MICROSOFT OFFICE NOTES

Overview

Microsoft office developed by Microsoft Company, in Microsoft office following program are
available:

 Microsoft word
 Microsoft excel
 Microsoft power point
 Microsoft Access etc.

1. Word, a powerful word processor capable of generating anything from a typewriter-style to

a fully formatted Page/Notes/Books like this one.
2. Excel a spreadsheet and charting application capable of performing complex mathematical
and financial analysis.
3. PowerPoint, a presentation designer that will have you putting together slide shows in
minutes, incorporating data from word, excel, and access as needed.
4. Access, a relational database application capable of strong all the data your company
produces and reassembling it I any style report you care to design.

Ms-Office Programs & Their Executable Files

 Executable File of Microsoft Word is WINWORD.EXE.

 Executable File of Microsoft Excel is EXCEL.EXE
 Executable File of Microsoft Power Point is POWERPNT.EXE
 Executable File of Microsoft Access is MSACCESS.EXE

Ms-Office Programs & Their Default Extensions

 Microsoft Word Save their Document with "user defined file name" and add "DOC"
extension by default, & for templates save "Template Name" with DOT extension.
 Microsoft Excel Save their workbooks with "user defined file name" and add "XLS"
extension by default, & for workspaces save "Work Space name" with "XLW" extension.
 Microsoft PowerPoint Save their Presentation with "user defined file name" and add "PPT"
extension by default.
 Microsoft Access Save their Databases with "User Defined file name" and add "MDB"
extension.

Creating a New Document in Word, Work Book in Excel, Blank Presentation

in PowerPoint

To create a new file based on the default Template, click the New Button on the standard toolbar
or press Ctrl+N or Alt+F+N word will open a new document named
Documentx(Document1,Document2,Document3, etc). Excel a new SpreedSheet named Bookx,
Powerpoint named presentation x, and access a new database that it will make you save at once by
using the file new Database dialog Box.

To Create a new file based on a different template:

1.
2. Choose File  New to display the new dialog box for the application select any template
you want to capture in your current File. For example Letters and faxes etc.

Saving A File

The first time you save a file, you assign it a name and choose the folder in which to save it.
Thereafter, when you save the file, the application uses that name and folder and does not prompt
you for changes-unless you decide to save the file under a different name.in that case, you need to
use the File  Save as command rather the File save.

Saving a File for the First Time

To save a file for the first time:

1.
2. Choose File Save to display the save as dialog box. (The dialog boxes in the different
applications have slightly different names. Instead of choosing File Save, you can click
the save button on the Standard Toolbar or press either Shift+F12 or Ctrl+S.
3.
4. In the Save in box at the Top of the Save As dialog box, choose the folder in which to save
the file. Navigate the Save as Dialog Box in the same way that would windows Dialog Box-
Click the Up One level button(or press the Backspace key on Save in List Box or
press Alt+DownArrow at that time) to move up one level of folders, or double –click on the
folders displayed in the main window to move down through them to folder you want.
5.
6. In the File Name Text Box, enter a name for your file.
7. With windows ’95 and windows’NT long file names, you can enter through and descriptive
name-up to 255 characters, including the path to the file.You cannot use the following
characters in file names (if you do try to use one of these, the application will advise you of
the problem):

Colon, Less than & Greater than Sign< > , Back slash, Asterisk* , Forward Slash, Question
Mark? ,Double quotation mark, Pipe symbol |.

8. Click the Save Button to save the file.

9.
10. If the application displays a properties dialog Box for the file enter any identifying
information on the summary tab.
Saving a File Again:

To save a file that you’ve saved before, choose the save command by using one of the methods
given in the previous section: Click the Save button on the standard toolbar or
choose File Save Or Press Ctrl+S , Shift+F12, or Alt+Shift_F2. The application will save the file
without consulting you about the location or file name.

Saving a File Under another Name:

One of the easiest ways to make a copy of an open file is to open it and save it under a different
name. this technique can be particularly useful if you’re working on a file and have made changes
to it, but you don’t want to save it and replace the original file-for example, if you think you might
need to revert to the original file and you forgot to make a backup before making your changes.
The save as command can also be useful for copying a file to a different folder or drive- for
example, if you want to copy a document to a floppy drive or to a network drive.

To save a file under different name or to a different folder:

1.
2. Choose File Save as to display the Save As Dialog Box.
3.
4. Enter a different name for the file in the File Name Box, or choose a different folder in
the Save in Drop Down List.
5.
6. Click the Ok button to save the file. If the folder you’ve chosen already contains a file with
the same name, the application will ask whether you want to overwrite it and display Yes,
No, Cancel option. Select yes if you want to overwrite otherwise select no and repeat step-
1,2 and type a different file name.

Saving a File in Different Format

To save an existing File in different format:

1.
2. Choose File  Save As to display the Save As Dialog Box.
3.
4. Scroll down the Save As Type Drop-Down List (for example Text Only, Rich Text Format,
Ms-DOS Text, Template etc), and choose the file type you want to save the current file as.
5. If you want, enter a different file name for the file.( you don’t have to, however, because the
file will get the new extension you choose in step-2 and therefore will not overwrite the
existing file.
6.
7. Click the Save button or Press Enter.

Opening a File
To open a file in the current Application:

1.
2. Click the open button on the standard toolbar, Or choose File Open, Or Press
3. Ctrl+O to display the open Dialog Box.
4. If yo’re already in the right folder , proceed Step 3, if not, use the Look in Drop down
5. list to navigate to the folder holding the file you want to open. Move through the

folder using standard navigation : Click the Up one Level button or press the Back

Space Key in Look in ) to move Up one Level of folders or double-click a folder to

move down through it.

6. Choose the file to open , and then click the open button. To open several files at once, click
the first one in the open dialog box to select it. Then to select Contiguous files, hold down
shift and click the last file in the sequence to select it and all the ones between it and the first
file. To select contiguous files , or to select further files after select further files after
selecting a contiguous sequence. Hold down ctrl and click each file you want to open. When
you’ve got the files selected, click the open button.

Common Operations(Cut, Copy, Paste) in (Word,Excel,PowerPoint,Access)

The Cut, Copy , and Paste command work smoothly between the various office applications: you
can copy, say a telephone# from a spreadsheet or email message and paste It into the your word
document, or you can cut/copy a number of paragraph,lines from word document and paste them
into PowerPoint Slide or another Part of your Document. Cut, Copy, and Paste use the Clipboard,
which is area of reserved memory in windows. The clipboard can hold only one item at a time, so
every time you cut , or copy something new, that item replaces previous one. When you paste an
item, however , you paste in a copy of the newest item from the clipboard; the item remains on the
clipboard until supplanted by another item, so you can paste it more than once if you wish.

You can access the Cut, Copy, and Paste commands in a number of ways:


 By clicking the Cut, Copy, and Paste from standard toolbar buttons.

 By choosing Edit Cut, Edit Copy, or Edit  Paste

 By using the Cut (Ctrl+X), Copy (Ctrl+C), Paste (Ctrl+V) keyboard shortcuts.

