Information and Communication Technology Skills

Spreadsheet

A spreadsheet is an electronic document with rows and columns used to organize data
and perform calculations.

Example of a spreadsheet:

Date Item Quantity Price per Total Sales

Sold Item
01/04/2025 T-shirt 5 ₹250 ₹1,250
02/04/2025 Jeans 3 ₹1,000 ₹3,000

03/04/2025 Hat 7 ₹200 ₹1,400

Total ₹5,650

Types of spreadsheet

Microsoft Excel

LibreOffice Calc

Google Sheets

Steps to Start LibreOffice Calc

LibreOffice Calc

Key Features:

• Supports functions and formulas for calculations

• Offers charts, graphs, and pivot tables
• Can perform data analysis and sorting/filtering
• Allows multiple sheets in one workbook
• Free to download and use
• Useful for individuals, schools, and businesses looking for a no-cost Excel
alternative

Steps to Start LibreOffice Calc:

1. Ensure LibreOffice is installed on your computer. If not, download it from the

official LibreOffice website and install it.
2. Click on the Windows Start Menu (bottom-left corner of your screen).
3. Type "LibreOffice Calc" in the search bar.
4. Select LibreOffice Calc from the search results.
 5. A blank spreadsheet will open.
6. You can now start typing and entering data directly into the cells.

Components of a Spreadsheet

1. Row

• A horizontal line of cells.

• Identified by numbers (1, 2, 3, …).
• Example: Row 3 includes cells A3, B3, C3, etc.

2. Column

• A vertical line of cells.

• Identified by letters (A, B, C, …).
• Example: Column B includes cells B1, B2, B3, etc.

3. Cell

• A single box where a row and column intersect.

• Identified by a cell reference like A1 (Column A, Row 1).
• It can hold text, numbers, or formulas.

4. Name Box

• Located above the spreadsheet on the left side.

• Shows the address of the selected cell (e.g., A1).
• You can also use it to jump to a specific cell.

The Name Box shows the location of the selected cell. The location of the cell is a
combination of the column letter and the row number.

For example:

• If you click on the first cell, the Name Box will show A1 (Column A, Row 1).
• If you click on another cell, like in Column C and Row 5, it will show C5.

5. Worksheet

• A single sheet within a workbook.

• Contains rows, columns, and cells.
 A worksheet is a collection of cells arranged in the form of a grid, made up of
rows and columns. When you open a spreadsheet for the first time, a blank
worksheet appears with the default name “Sheet1.”

6. Workbook

• The entire spreadsheet file.

• It can contain one or more worksheets.

A workbook is a spreadsheet file that contains one or more worksheets. Each

worksheet can be used to organize different sets of data within the same file.

Functions of a Spreadsheet:

1. Data Entry – Store text, numbers, and dates.

2. Calculations – Use formulas and functions like SUM, AVERAGE.
3. Data Analysis – Sort, filter, and apply conditional formatting.
4. Charts and Graphs – Visualize data using different chart types.
5. Record Keeping – Maintain attendance, marks, or expenses.
6. Automation – Use templates or macros for repeated tasks.

Basic operations in a spreadsheet:

Steps to Enter Data:

• Click on a cell where you want to enter data.

• Type the text, number, or date.
• Press Enter or click on another cell to finish.

Types of Data:

• Text: Names, labels, or descriptions (e.g., "John", "Product A").

• Numbers: Quantities, prices, or any numeric value (e.g., 100, 25.50).
• Formula: Calculations based on data .

Editing Data in a Cell:

• Click on the cell you want to edit.

• Either type over the existing data or click in the formula bar to make changes.
• Press Enter to save the changes.
Deleting Data in a Cell:

• Select the cell you want to clear.

• Press the Delete key on your keyboard to remove the data.

Selecting Multiple Cells:

• Click and drag your mouse over the cells you want to select.
• Or, hold Ctrl (Windows) while clicking individual cells to select multiple non-
contiguous cells.

Saving the Spreadsheet in Various Formats:

• Click on File > Save As.

