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📊 Spreadsheet – Complete Overview

✅ What is a Spreadsheet?

A spreadsheet is a digital tool that organizes data in rows and columns. It allows you to:

 Store data

 Perform calculations

 Analyze and visualize data using charts and functions

Popular Spreadsheet Tools:

 Microsoft Excel

 Google Sheets (part of Google Workspace)

🧩 Features of a Spreadsheet

Feature Description

Cell The basic unit where data is entered; intersection of a row and column (e.g., A1)

Name Box Displays the address or name of the currently selected cell

Formula Bar Shows the content/formula in the selected cell

Sheet Tabs Located at the bottom; lets you manage multiple sheets in a file

🔃 Sorting and 🔍 Filtering

➤ Sorting

 Organize data alphabetically (A–Z or Z–A), or numerically (smallest to largest).

 Found in Data → Sort in Google Sheets and Excel.

➤ Filtering

 Temporarily hide rows based on criteria.

 Use Data → Create a Filter to enable filtering options.

🎨 Cell Formatting
Option Examples

Font & Size Change font style and size

Bold/Italic/Underline Highlight key text

Text Alignment Left, Center, Right, Top, Middle, Bottom

Number Format Currency, Percentage, Date, Custom formats

Coloring Change background color or text color

🎯 Conditional Formatting

 Apply formatting based on cell values.

 Example: Highlight cells > 80 in green.

 Found in:

o Google Sheets: Format → Conditional formatting

o Excel: Home → Conditional Formatting

➕ Inserting Elements

Action Where to Find

Row Right-click → Insert Row above/below

Column Right-click → Insert Column left/right

Sheet Bottom tab → "+" icon or Insert → Sheet

Charts Insert → Chart (then customize via Chart Editor)

🧩 Functions

1. Text Functions

Function Example Description

UPPER() =UPPER("hello") → "HELLO" Converts to uppercase

LOWER() =LOWER("HELLO") → "hello" Converts to lowercase

CONCAT() =CONCAT(A1, B1) Joins two texts

TEXT() =TEXT(A1, "dd-mm-yyyy") Format numbers/dates as text

2. Logical Functions

Function Example Description

IF() =IF(A1>10, "Pass", "Fail") Conditional logic

AND() =AND(A1>10, B1<50) Returns TRUE if all conditions are true

OR() =OR(A1>10, B1<50) Returns TRUE if one condition is true

NOT() =NOT(A1=5) Reverses the logic

3. Math Functions

Function Example Description

SUM() =SUM(A1:A10) Adds numbers

AVERAGE() =AVERAGE(B1:B5) Calculates average

ROUND() =ROUND(3.1456, 2) → 3.15 Rounds number

MAX() / MIN() =MAX(A1:A10) Finds largest/smallest value

4. Lookup Functions

Function Description

VLOOKUP(search_key, range, col_index,

Vertical lookup (down columns)
[is_sorted])

HLOOKUP(search_key, range, row_index,

Horizontal lookup (across rows)
[is_sorted])

Returns a filtered version of data based on

FILTER(range, condition)
condition

📊 Charts

➤ Chart Types

 Bar Chart

 Line Chart

 Pie Chart

 Column Chart
  Scatter Plot

➤ Chart Editor (Google Sheets)

 Customize chart type, colors, labels, legends, axes.

 Access via Insert → Chart, then use Chart Editor panel.

🔗 Links

 Insert hyperlinks to:

o Other sheets

o Web pages

o Cell references

 Use: Insert → Link or Ctrl + K

🔐 Protecting the Spreadsheet

➤ Google Sheets:

 Protect range/sheet: Right-click sheet or range → Protect range.

 Set permissions: Only allow specific users to edit certain areas.

➤ MS Excel:

 Protect Sheet: Review → Protect Sheet → Set password

 Can allow or restrict editing of specific cells

Unit – 2

Presentation Software / Tools and Social Media Skills

✅ 1. Popular Presentation Tools

Tool Key Features

Google Slides Cloud-based, collaborative, template gallery, free to use

Tool Key Features

Microsoft PowerPoint Rich design tools, animations, widely used in business & education

Canva Drag-and-drop interface, great for visual presentations

Prezi Zoomable canvas, dynamic storytelling tool

Keynote (Apple) Smooth animations, Apple device integration

🧩 2. Google Slides Features

📁 Template Gallery

 Access ready-made presentation templates.

 Go to: File > New > From template gallery

 Great for quick and professional-looking slides.

📝 Creating Slides for Presentations

 Use + to add new slides.

 Choose from pre-defined layouts: Title slide, Two-column, Section header, etc.

🎨 Themes & Layouts

 Themes: Change the overall design and color scheme.

 Layouts: Choose different content structures for each slide.

🖼️ Inserting Media

Type How to Insert

Images Insert > Image > Upload from computer, Google Drive, or Search the Web

Audio Insert > Audio (Upload or from Drive)

Video Insert > Video (YouTube or from Google Drive)

Charts Insert > Chart (Bar, Pie, Line, etc. – link to Google Sheets if needed)

🗒️ Speaker Notes

 Use the speaker notes panel below slides to add talking points.

 Helps the presenter without displaying notes to the audience.

✏️ Editing and Deleting Slides

 Right-click slide > Edit, Duplicate, Delete, Move

 Drag to reorder slides.

🔳 Grid View

 Click View > Grid view

 Shows all slides at once for easier navigation and rearranging.

🎞️ Custom Animation and Transitions

 Go to Slide > Transition

 Animate text/images (entrance, exit, emphasis).

 Set slide transitions like fade, slide, flip, etc.

📽️ Slide Show

 Present button (top-right) or View > Present

 Use keyboard shortcuts (e.g., arrow keys, ESC, etc.) to control the show.

🌐 3. Accessing the Internet

🔖 Bookmarking a Website

 Save favorite or useful websites for quick access.

 In Chrome: Click ⭐ in the address bar > Choose folder > Done.

 Organize bookmarks into folders (e.g., Research, Tools, News).

🔍 Effective Google Search

 Use keywords wisely: e.g., "exact phrase", site:.edu, filetype:pdf

 Use filters like Images, News, Tools (Time), etc.

 Use related: or intitle: for advanced results.

📅 4. Scheduling a Virtual Meeting

🔗 Using Google Meet

 Go to Google Calendar > Create Event

 Add title, time, and participants.

 Click “Add Google Meet video conferencing”

 Send invite.

💻 Using Zoom

 Open Zoom app or website

 Click Schedule
  Set topic, date, time, duration

 Choose settings (e.g., password, waiting room)

 Save and share the invite link.

📧 5. Email Netiquettes (Email Etiquette)

Do's Don'ts

Use a clear subject line Don’t leave subject empty

Begin with a proper greeting Avoid overly casual intros (e.g., “Hey”)

Be concise and to the point Don’t ramble or write huge paragraphs

Use professional language & tone Avoid slang, emojis in formal emails

Proofread for grammar and spelling Don’t send emails without reviewing

Include a signature (Name, Contact) Don’t forget to identify yourself

Reply promptly and politely Don’t ignore important messages