 By right clicking in the item you want to cut or copy , or in the location where you want to
paste the item, and choosing Cut, Copy, or Paste from the context menu.
To Cut , or Copy more than one character or Words or Lines or paragraphs block must make using
keyboard Shift arrows or dragging mouse. After that perform paste operation to get results.

Menu Bars & Toolbars

The next major similarity among the Office applications is their menu bars and toolbars. You will
see that word, Excel, PowerPoint , and Access share most of their menus ; File Edit , View , Insert,
Format, (Except Access), Tools , window ,and help, with each application having a different menu
between tools and window. This commonality of menus makes it easy to find the commands you
need when working in the Microsoft Applications. You can also customize the menu bar in word,
Excel, PowerPoint, and Access, and you can move it to different points in the application window
in all the applications. Likewise, all the office application use multiple toolbars , so you can easily
executes some of the most useful common commands. By default , the applications displays the
most widely used toolbars, but you can easily choose to display other toolbars when you need
them, alternatively , you can easily hide all the toolbars to give yourself more room on screen to
work in. you can also customize the toolbars , so they contain the commands you need most in
Word , Excel , Access, and PowerPoint, and in all the applications, you can move the toolbars to
whatever you want them in the application window. To access any option in menu bar press
Alt+Underline Character. Or F10 key with Right/Left Arrow.

Displaying Toolbars

To display and hide toolbars :

 With the Mouse right click anywhere in the Menu Bar or in a displayed toolbar to show a list
of toolbars with check marks next to those currently displayed. Click next to displayed
toolbar to hide it or to a hidden toolbar to display it.
 With the keyboard , choose View  Toolbars to display the list of toolbars with check
marks next to those currently displayed. Use Down and Up arrow to move the highlight to
the displayed toolbar you want to hide or the hidden toolbar you want to display then press
Enter key.

Microsoft Word and Features

Microsoft Word is a word processor is used to type text, to style and lay-out the text (formatting)
and check and print the resulting document. Word processors have many additional features to
allow you, for instance, to easily check spelling, insert images and tables into the text, create
footnotes and mass-produce personalized letters and labels from templates (mail-merge).

Some examples of what Word can do

PAGE Standard text that appears on every page (shown dimmed when displayed
HEADER AND on the screen as this text cannot be edited from the document
FOOTER window).This option is available in View Menu
GRAPHIC A picture. Simple line drawings graphics can be created in Word. More
sophisticated images can be created in specialized graphics packages or
obtained from other sources and then imported into Word. This option is
available in Insert Picture or Insert  Object

TEXT ALIGNMENT

LEFT- Text aligned at left margin of the page. This option is available in
ALIGNED formatting toolbar & also available in Format Paragraph or use Ctrl+L
to Align Left.

RIGHT- Text aligned at right margin of the page. This option is available in
ALIGNED formatting toolbar & also available in Format Paragraph or use Ctrl+R
to Right Align.

JUSTIFIED Full lines of text in each paragraph align at both left and right margins
(Word achieves this by automatically adjusting the size of the spaces
between words). This option is available in formatting toolbar & also
available in Format Paragraph or use Ctrl+J to Justify Text.

CENTER Text aligned at center margin of the page. This option is available in
ALIGN formatting toolbar & also available in Format Paragraph or use Ctrl+E
to Center Align.

TABLE A table of aligned rows and columns. Word makes it easy to alter the size
and layout of a table, the style of any table and cell borders, and any
shading of table cells. This option is available in standard toolbar & also
available in Tablet Draw Table/Insert Table.

NEWSPAPER- It is possible to specify the number of columns on a page or section of a

STYLE page. This option is available in formatting toolbar & also available in
COLUMNS Format column.

BULLETED Each item in the list has is indented (starts to the right of the left-hand
LIST margin) and has a 'bullet' in the left margin. This option is available in
formatting toolbar & also available in Format Bullets & Numbering

Spelling and Grammar

Checks the active document for possible spelling, grammar, and writing style errors, and displays
suggestions for correcting them. To set spelling and grammar checking options, click Options on
the Tools menu, and then click the Spelling and Grammar tab. Or use F7 Short cut. Option also
available in standard toolbar.

Find (Microsoft Word)

Searches for specified text, formatting, symbols, comments, footnotes, or endnotes in the active
document.
Replace(Microsoft Word)

Searches for and replaces specified text, formatting, footnotes, endnotes, or comment marks in the
active document.

Create a header or footer(Microsoft Word)

 On the View menu, click Header and Footer.

 To create a header, enter text or graphics in the header area. Or click a button on
 the Header and Footer toolbar.

To insert Click

Page numbers Page Numbers .

The current date Date .

The current time Time .

Common header or footer items, such as running total page numbers (Page 1 of 10),

 the file name, or the author's name Insert AutoText, point to Header, and then click the
item you want.

 3 To create a footer, click Switch Between Header and Footer to move to the footer area.
Then repeat step 2.
 When you finish, click Close.

Tip. The text or graphics you enter in a header or footer is automatically left aligned. You may
want to center the item instead or include multiple items (for example, a left-aligned date and a
right-aligned page number). To center an item, press TAB; to right align an item, press TAB twice.

Add bullets or numbers(Microsoft Word)


 Select the items to which you want to add bullets or numbers.

 To add bullets, click Format Bullets & Numbering Bulleted.

To add numbers, click Format Bullets & Numbering Numbered.


 · To create a bulleted or numbered list automatically as you type, type 1. or * followed by a
space or a tab and any text you want. When you press ENTER to add the next list item,
Word automatically inserts the next number or bullet. To finish the list, press ENTER twice.
You can also finish the list by pressing BACKSPACE to delete the last number in the list.
 
 · To change the bullet or number format or the spacing between the bullet or number and the
text, select the items, and then click Bullets and Numbering on the Format menu. Click
either the Bulleted or Numbered tab, and then click the format you want. To adjust the
spacing, click Customize, and then change the distance from bullet or number position to
text position. Word applies the changes you make the next time you click Bullets or
Numbering.

Add a border(Microsoft Word)

In a Word document, you can add a border to any or all sides of a table, a paragraph, or selected
text in a document. You can add a border, including a picture border (such as a row of trees), to
any or all sides of each page in a document.

You can also add a border or line to a drawing object ¾ including a text box, an AutoShape, a
picture, or imported art.

 · In Word documents, all tables by default have a ½-pt black, single solid-line border that
prints. On Web pages, tables do not have a printable border by default.
 · In Word documents, you can use the Table AutoFormat command to add borders and
shading to a table automatically.

Add a border to a table, a paragraph, or selected text(Microsoft Word)

 To add a border to a table, click anywhere in the table. To add borders to specific cells,
select only those cells, including the end-of-cell mark.To surround a paragraph with a
border, click anywhere in the paragraph. To surround only specific text, such as a word, with
a border, select the text.
 On the Format menu, click Borders and Shading, and then click the Borders tab.
 Select the options you want, and make sure the correct option is selected under Apply to.
 To specify that only particular sides get borders, click Custom under Setting. Under
Preview, click the diagram's sides, or use the buttons to apply and remove borders.
 To specify the exact position of the border relative to the text, click Options, and then select
the options you want.