• Choose the format you need (e.g., .xlsx, .ods, .csv, .pdf).
• Click Save.

Closing the Spreadsheet:

• Click on the X button in the top-right corner (Windows) or top-left (Mac).

• Alternatively, click on File > Close.

Opening the Spreadsheet:

• Click on File > Open and select the spreadsheet file from your computer.
• Or, double-click the file from File Explorer (Windows)

Printing the Spreadsheet:

• Click on File > Print.

• Choose your printer settings and click Print to print the spreadsheet.

Working with Data:

1. Entering Data: Click on a cell and type text, numbers, or formulas. Press Enter
to confirm.
2. Editing Data: Click the cell, make changes, and press Enter.
3. Deleting Data: Select the cell and press the Delete key.
4. Sorting Data: Select the data range, go to the Data menu, and choose Sort.
5. Filtering Data: Use the Filter option to show only specific data based on
conditions.
Formatting Text:

1. Changing Font: Highlight the text, then choose a font style, size, or color from
the toolbar.
2. Bold, Italic, Underline: Use the B, I, and U buttons on the toolbar to format text.
3. Alignment: Align text to the left, center, or right using the alignment buttons in
the toolbar.
4. Text Color: Change text color from the toolbar to make it more visible.
5. Text Wrapping: Enable text wrap to ensure that long text fits within the cell.

Basic Spreadsheet Shortcuts:

1. Copy: Ctrl + C
2. Paste: Ctrl + V
3. Cut: Ctrl + X
4. Undo: Ctrl + Z
5. Redo: Ctrl + Y

Navigating in a Spreadsheet:

1. Move to Next Cell: Tab

2. Move to Previous Cell: Shift + Tab
3. Move to First Cell: Ctrl + Home
4. Move to Last Cell: Ctrl + End

Formatting Shortcuts:

1. Bold: Ctrl + B
2. Italic: Ctrl + I
3. Underline: Ctrl + U
4. Open Format Menu: Ctrl + 1

Other Useful Shortcuts:

1. Insert New Worksheet: Shift + F11

2. Save File: Ctrl + S
3. Find: Ctrl + F
4. Select Entire Column: Ctrl + Space
5. Select Entire Row: Shift + Space
 Advanced features in a spreadsheet:

Sorting Data:

• Sort data alphabetically or numerically.

o Go to Data > Sort to organize data in ascending or descending order.

Filtering Data:

• Filter to display only relevant data based on specific criteria.

o Go to Data > Filter and set the filter conditions.

Protecting Spreadsheet with Password:

• Protect a worksheet or workbook to prevent unauthorized changes.

o Go to Review > Protect Sheet or Protect Workbook and set a password.

Presentation Software

Presentation software is a tool used to create visual presentations, typically consisting

of slides that include text, images, graphics, and multimedia elements. It's widely used
for delivering information in a structured and engaging format.

Advantages

• Makes presentations visually appealing.

• Helps organize information clearly.

• Allows adding images, videos, and animations.

• Easy to edit and update content.

• Supports collaboration and sharing.

• Offers ready-to-use templates and designs.

• Enhances audience engagement.

• Accessible from anywhere (cloud-based options).

Popular presentation software :

1. LibreOffice Impress
2. Microsoft Office – Power point
3. OpenOffice Impress
4. Google Slides
5. Apple Keynote

Steps to start LibreOffice Impress:

1. Make sure LibreOffice is installed on your computer.

2. Type "LibreOffice Impress" in the Windows search bar.
3. Select LibreOffice Impress from the search results.
4. A new blank presentation will open, ready for you to create slides.

Opening a Presentation:

• Open LibreOffice Impress.

• Click File > Open.
• Select the saved presentation file and click Open.

Closing a Presentation:

• Click File > Close.

• If not saved, it will ask you to save before closing.

Saving a Presentation:

• Click File > Save or press Ctrl + S.

• To save with a new name or format, click File > Save As.

Printing a Presentation:

• Click File > Print.

