical lookup by searching for a
(because 2*5 + 3*10 + 4*20 is 120). value in the first column of a
table and returning the value in
the same row in the
index_number position.
The VLOOKUP function is a
Lets say you have a list of sales data with built-in function in Excel that is
columns Name, Region, Product and Sales. categorized as a
Now, you want to know how many units the Lookup/Reference Function.
sales person named “Luke” sold. This is
simple, you will write a SUMIF
formula [examples] and use the Name
column as “criteria range” and Sales column
as “sum range”.

While VLOOKUP is used to fetch value a

Using SUMPRODUCT as an array based on what you are looking for, MATCH
formula is used to fetch the position of the value you
Assuming, the data is in range A1:D10, with are looking for.
Name in column A, Region in B, Product in
C and Sales in D, the SUMPRODUCT
formula is,
=SUMPRODUCT(--(A1:A10="Luke
Skywalker"),--(B1:B10="West"),D1:D10)
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=VLOOKUP( this value, your data table, 3. INDEX - =INDEX() returns the value of
column number, optional is your table a cell in a table based on the column and
sorted?) row number.
4. MATCH - =MATCH() returns the
position of a cell in a row or column.
5. SUMIFS Function - is a worksheet
function that adds all numbers in
a range of cells based on one criteria.
6. SUMPRODUCTS Function - is
a function in Excel that multiplies range
of cells or arrays and returns the sum of
products.
7. VLOOKUP Function - performs a
vertical lookup by searching for a value
in the first column of a table and
returning the value in the same row in
the index_number position.
8. Workbook: A workbook is a separate
INDEX FUNCTION file just like every other application has.
INDEX function is your way of telling Each workbook contains one or more
excel to fetch a value from large range worksheets.
of values. Since MATCH() function can tell 9. Worksheet: A worksheet is made up of
us where the data is found, you can then individual cells which can contain a
use INDEX() function to extract value, a formula, or text. It also has an
corresponding data from another column. invisible draw layer, which holds charts,
In this case, we can use MATCH() to find images, and diagrams.
out which row has net sales 1,799 and 10. Worksheet Tab: This tab shows all the
INDEX() to return the name of the person. worksheets which are present in the
Like this: workbook. By default you will see, three
Find the position of 1,799 in sales: worksheets in your new workbook with
=MATCH(1799, $C$2:$C$14, 0) the name of Sheet1, Sheet2, Sheet3
The answer will be 8. respectively.
To find the 8th person in names list, we can
use INDEX() function like this: *** END OF MODULE 10 ***
=INDEX($A$2:$A$14, 8)
The answer will be Jagjit.

TERMINOLOGIES
1. COUNTIF Function - is an
Excel function to count cells in a range
that meet a single condition.
2. IF Function - to return one value if a
condition is true and another
value if it's false