Add a border to a page in a document(Microsoft Word)

 On the Format menu, click Borders and Shading, and then click the Page Border tab.
 Select the options you want.
 To specify that the border appears on a particular side of a page, such as only at the top,
click Custom under Setting. Under Preview, click where you want the border to appear.
 To specify a particular page or section
 for the border to appear in, click the option you want under Apply to.
 To specify the exact position of the border on the page, click Options, and then select the
options you want..
Add a border or a line to a drawing object(Microsoft Word)

 Select the drawing object you want to change.

 2 Click Drawing to display the Drawing toolbar.
 To add a color to the line or border, click the arrow next to Line Color , and then click the
color you want. If you don't see the color you want, click More Line Colors. Click a color on
the Standard tab, or click the Custom tab to mix your own color, and then click OK.

Columns(Microsoft Word)

Changes the number of columns in a document or a section of a document.

 To Add multiple column in a document Select your document.

 choose Format Columns select the numbered of columns and press Enter Key. This option
also available in standard toolbar.

Insert a second document into an open document(Microsoft Word)

 Click where you want to insert the second document.

 On the Insert menu, click File.
 In the File name box, enter the name of the file you want to insert.

Insert the current date and time in a document(Microsoft Word)

 Click where you want to insert the date or time.

 On the Insert menu, click Date and Time.
 To specify the format of the date or time, click a format in the Available formats box.

To automatically update the date or time when you print the document, select the Update
automatically check box. Otherwise, the document will always print with the original date or
time.You can also use a shortcut to insert the current date. First turn on AutoComplete by clicking
AutoText on the AutoText toolbar and then selecting the Show AutoComplete tip for AutoText and
dates check box. In your document, type the first few characters of the date ¾ for example, type jun
for today's date. When Word suggests the entire date ¾ such as "June 2, 1997" ¾ press ENTER or
F3 to accept it. To reject the date, press ESC or just keep typing.

Insert symbols not on the keyboard(Microsoft Word)

 Click where you want to insert the symbol.

 On the Insert menu, click Symbol, and then click the Symbols tab.
 Double-click the symbol or character you want to insert.

If you select a different font, you will see a different set of symbols. If you have Multilingual
Support installed and are using an expanded font, such as Arial or Times New Roman, the Subset
list appears. Use this list to choose from an extended list of language characters, including Greek
and Russian (Cyrillic). For more information, click
Add an AutoCorrect entry to correct a typing error(Microsoft Word)

 On the Tools menu, click AutoCorrect.

 Make sure the Replace texts as you type check box is selected.
 In the Replace box, type a word or phrase that you often mistype or misspell ¾ for example,
type usually
 In the With box, type the correct spelling of the word ¾ for example, type usually
 Click Add.

Note: Whenever you type an AutoCorrect name (for example, usualy) followed by a space or other
punctuation, Word will replace it with the correction (for example, usually).

Add, change, or remove the 3-D effect of a drawing object(Microsoft Word)

You can add a 3-D effect to lines, AutoShapes, and freeform objects. With 3-D options, you can
change the depth (the extrusion) of the object and its color, rotation, angle, direction of lighting,
and surface texture. When you change the color of a 3-D effect, the change affects only the 3-D
effect of the object, not the object itself. An object can have either a shadow or a 3-D effect, but not
both ¾ if you apply a 3-D effect to an object that has a shadow, the shadow disappears.

Add or change the 3-D effect of a drawing object(Microsoft Word)

 Select the drawing object you want to change.

 On the Drawing toolbar, click 3-D .

To add a 3-D effect, click the option you want. (Microsoft Word)

To change a 3-D effect ¾ for example, its color, rotation, depth, lighting, or surface texture ¾ click
3-D again, click 3-D Settings, and then click the options you want on the 3-D Settings toolbar.

For Help on an option, press SHIFT+F1, and then click the option.

Tip To add the same 3-D effect to several objects at one time ¾ the same color, for example ¾
select or group the objects before you add the effect.

Remove a 3-D effect from a drawing object(Microsoft Word)

 Click the drawing object you want to change.

 On the Drawing toolbar, click 3-D , and then click No 3-D.

Change the color of the 3-D effect of a drawing object(Microsoft Word)

  Select the drawing object you want to change.
 On the Drawing toolbar, click 3-D , and then click 3-D Settings.
 On the 3-D Settings toolbar, click the arrow next to 3-D Color .
 Click the color you want.

If you don't see the color you want, click More 3-D Colors. Click a color on the Standard tab, or
click the Custom tab to mix your own color, and then click OK.

Mail Merge (Microsoft Word)

Produces form letters, mailing labels, envelopes, catalogs, and other types of merged documents.

Data Field

A category of information in a data source. A data field corresponds to one column of information
in the data source. The name of each data field is listed in the first row (header row) of the data
source. "PostalCode" and "LastName" are examples of data field names.

Data Record

A complete set of related information in a data source. A data record corresponds to one row of
information in the data source. All information about one client in a client mailing list is an
example of a data record.

TIPS ON PLANNING A DATA SOURCE

 · Allow enough data fields for the data records with the most information.
 Some clients on a mailing list might have more address information than others ¾ for
example, a business name, a department title, and up to three lines for the address. In a data
source, however, all the data records must have the same number of data fields. If a data
record doesn't have a particular category of information, leave the field blank for that record.
 · Information you want to sort by ¾ for example, city, state, postal code, or addressee's last
name ¾ must be in a separate data field.
 · To speed mail delivery in the United States, set up addresses to display postal bar codes.

 The addressee's ZIP Code and delivery address ¾ such as a street name and number or a post
office box ¾ must be in separate data fields.

 · Organize data so that you can use it in different ways.

 For example, when you set up a data source to print form letters, plan the address
information so that you can use the same data source to print either mailing labels or
envelopes. By placing the title, first name, and last name in separate fields, you can use the
same field to print the last name in both the address (Mr. Gerard LaSalle) and the salutation
(Dear Mr. LaSalle).
I WANT TO CREATE A DATA SOURCE FIRST, BEFORE I START A MAIL-MERGE
DOCUMENT.

The easiest way to create a data source in Word is to use the Mail Merge command to start a main
document. After you've created the data source, you can delete the blank main document. In a new
document window, click Mail Merge (Tools menu), click Create, and then click Form Letters.
When Word displays a message, click Active Window. Then click Get Data and create a data
source.

Create new styles

The quickest way to create a new paragraph style is to format a paragraph, select it, and then base
the new style on the formatting and other properties applied to the selected text.

 Select the text that contains the formatting you want to include in your style.
 Click in the Style box .
 Type over the existing style name to create the name for the new style.
 Press ENTER.