• Choose printer settings and click Print to get a hard copy.

Working with Slides and Text:

• Adding Slides: Click Insert > Slide or press Ctrl + M.

• Deleting Slides: Right-click the slide thumbnail and select Delete Slide.
• Adding Text: Click inside a text box and start typing.
• Formatting Text: Use toolbar options to change font, size, and style.
• Highlighting Text:
o Bold: Ctrl + B
o Underline: Ctrl + U
 o Italic: Ctrl + I
• Aligning Text: Use Left, Center, Right, or Justify alignment from the toolbar.
• Changing Text Colour: Select text and click the Font Colour option to choose a
colour.

Advanced Features in Presentation:

• Inserting Shapes:
o Click Insert > Shape, select a shape, and draw it on the slide.
• Inserting Clipart and Images:
o Click Insert > Image to add pictures or clipart from your computer.
• Changing Slide Layout:
o Right-click on the slide, select Layout, and choose a different design.

Check your Progress (Book questions with answers)

1. A______ is an electronic document used to store data in a

systematic way and perform calculations just like an expense
sheet.
Ans. Spreadsheet
2. Which of the following functions can be performed with the help of
spreadsheets
1. Maintaining records
2. Creating videos
3. Analysing data
4. Performing financial calculations
5. Writing letters
A. 1,2,3,4,5
B. 1,3,4
C. 1,3,5
D. 3,4,5

The correct answer is:

B. 1, 3, 4

• 1. Maintaining records, 3. Analyzing data, and 4. Performing financial calculations

can be done with spreadsheets.

• 2. Creating videos and 5. Writing letters are not functions of spreadsheets.

 3. Match the column

Grid of horizontal rows Worksheet

and vertical columns
Horizontal arrangement Row
of cells numbered
1,2,3,4
Where rows and Cell
columns meet or
intersect
Which contains one or Workbook
more worksheets
Vertical arrangement of Column
cells named A,B,C,D

4. A _______ is an arrangement of cells in a horizontal manner

o Ans. Row
5. The correct order of steps for entering data in a spreadsheet is:

A. Type the data, click the cell and press Enter

B. Click the cell, type the data and press Enter

C. Press Enter click the cell and type the data

D. Click the cell press Enter and type the data

The correct answer is:

B. Click the cell, type the data and press Enter

First, you click the cell → then type the data → then press Enter to complete the entry.

6. What will you do to select an entire worksheet in a spreadsheet.

A. Click the file tab and select properties from the list

B. Click the grey row heading

C. Click the grey rectangle in the upper left corner of the spreadsheet

D. Click the grey column heading

The correct answer is:

C. Click the grey rectangle in the upper left corner of the spreadsheet.
Clicking the small grey rectangle where the row numbers and column letters meet
selects the entire worksheet.

7.What is the default alignment of numbers in a cell

A. Left Aligned

B. Right aligned

C. Centre Aligned

D. Randomly aligned

The default alignment of numbers in a cell is right-aligned.

When you enter numbers in a spreadsheet, they automatically align to the right side of
the cell.

8.By default the text in a cell is left aligned. State whether this is true or false

True.

By default, text in a cell is left-aligned in a spreadsheet.

9. What is the short cut key to underline text in a spreadsheet

Ctrl +u

10. Which of the following features is used to perform addition in spreadsheets

A. Format option

B. Charts

C. Graphs

D. Formula

D. Formula
A formula is used to perform addition and other calculations in spreadsheets.
11. Which of the following signs define a formula

A. +

B. /

C. =

D. +

The correct answer is:

C. =

Explanation:
In spreadsheet applications like Microsoft Excel, Google Sheets, and LibreOffice Calc,
every formula must begin with an equals sign (=). This indicates to the program that the
following input is a formula intended for calculation.

12. Which menu option will you use to sort data ?

Tools

Data

Format

View

Data

To sort data, select the desired range and navigate to Data > Sort. This allows you to
organize your data based on specific criteria.