To create new character styles, click Style on the Format menu, and then click New. In the Name
box, type a name for the style. In the Style type box, click Character. Select the other options you
want, and then click Format to set attributes for the style.

To set additional attributes for paragraph styles ¾ such as the style for the next paragraph or
whether the style is saved in the template ¾ click Style on the Format menu, click the style whose
settings you want to change, click Modify, and then select the options you want.

Microsoft Excel and Features

A spreadsheet is used to manipulate rows and columns of numbers and perform calculations on
these (which can be simple arithmetic or use complicated formulae). Spreadsheet packages are also
very good at producing stylish charts and graphs of the data in a spreadsheet. Excel worksheet
divided into rows and columns. A worksheet contains maximum 255 columns (A..IV) and 65536
rows. The editable area of worksheet is known as cell for example (a1,b1,c2 etc).

About workbooks and worksheets

In Microsoft Excel, a workbook is the file in which you work and store your data. Because each
workbook can contain many sheets, you can organize various kinds of related information in a
single file. Use worksheets to list and analyze data. You can enter and edit data on several
worksheets simultaneously and perform calculations based on data from multiple worksheets.
When you create a chart, you can place the chart on the worksheet with its related data or on a
separate chart sheet. The names of the sheets appear on tabs at the bottom of the workbook
window. To move from sheet to sheet, click the sheet tabs. The name of the active sheet is bold.
Workspace

A workspace file saves information about all open workbooks, such as their locations, window
sizes, and screen positions. When you open a workspace file by using the Open command (File
menu), Microsoft Excel opens each workbook saved in the workspace. The workspace file does not
contain the workbooks themselves, and you must continue to save changes you make to the
individual workbooks.

 Open the workbooks you want to open as a group.

 Size and position the workbook windows as you want them to appear the next time you use
the workbooks.
 On the File menu, click Save Workspace.
 In the File name box, enter a name for the workspace file.

To open the workbooks each time you start Microsoft Excel, save the workspace file in the XLStart
folder in your Microsoft Excel folder. Save only the workspace file, not the workbook files, in the
XLStart folder.

Types of data available in Excel

Before you enter data you need to know how excel handles it. Excel recognizes five different types
of data: numbers dates, times, text/label, and formulas.

Numbers

Numbers are values that can be calculated. They can consist of the numerals 0 to 9, with a decimal
point (a period) as a separator for decimal places and with commas as separators for thousands.
Numbers can start with a dollar sign ($) or other currency symbol, or with a + or – sign. They can
end with a % sign; They can also enclosed in parenthesis (as an alternative to the –sign, for
indicating negative numbers).

You control the display of numbers by formatting the cells that contain them. For example, you
could format a cell to display currency amounts with two decimal places.

Date

Excel uses slashes when displaying dates that need them, but you can use hyphens when entering
dates . for example, bith 11/28/1999 and 11-28-1999 will be stored correctly.

Time

Click the cell where you want to enter data. Type the data and press ENTER or TAB.

Use a slash or a hyphen to separate the parts of a date; for example, type 9/5/96 or Jun-96.To enter
a time based on the 12-hour clock, type a space and then a or p after the time; for example, 9:00 p.
Otherwise, Microsoft Excel enters the time as AM.
Formulas

Formulas are mathematical formulas telling excel to perform calculations on data in cell., for
example , to add the data in the cells A1,B2, and C3 and display the result in cell D4, You would
enter the formula +a1+b2+c3 in cell d4.

Text/Label

Excel considers any data that it does not recognize as number , date, time, or formula to be text.
This is a wide brief; in practice, it means that data containing letters (other than cell addresses,
A.M, or P.M., and so on.) will be treated as text. For example, if you enter a list of employees’
names, positions, and work histories, excel will treat them as text.

About Toolbars

Toolbars allow you to organize the commands in Microsoft Excel the way you want so that you
can find and use them quickly. For example, you can add and remove menus and buttons, create
your own custom toolbars, hide or display toolbars, and move toolbars. In previous versions of
Microsoft Excel, toolbars contained only buttons. Now toolbars can contain buttons, menus, or a
combination of both.

The menu bar is a special toolbar at the top of the screen that contains menus such as File, Edit, and
View. The default menu bar contains menus and commands for working with worksheets. If you're
working with a chart sheet or an embedded chart, the chart menu bar is displayed instead. You can
customize the menu bars just like any built-in toolbar; for example, you can add and remove
buttons and menus.

Some menu commands have images next to them so you can quickly associate the command with
the corresponding toolbar button. If you want easier access to a command, create a toolbar button
for it by using the Customize dialog box (Tools menu).

When you quit Microsoft Excel, changes you made to the menu bar and built-in toolbars, any
custom toolbars you created, and the toolbars currently displayed are saved in a toolbars settings
file in your Windows folder. This settings file is saved as username

8.xlb, where username is your Windows or network log-in name. If your computer is not connected
to a network or not set up with a log-in prompt, the settings file is saved as excel8.xlb. The toolbar
configuration saved in this file is used by default each time you start Microsoft Excel.. If you
frequently use a particular set of toolbars, you can save the configuration in a separate toolbars
settings file so that you don't have to redisplay and arrange the toolbars each time. Toolbars you
create or customize are available to all workbooks on your own system. To ensure that a custom
toolbar is always available with a specific workbook, you can attach the toolbar to the workbook.
To Start Excel

On the Start menu's Programs menu. To start Excel:


 Click the Start button.

 Point at Programs and, from the Programs menu click on Microsoft Excel.

Constructing a simple Excel worksheet

You are now going to design a very simple Excel spreadsheet to calculate your net income after tax
has been deducted from your gross income. This exercise shows you the basic principle behind
using spreadsheets, using a formula to make calculations. You need do this section only if you
think you may want to set up your own spreadsheet (as opposed to simply using a spreadsheet
someone else has set up for you).

As a brief illustration:

First, open a new blank worksheet:

To give the new worksheet a meaningful name:

 Double-click on the Sheet1 tab and type Tax.

To give meaningful labels to cells on your worksheet:

 Click in cell C3 (the cell reference C3 appears at the top left of the screen).
 In cell C3 type Gross Income. (Don't worry that the text spills over into Column D).
 Move to cell C4 and type Tax Free Allowance.
 In C5 type Taxable Income.
 In C6 type Tax Paid
 In C7 type Net Income.

To adjust the column width to fit the text you have typed:

 Select (highlight) column C, by clicking anywhere on the grey area of the cell containing the
column heading 'C'.
 From the Format menu, choose Column and then AutoFit Selection.

Now set up the formulae to calculate your net income. Gross Income minus Tax Free Allowance
gives the Taxable Income. Tax is calculated at a certain rate (say 30% of the Taxable Income) and
the Tax Paid is then deducted from the Gross Income to give the Net Income. To translate this into
Excel's terms:

 In D3, type as your Gross Income 9000 (don't worry at the moment that this doesn't have a
pound sign).
 In D4, type as your Tax Free Allowance 3500.
 In D5 type the formula +D3-D4 and then press Enter. (The initial plus sign denotes that the
cell contains a formula rather than a literal value). This particular formula causes the value
in cell D5 to become that of D3 minus D4, so D5 should now contain 5500.

If cell D5 does not display 5500, check and correct the formula. To do this:

 Click in D5 and notice that the formula appears in a box underneath the Formatting Toolbar
(just to the right of the box that shows the cell reference).
 To correct a formula, click on the formula and edit it. When ready, press Enter.

Now calculate the Tax Paid (30% of the Taxable Income D5), using '*' as the multiplication sign
and '/' for division, ie:

 In D6 type +D5*(30/100).
 If D6 does not calculate the correct tax, 1650, correct the formula (in the way described
above).
 Now calculate the Net Income in D7 (as Gross Income minus Tax Paid). The answer should
be 7350.

If you wish, now format the cells containing monetary figures to show currency. To do this:

 Select (highlight) the whole of column D.

 Click the Currency Style button. If the values in the cells are too large to display they will
show as ###### and you need to increase the width of column D.
 Now try changing your Gross Income and Tax Free Allowance.

This spreadsheet is rather inflexible because if the Tax Rate changes you will have to provide a
new formula in D6. It can be improved as follows:

 In A1 type Tax Rate (%).

 In B1 type 30.
 Alter the formula in D6 so that it reads +D5*(B1/100).
 Experiment with changing the value in B1.

The above illustrates a common use of spreadsheets - to ask 'what if' questions (eg 'What would
happen to my income if the Tax Rate went up to 50%'). The spreadsheets you have seen are very
simple. Complex systems (eg in economics or physical sciences) can be modeled using enormous
spreadsheets and complex calculations and hypotheses can be tested or predictions made by
changing the values of variables on the spreadsheet.
Types of series that Microsoft Excel can fill in for you

You can automatically fill in several types of series by selecting cells and dragging the fill handle
or by using the Series command (point to Fill on the Edit menu, and then click Series). To select
the type of series from a shortcut menu, select the starting values for the series; then hold down the
right mouse button as you drag the fill handle.

Time: A time series can include increments of days, weeks, or months that you specify, or it can
include repeating sequences such as weekdays, month names, or quarters. For example, the initial
time selections in the following table result in the series shown.

Initial selection Extended series

9:00 10:00, 11:00, 12:00

Mon Tue, Wed, Thu

Monday Tuesday, Wednesday, Thursday

Jan Feb, Mar, Apr

Jan, Apr Jul, Oct, Jan

Jan-96, Apr-96 Jul-96, Oct-96, Jan-97

15-Jan, 15-Apr 15-Jul, 15-Oct

1994, 1995 1996, 1997, 1998

AutoFill:

The AutoFill feature extends several types of series as shown in the following table. The fourth
example shows how Microsoft Excel can extend part of a selection (Product 1) and copy another
part (On backorder). The last example is a best-fit trend.

Note: Items separated by commas are in adjacent cells.

Initial selection Extended series

Mon Tue, Wed, Thu,...

1-Jan, 1-Mar 1-May, 1-Jul, 1-Sep,...

Qtr3 (or Q3 or Quarter3) Qtr4, Qtr1, Qtr2,...

Product 1, On backorder Product 2, On backorder, Product 3, On backorder,...

text1, textA text2, textA, text3, textA,...

1st Period 2nd Period, 3rd Period,...

Product 1 Product 2, Product 3,...

1, 2 3, 4, 5, 6,...

1, 3, 4 5.66, 7.16, 8.66,...

Linear and Growth series

When you create a linear series by dragging the fill handle, Microsoft Excel increases or decreases
values by a constant value that is based on the selected starting values. When you create a growth
series by selecting the Growth Trend command from the shortcut menu, Microsoft Excel multiplies
values by a constant factor. For information about linear and growth series that you can create with
the Series command, click .

Initial selection Extended linear series

1, 2 3, 4, 5

1, 3 5, 7, 9

100, 95 90, 85

Initial selection Extended growth series

1,2 4, 8, 16

1,3 9, 27, 81

2,3 4.5, 6.75, 10.125

Auto Formatting Worksheets

For formatting tables quickly , try Excel’s AutoFormat Features-which , like word’s table
autoformat feature. Offers sundry predefined table formats encompassing all formatting from fonts
through borders and shading. To use AutoFormat on selected cells or on a range of cells
surrounded by blank cells:

 Choose Format AutoFormat to display The AutoFormat dialog box.

 Choose a format from the Table format list box. Watch the sample box for a preview of how
your table will look.
  If you want to apply only some of the formatting characteristics , click the option button to
display the six options in the formats to apply group box at the bottom of the AutoFormat
dialog box. Clear the check boxes for the options you do not want to apply.
 Click the ok button to close the AutoFormat dialog box and apply the Auto Formatting you
choose.
Edit cell contents

 Double-click the cell that contains the data you want to edit Or Press F2 key.
 Make any changes to the cell contents.
 To enter your changes, press ENTER.

To cancel your changes, press ESC.

Clear or delete cells, rows, or columns

When you delete cells, Microsoft Excel removes them from the worksheet and shifts the
surrounding cells to fill the space. When you clear cells, you remove the cell contents (formulas
and data), formats, or comments, but leave the blank cells on the worksheet.

Starting Excel and opening the example spreadsheet

Clear contents, formats, or comments from cells

 Select the cells, rows, or columns you want to clear.

 On the Edit menu, point to Clear, and then click All, Contents, Formats, or Comments.

 If you click a cell and then press DELETE or BACKSPACE, Microsoft Excel removes the
cell contents but does not remove any comments or cell formats.
 If you clear a cell, Microsoft Excel removes the contents, formats, comments, or all three
from a cell. The value of a cleared cell is 0 (zero), and a formula that refers to that cell will
receive a value of 0.

To remove all comments from a worksheet, click Go To on the Edit menu, click Special, and then
click Comments. Then point to Clear on the Edit menu, and click Comments

Delete cells, rows, or columns

 Select the cells, rows, or columns you want to delete.

 On the Edit menu, click Delete. OR press delete key

Change column width and row height

You can adjust the width of columns and the height of rows. You can also define the default width
of columns for a worksheet. Defining the default column width adjusts all columns to the same
width, except columns that have previously been changed.
Change column width

 Drag the boundary on the right side of the column heading until the column is the width you
want.

The displayed column width is the average number of digits 0-9 of the standard font that fit in a
cell.

 To change the column width for multiple columns, select the columns you want to change.
Then drag a boundary at the right of a selected column heading. To change the column
width for all columns on the worksheet, click the Select All button, and then drag the
boundary of any column heading.
 To make the column width fit the contents, double-click the boundary to the right of the
column heading.

Change row height

 Drag the boundary below the row heading until the row is the height you want.
 To change the row height for multiple rows, select the rows you want to change. Then drag a
boundary below a selected row heading. To change the row height for all rows on the
worksheet, click the Select All button, and then drag the boundary below any row heading.
 To make the row height fit the contents, double-click the boundary below the row heading.