13. Mr. Gupta has a spreadsheet with a list of 500 items in his shop. A customer comes
and asks for a particular item. How should he arrange the data so that he can find the
item fast. What should Mr. Gupta do. He will:

A. Apply filter

B. Sort the data

C. Use password

D. Format data
A. Apply filter
Applying a filter allows Mr. Gupta to quickly locate a specific item from his list of 500 by
narrowing down the data based on criteria such as item name, category, or price. This
method is efficient for pinpointing specific entries without rearranging the entire
dataset.

14. Mr. Verma shares the computer in his office with other colleagues. He wants to
make sure no one sees the financial data he saves on the computer. What should be
do?

A. Lock the computer in a cupboard

B. Change the password of his computer so that no one can use

C. Apply password to the financial data sheet

D. Leave it as it is and hope no one will open it.

C. Apply password to the financial data sheet

To ensure that no one else can access his financial data, Mr. Verma should apply a
password to the spreadsheet. This will encrypt the file, making it accessible only to
those who know the password.

15. You have a summer vacation project on how to make biogas.

You have done a lot of research, clicked pictures of biogas plants and taken videos of
people who use biogas. Now you have to make a presentation before the class. What
would you use

A. Chart paper

B. Word document

C. Presentation software

D. Spreadsheet

Ans. Presentation Software

16. What do you need to install on your computer to be able to run Impress?

A. Google
B. Microsoft Office

C. LibreOffice

D. Apple iOS

Ans. C LibreOffice

17. How many text boxes does the first slide of LibreOffice impress have by default

A. 1

B. 2

C. 3

D. 4

The correct answer is B. 2.

By default, the first slide in LibreOffice Impress typically has two text boxes: one for the
title and one for the content.

18. Which is the correct step to save a presentation

A. File>print

B. File>Print>Handout

C. File>Print>Handout>OK

D. File>OK

The correct step to save a presentation is A. File > Save As > Type > File Name > Save.

This allows you to save your presentation with a specific file name and file type.

19. Which is the correct step to close a presentation

A. File>save as >type file name>save

B. File>exit

C. File>close
D. File>export

The correct step to close a presentation is C. File > Close.

This will close the current presentation in LibreOffice Impress. If you haven't saved your
work, it will prompt you to save before closing.

20. Which is the correct step for printing a presentation

A. File>print

B. File>Print>Handout

C. File>Print>Handout>OK

D. File>OK

The correct step for printing a presentation is A. File > Print.

You can select various print options (such as handouts, slides, etc.) from the print
dialog box that appears after selecting File > Print.

21. Which menu option do you use to insert a slide

A. Edit

B. Insert

C. Slide

D. Tools

The correct menu option to insert a slide is B. Insert.

You can find the "Slide" option under the Insert menu to add a new slide to your
presentation

22. How will you usually align the title of a slide

A. Left

B. Right

C. Centre
D. Justify

The correct answer is C. Centre.

By default, the title of a slide in most presentation software, including LibreOffice

Impress, is typically aligned to the center.

23. Which option will you use to change the colour of the text

A. Font colour

B. Font

C. Highlight colour

D. Format

The correct answer is A. Font Colour.

The Font Colour option is used to change the colour of the text in a presentation.

24. Which menu option will you click on to insert shapes and images

A. Format

B. Tools

C. Edit

D. Insert

The correct answer is D. Insert.

You use the Insert menu to add shapes, images, tables, charts, and other objects to
your presentation in LibreOffice Impress.

25. What are the steps to insert a square shape in a presentation

A. Insert>shape>line>square

B. Tools>shape>line>square

C. Insert>shape>basic>square
D. Format>text>basic>square

The correct answer is C. Insert > Shape > Basic > Square.

This is the correct path to insert a square shape into your presentation in LibreOffice
Impress.

What happens when you change the layout of a slide in LibreOffice Impress:

• The format of the text changes.

• New slide is inserted .
• The arrangement of content (text, images, shapes) changes.
• The title gets aligned to the centre of the slide.