Define the default column width

 To define the default column width for all worksheets in a workbook, select all worksheets.

 On the Format menu, point to Column, and then click Standard Width.
 Type a new measurement.

The number that appears in the Standard column width box is the average number of digits 0-9 of
the standard font that fit in a cell. To define the default column width for all new workbooks and
worksheets, create a workbook template and a worksheet template.

Copying and Moving Data

You can copy and move data in excel by using Cut, Copy, and paste (as discussed in previous) or drag-and-
drop. There are two quick points to note here :

When pasting a-range of data, you need only select the upper-left anchor cell of the destination, but be sure
excel won’t overwrite any important data in the other cells that the range will cover.

To use drag & drop, select the cell or range to move or copy, and then move the mouse pointer to one of its
borders.

Go To (Edit menu)
In Microsoft Excel, scrolls through the worksheet and selects the cell, range, or cells with special characteristics
you specify. Press Ctrl+G or Choose Alt+E+Goto and then type the cell address and press enter key.

Cells Formatting

Applies formats to the selected cells. This command might not available if the sheet is protected.To
see a complete list of built-in number formats, click Cells on the Format menu. The Number tab
provides number formats not found on the Formatting toolbar, including accounting, date, time,
fraction, scientific, and text formats. The Special category includes formats for ZIP Codes and
phone numbers. You can also customize these formats. To change the way numbers, dates, and
times are displayed, you can change the number format of selected cells. Changing the number
format does not affect the actual data values used in calculations.You can apply some number
formats by using the number formatting buttons on the Formatting toolbar. For example, click the
Currency Style button to display 35561 as $ 35,561.00.

Excel Functions

Syntax: SUM(number1,number2, ...)

Adds all the numbers in a range of cells.

Number1, number2, ... are 1 to 30 arguments for which you want the total value or sum.

 Numbers, logical values, and text representations of numbers that you type directly into the
list of arguments are counted. See the first and second examples following.
 If an argument is an array or reference, only numbers in that array or reference are counted.
Empty cells, logical values, text, or error values in the array or reference are ignored. See the
third example following.
 Arguments that are error values or text that cannot be translated into numbers cause errors.

Examples

SUM(3, 2) equals 5:SUM("3", 2, TRUE) equals 6 because the text values are translated into
numbers, and the logical value TRUE is translated into the number 1.Unlike the previous example,
if A1 contains "3" and B1 contains TRUE, then:

SUM(A1, B1, 2) equals 2 because references to nonnumeric values in references are not
translated.If cells A2:E2 contain 5, 15, 30, 40, and 50:SUM(A2:C2) equals 50

SUM(B2:E2, 15) equals 150

Excel Functions(Average)

Returns the average (arithmetic mean) of the arguments:

Syntax

AVERAGE(number1,number2, ...)

Number1, number2, ... are 1 to 30 numeric arguments for which you want the average.

Remarks

 The arguments must be either numbers or names, arrays, or references that contain numbers.
 If an array or reference argument contains text, logical values, or empty cells, those values
are ignored; however, cells with the value zero are included.

When averaging cells, keep in mind the difference between empty cells and those containing the
value zero, especially if you have cleared the Zero values check box on the View tab (Options
command, Tools menu). Empty cells are not counted, but zero values are.

Examples

If A1:A5 is named Scores and contains the numbers 10, 7, 9, 27, and 2, then:

AVERAGE(A1:A5) equals 11

AVERAGE(Scores) equals 11

AVERAGE(A1:A5, 5) equals 10

AVERAGE(A1:A5) equals SUM(A1:A5)/COUNT(A1:A5) equals 11

If C1:C3 is named Other Scores and contains the numbers 4, 18, and 7, then:

AVERAGE(Scores, Other Scores) equals 10.5

Excel Functions (Max)

Returns the largest value in a set of values. Syntax: MAX(number1,number2,...)

Number1,number2,... are 1 to 30 numbers for which you want to find the maximum value.

 You can specify arguments that are numbers, empty cells, logical values, or text
representations of numbers. Arguments that are error values or text that cannot be translated
into numbers cause errors.
 If an argument is an array or reference, only numbers in that array or reference are used.
Empty cells, logical values, or text in the array or reference are ignored. If logical values and
text must not be ignored, use MAXA instead.
 If the arguments contain no numbers, MAX returns 0 (zero).
Examples

If A1:A5 contains the numbers 10, 7, 9, 27, and 2, then:

MAX(A1:A5) equals 27

MAX(A1:A5,30) equals 30

Excel Functions (Min)

Returns the smallest number in a set of values. Syntax: MIN(number1,number2, ...)

Number1, number2,... are 1 to 30 numbers for which you want to find the minimum value.

 You can specify arguments that are numbers, empty cells, logical values, or text
representations of numbers. Arguments that are error values or text that cannot be translated
into numbers cause errors.
 If an argument is an array or reference, only numbers in that array or reference are used.
Empty cells, logical values, or text in the array or reference are ignored. If logical values and
text should not be ignored, use MINA instead.
 If the arguments contain no numbers, MIN returns 0.

Examples

If A1:A5 contains the numbers 10, 7, 9, 27, and 2, then:

MIN(A1:A5) equals 2

MIN(A1:A5, 0) equals 0

MIN is similar to MAX. Also see the examples for MAX.

Excel Functions (Round)

Rounds a number to a specified number of digits. Syntax ROUND(number,num_digits)

Number is the number you want to round.

Num_digits specifies the number of digits to which you want to round number.

· If num_digits is greater than 0 (zero), then number is rounded to the specified number of decimal
places.

· If num_digits is 0, then number is rounded to the nearest integer.

· If num_digits is less than 0, then number is rounded to the left of the decimal point.
Examples

ROUND(2.15, 1) equals 2.2

ROUND(2.149, 1) equals 2.1

ROUND(-1.475, 2) equals -1.48

ROUND(21.5, -1) equals 20

Excel Functions if()

Returns one value if a condition you specify evaluates to TRUE and another value if it evaluates to
FALSE.Use IF to conduct conditional tests on values and formulas.

Syntax 1 :IF(logical_test,value_if_true,value_if_false)

Logical_test is any value or expression that can be evaluated to TRUE or FALSE.

Value_if_true is the value that is returned if logical_test is TRUE. If logical_test is TRUE and
value_if_true is omitted, TRUE is returned. Value_if_true can be another formula. Value_if_false
is the value that is returned if logical_test is FALSE. If logical_test is FALSE and value_if_false is
omitted, FALSE is returned. Value_if_false can be another formula.

Remarks

 Up to seven IF functions can be nested as value_if_true and value_if_false arguments to

construct more elaborate tests. See the following last example.
 When the value_if_true and value_if_false arguments are evaluated, IF returns the value
returned by those statements.
 If any of the arguments to IF are arrays, every element of the array is evaluated when the IF
statement is carried out. If some of the value_if_true and value_if_false arguments are
action-taking functions, all of the actions are taken.

Examples

In the following example, if the value in cell A10 is 100, then logical_test is TRUE, and the total
value for the range B5:B15 is calculated. Otherwise, logical_test is FALSE, and empty text ("") is
returned that blanks the cell that contains the IF function.

IF(A10=100,SUM(B5:B15),"")

Suppose an expense worksheet contains in B2:B4 the following data for "Actual Expenses" for
January, February, and March: 1500, 500, 500. C2:C4 contains the following data for "Predicted
Expenses" for the same periods: 900, 900, 925.
You can write a formula to check whether you are over budget for a particular month, generating
text for a message with the following formulas:

IF(B2>C2,"Over Budget","OK") equals "Over Budget"

IF(B3>C3,"Over Budget","OK") equals "OK"

Suppose you want to assign letter grades to numbers referenced by the name AverageScore. See
the following table.

If AverageScore is Then return

Greater than 89 A

From 80 to 89 B

From 70 to 79 C

From 60 to 69 D

Less than 60 F

You can use the following nested IF function:

IF(AverageScore>89,"A",IF(AverageScore>79,"B",

IF(AverageScore>69,"C",IF(AverageScore>59,"D","F"))))

In the preceding example, the second IF statement is also the value_if_false argument to the first IF
statement. Similarly, the third IF statement is the value_if_false argument to the second IF
statement. For example, if the first logical_test (Average>89) is TRUE, "A" is returned. If the first
logical_test is FALSE, the second IF statement is evaluated, and so on.

Excel Functions count()

Counts the number of cells that contain numbers and numbers within the list of arguments. Use
COUNT to get the number of entries in a number field in a range or array of
numbers Syntax:COUNT(value1,value2, ...)

Value1, value2, ... are 1 to 30 arguments that can contain or refer to a variety of different types of
data, but only numbers are counted.

 Arguments that are numbers, dates, or text representations of numbers are counted;
arguments that are error values or text that cannot be translated into numbers are ignored.
  If an argument is an array or reference, only numbers in that array or reference are counted.
Empty cells, logical values, text, or error values in the array or reference are ignored. If you
need to count logical values, text, or error values, use the COUNTA function.

Examples

In the following example,COUNT(A1:A7) equals 3,COUNT(A4:A7) equals 2

COUNT(A1:A7, 2) equals 4

Excel Functions or()

Returns TRUE if any argument is TRUE; returns FALSE if all arguments are FALSE.

Syntax: OR(logical1,logical2,...)

Logical1,logical2,... are 1 to 30 conditions you want to test that can be either TRUE or FALSE.

 The arguments must evaluate to logical values such as TRUE or FALSE, or in arrays or
references that contain logical values.
 If an array or reference argument contains text, numbers, or empty cells, those values are
ignored.
 If the specified range contains no logical values, OR returns the #VALUE! error value.
 You can use an OR array formula to see if a value occurs in an array. To enter an array
formula, press CTRL+SHIFT+ENTER in Microsoft Excel 97 for Windows or +ENTER in
Microsoft Excel 97 for the Macintosh.

Examples

OR(TRUE) equals TRUE

OR(1+1=1,2+2=5) equals FALSE

If A1:A3 contains the values TRUE, FALSE, and TRUE, then:

OR(A1:A3) equals TRUE

Excel Functions and()

Returns TRUE if all its arguments are TRUE; returns FALSE if one or more arguments is FALSE.
Syntax:AND(logical1,logical2, ...)

Logical1, logical2, ... are 1 to 30 conditions you want to test that can be either TRUE or FALSE.

 The arguments must evaluate to logical values such as TRUE or FALSE, or the arguments
must be arrays or references that contain logical values.
  If an array or reference argument contains text or empty cells, those values are ignored.
 If the specified range contains no logical values, AND returns the #VALUE! error value.

Examples

AND(TRUE, TRUE) equals TRUE

AND(TRUE, FALSE) equals FALSE

AND(2+2=4, 2+3=5) equals TRUE

If B1:B3 contains the values TRUE, FALSE, and TRUE, then:

AND(B1:B3) equals FALSE

If B4 contains a number between 1 and 100, then:

AND(1<B4, B4<100) equals TRUE

Suppose you want to display B4 if it contains a number strictly between 1 and 100, and you want to
display a message if it is not. If B4 contains 104, then:

IF(AND(1<B4, B4<100), B4, "The value is out of range.") equals "The value is out of range."

If B4 contains 50, then:

IF(AND(1<B4, B4<100), B4, "The value is out of range.") equals 50

Sorting

If you previously sorted a list on the same worksheet, Microsoft Excel uses the same sorting
options unless you change them.

1 Click a cell in the column you would like to sort by.

2 Click Sort Ascending .

Note In a PivotTable, Microsoft Excel uses the selected field to sort items in ascending alphabetic
order. Numbers are sorted from lowest to highest value.

Create a chart
You can display Microsoft Excel data graphically in a chart. Charts are linked to the worksheet
data they are created from and are updated when you change the worksheet data.You can create
charts from cells or ranges that are not next to one another.

You can create either an embedded chart or a chart sheet.

 Select the cells that contain the data that you want to appear in the chart.
 If you want the column and row labels to appear in the chart, include the cells that contain
them in the selection.
 Click Chart Wizard .
 Follow the instructions in the Chart Wizard.

If your worksheet has multiple levels of row and column labels, your chart can also display those
levels. When you create the chart, include the row and column labels for each level in your
selection. To preserve the hierarchy when you add data to the chart, change the cell range used to
create the chart.

Select A Different Chart Type

For most 2-D charts, you can change the chart type of either a data series or the entire chart. For
bubble charts, you can change only the type of the entire chart. For most 3-D charts, changing the
chart type affects the entire chart. For 3-D bar and column charts, you can change a data series to
the cone, cylinder, or pyramid chart type.

 Click the chart you want to change.

 To change the chart type of a data series, click the data series.
 To change the chart type of the entire chart, don't click anything on the chart.
 On the Chart menu, click Chart Type.
 On the Standard Types or Custom Types tab, click the chart type you want.

To apply the cone, cylinder, or pyramid chart type to a 3-D bar or column data series, click
Cylinder, Cone, or Pyramid in the Chart type box on the Standard Types tab, and then select the
Apply to selection check box.

Note If you clear the Apply to selection check box, Microsoft Excel changes the chart type for the
entire chart even if a single data series is selected.

Returns a subtotal in a list or database. It is generally easier to create a list with subtotals using the
Subtotals command (Data menu). Once the subtotal list is created, you can modify it by editing the
SUBTOTAL function.

Excel Functions subtotal()

Syntax:SUBTOTAL(function_num,ref1,ref2,…)
Function_num is the number 1 to 11 that specifies which function to use in calculating subtotals
within a list.

Function_Num Function

1 AVERAGE

2 COUNT

3 COUNTA

4 MAX

5 MIN

6 PRODUCT

7 STDEV

8 STDEVP

Function_Num Function

9 SUM

10 VAR

11 VARP

Ref1, ref2, are 1 to 29 ranges or references for which you want the subtotal.

Remarks


 If there are other subtotals within ref1, ref2,… (or nested subtotals), these nested subtotals
are ignored to avoid double counting.

 SUBTOTAL will ignore any hidden rows that result from a list being filtered. This is
important when you want to subtotal only the visible data that results from a list that you
have filtered.

 If any of the references are 3-D references, SUBTOTAL returns the #VALUE! error value.

Example

SUBTOTAL(9,C3:C5) will generate a subtotal of the cells C3:C5 using the SUM function
Display a subset of rows in a list by using filters

You can apply filters to only one list on a worksheet at a time.


 Click a cell in the list you want to filter.

 On the Data menu, point to Filter, and then click AutoFilter.

 To display only the rows that contain a specific value, click the arrow in the column that
contains the data you want to display.

 Click the value.

 To apply an additional condition based on a value in another column, repeat steps 3 and 4 in
the other column.

To filter the list by two values in the same column, or to apply comparison operators other than
Equals, click the arrow in the column, and then click Custom. For information about displaying
rows by comparing values.

Notes


 When you apply a filter to a column, the only filters available for other columns are the
values visible in the filtered list.

 You can apply up to two conditions to a column with AutoFilter. If you need to apply three
or more conditions to a column, use calculated values as your criteria, or copy records to
another location, you can use advanced filters.

Excel Functions GOAL SEAK

Find a specific result for a cell by adjusting the value of one other cell


 On the Tools menu, click Goal Seek.

 In the Set cell box, enter the reference for the cell that contains the formula you want to
resolve.

 In the To value box, type the result you want.

 In the By changing cell box, enter the reference for the cell that contains the value you want
to adjust.
Microsoft PowerPoint

An Example Presentation Using Powerpoint

PowerPoint is a presentation graphics package. It can be used to attractively support talks and
lectures, by projection from a PC or by preparing transparencies for OHPs (by printing from
PowerPoint and transferring the pages to acetate). It can also be used for unattended 'rolling
demonstrations' on a computer screen (eg in a Foyer area or at an exhibition). PowerPoint can also
be used to prepare speaker's notes and handouts. In this section you will see an example
PowerPoint presentation. You will then have a chance to experiment briefly with changing parts of
the presentation.

Starting Powerpoint And Opening The Example Document

In Computer Centre Training Rooms PowerPoint is on the Start menu's Programs panel. To start
PowerPoint:

 Click the Start button.

 Point at Programs and, from the Programs panel, click on Microsoft PowerPoint.
 In PowerPoint's opening dialog box, click on Open an Existing Presentation and then click
OK. The Open dialog box appears.

The example document for this practical work is in a file called city talk. In Computer Centre
Training Rooms this file is in the folder C:\User\Office and to open the document from there:

 In the Folder List box, double-click the Office folder. The file city talk should now be
visible in the Folder List box.
 Click on the file city talk.
 Click on Open. The first slide of the presentation is displayed.

Selecting the PowerPoint view

PowerPoint starts in Slide View, which is the view to use when editing a presentation. Other views
are for giving a presentation, arranging slides, preparing an outline and preparing notes. The view
can be selected from the View menu. Alternatively use the View Toolbar (at the bottom left of the
screen). If using the Toolbar remember that ScreenTips can be used to identify buttons.

Slide Show View

 Select Slide Show view.

 Click the left mouse button to advance the slide show and the right mouse button to go back.
During the show notice the various transitions (special effects as a new slide appears)
and builds (the way that bullet points on a slide can be made to appear one-at-a-time). When
the slide show has finished you are returned to Slide view (Note: In Slide Show view, the
Esc key can be used to abandon the show at any point).

Slide Sorter View

Slide Sorter View can be used, for example, to change the order of presentation of slides and the
special effects.

 From the View Menu (or View Toolbar) choose Slide Sorter view.
 The Slide Sorter Toolbar shows the transition and build of the highlighted slide.
 Click on any slide and experiment with its transition. A list of transitions is obtained by
clicking the arrow to the right of the Transition box. The Transition button (to the left of
the transition box) allows you to vary, eg the speed of the transition.
 Similarly with the Build box and Build button you can change the slide's build effects.

Notice that there is a slide that you did not see during the slide show (slide number 5). The Hide
button to the right of the Build box allows you to 'hide' slides (this is useful if you want to give a
slightly different presentation to different audiences).

 Click on the hidden slide and click on the Hide button to restore it to the slide show.
 To re-arrange the presentation:
 Drag a slide to a different position in the slide sorter. Experiment with this.
 A slide can be deleted by clicking on it and then pressing the Del key.
 To view a slide in detail:
 Double-clicking on the slide.

Slide View

Slide View is used to create or edit slides. How to format and align text and images on a slide and
how to create and style a slide and a slide show from scratch is shown in Getting started with
PowerPoint 97 (document ppt97-i1). As a brief illustration:

 Click anywhere on the text of a slide to edit the text at that point (except for the small text at
the bottom, which comes from the Slide Master - see Slide Master View).
 Click on a graphic (picture) and notice that handles appear around the picture; these can be
used to alter the size of the graphic (by dragging a handle). Note: Holding down the Ctrl key
 while dragging a sizing handle preserves the correct horizontal and vertical proportions of
the graphic.
 A graphic can be moved to a different location by clicking anywhere within it and dragging.

Slide Master View

The Slide Master controls the overall appearance of every slide (unless for an individual slide the
master is deliberately not applied). To see the components of each slide that come from the Slide
Master:

 From the View menu, choose Master and then Slide Master.

Notes Pages View

You can use Powerpoint to produce and print notes to accompany your talk. To see the notes:

 From the View menu (or View Toolbar), choose Notes Pages.
 Scroll through the presentation to see the notes.

Outline view

You may find outlining useful in when preparing a talk. Outline view condenses the text content of
the slides to make it easier to follow and change the content of the presentation.

 From the View menu (or View Toolbar), choose Outline.

 Click in any part of the text to edit it at that point.

Spell checking and printing from PowerPoint

PowerPoint has a spelling checker but does not have a Print Preview. To save paper please do not
print the entire slideshow during the following exercise (if you would like to see an example
handout, please print 6 slides per page to save paper).

 From the File menu, choose Print.

 For a list of print options click on the arrow to the right of the Print What box.

Slides (without Prints as Slide Show view – one complete slide per page, full-size.
Builds) These can be photocopied onto acetate for OHPs.

Slides (with Builds) Prints one page for each build on the slide (Note: can be very
wasteful of paper).

Notes Pages Prints as Notes Pages view - a reduced-size slide with any
 speaker's notes below, one slide per page.

Handouts Prints reduced-size slides for audience handouts (select the

required number of slides per page).

Outline Prints the condensed text content of the slides.

To quit from PowerPoint

 From the File menu, choose Exit. You need not save any changes you have made.