Windows10 & MS Office 2007

Contents

LESSON 1: GETTING TO THE DESKTOP..............................................5

DESKTOP........................................................................................6

LESSON 2: ICONS AND FOLDERS......................................................8

LESSON 3: THE TASKBAR...............................................................11

LESSON 4: THE START MENU..........................................................12

LESSON 5: CONNECTING TO WI-FI..................................................14

EXERCISE 1: MULTITASKING BY USING THE TASKBAR......................17

EXERCISE 2: SHUTTING DOWN THE COMPUTER...............................23

LESSON 6:WORKING WITH FILES....................................................24

LEARNING OBJECTIVES...................................................................38

MS WORD RIBBON TOOL................................................................40

EDITING A DOCUMENT...................................................................43

SAVING A DOCUMENT....................................................................43

Add new window................................................................................................................................................ 45

FORMATTING TEXT AND PARAGRAPH.............................................48

PARAGRAPH ALIGNMENT...............................................................49

CHANGING PARAGRAPH SPACING...................................................50

FORMATTING TEXT........................................................................51

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FIND AND REPLACE TEXT...............................................................54

SYNONYMS................................................................................... 57

PAGE SETUP..................................................................................63

INSERT A COVER PAGE...................................................................65

TABLES- CREATION........................................................................67

INSERT A PICTURE.........................................................................71

INTRODUCTION TO EXCEL........................................................................93

WORKSHEET FUNCTIONS...............................................................97

USING EXCEL TO MANAGE LISTS...............................................................120

ROW AND COLUMN CONTENT.................................................................122

MISCELLANEOUS................................................................................123

SORTING DATA..................................................................................124

CUSTOM SORTING OPTIONS.........................................................128

CREATING A CUSTOM SORT ORDER...............................................130

FILTERING A LIST.........................................................................132

PIVOTTABLES..............................................................................141

CREATE LAYOUT FOR PIVOTTABLES..............................................150

CHARTS...................................................................................... 154

FORMATTING CHARTS..................................................................170

LAYOUT RIBBON..........................................................................180

CONDITIONAL FORMATTING.........................................................204

2|Page
SMARTART..................................................................................216

WORDART...................................................................................220

PROOFING TOOLS........................................................................225

EXCEL MACROS- RECORDING A MACRO.........................................230

POWERPOINT LEARNING OBJECTIVES:...........................................233

INTRODUCTION TO POWERPOINT:................................................233

WHAT IS POWERPOINT?...............................................................234

MS POWERPOINT 2007 NEW INTERFACE.......................................234

SLIDE VIEWS............................................................................... 236

WORKING WITH CONTENT............................................................253

COPY AND PASTE........................................................................256

SPELL CHECK.............................................................................. 258

BULLETED AND NUMBERED LISTS.................................................268

ADDING VIDEO............................................................................ 270

ADDING CLIP ART........................................................................ 274

SLIDE TRANSITION AND ANIMATION.............................................281

SLIDE ANIMATION........................................................................284

PRINTING....................................................................................290

CONCLUSION AND TIPS................................................................297

Design Tips....................................................................................................299

3|Page
Introduction To
Computers
(Windows 10)

4|Page
Lesson 1: Getting To The Desktop

1. To switch on a computer you use the power button, this is a universal symbol for how to
power on devices.

When you press this button your computer will start “booting up”. This
means your computer is getting ready to be used and can take anything
from 30 seconds to 5 minutes depending on the computer.

2. Once the computer powers up after a

short period of time you will come to
a screen with a random artistic image
as the background.

3. Press the left mouse button once

and it will disappear and be
replaced with this. Click on “Sign
in” with the left mouse button. If
you have a password type it into
the box that appears and click
the arrow button. (If there isn’t a
password created it will just sign
in straight away).

5|Page
 4. Windows will now load up and you will eventually come to a screen called the

Desktop.

The Desktop is split into two areas. The strip at the bottom, with the clock
to the right and the square, window shaped Start button to the left, is
called the Taskbar. We will explore this area in a different section. But
here's a closer look at it.

The rest of the Desktop is the space where all your programmes will
appear when you start them up. This space contains default background
wallpaper, but it can also contain shortcuts to programmes, documents
and folders.

Desktops can be customized and can look different depending on which

computer you’re using. For example a public network like the library may
have a computer setup to use their own logo on the Desktop and use
different software to access the internet. What is best to do is take your
time to familiarise yourself with the computer you are using.

Imagine your Desktop is just that the top of a desk, computers are
designed around the working world the office in particular. The Desktop
was designed so you have everything at hand just like sitting at your
desk.

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7|Page
Lesson 2: Icons and folders

4. You can customise your Desktop by adding Icons or keeping the files you are currently
working with on the Desktop. But for the moment you will have to get familiar what these
Icons and files look like.

Icons are symbols for what programs you want to launch from your Desktop,

There should be some Icons and folders on your Desktop

Let’s have a look at some Icons you may have in more detail:

5. These are Web Browsers we use for browsing the internet so we can visit websites and search
for information – we’ll look at these in detail in another lesson.

Check the computer you are using to see what is on the Desktop, it may
even have them all

8|Page
9|Page
3. There are also other Icons, you can create Icons “ Also Known As
Shortcuts” they are shortcuts on the Desktop so we don’t have to delve
deeper into the computer to find the programs we want to launch.

This is an Icon and shortcut to access Microsoft Word, “A

word processing programme for creating CVs, writing letters,
and creating brochures

The Desktop you are using may have folders; folders are
usually used to keep a bunch of files all in the one place and
can be a good way of organising all your documents.

This is a Microsoft Word File, a file you create when using

Microsoft Word. For example if you create a letter called Hello
Katie using Microsoft Word and then saved it on your Desktop
the file would look like this.

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Lesson 3: The Taskbar

6. The Taskbar is the thin strip that runs across the bottom of your screen. It is split into a
number of different areas: a Start button, Quick Launch icons, a notification area, and a clock.
All other areas are the Taskbar itself. The image below shows the left hand side of the taskbar.

Windows Explorer: Sometimes known Quick Access Icons: You can add or “pin”
as “File Explorer. This allows you to shortcuts to your favourite programs to the
access the filing system of your taskbar so all you have to do is click on them
computer where you have saved files once and they’ll open immediately. These will
and photos likely be different on your computer

Battery Gauge:
This will show Network: This will show Volume: Click
you how much you if you’re connected to on this and you
battery you the internet or not. In this can adjust the
have left image we can see we’re volume of the
Date And Time:
connected to a wireless speakers
Click on this and
internet signal. If we were The Notification
you can also
connected by cable the Area: This advises
view the
icon would you of any
calendar
look like this and if important events
we were not connected to happening on your
the internet at all it computer such as
updates being
added or security
would look like this
issues.
or

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Lesson 4: The Start Menu

The Start Menu is on the Taskbar at the bottom left hand corner of your screen and is where we can access more programs,
access settings and turn off your computer.

7. Left click on Start Menu Icon bottom left of your screen and the start menu will appear.

Life at a
glance:
User: This This is
displays where you
the name
access
of the user
things like
logged
your
into the
calendar,
computer
photos,
internet

File Explorer: browser

This is where and email
you access the apps
filing system of
your computer
to locate files
and folders. Programs
You can also you use
access the the most
DVD and appear in
Memory Sticks this pane
from here but can
also be
pinned
here and
Settings: here on
Where Power: All apps: the Start
you can Menu in
You can shut down, This where you can named
change
restart or even make access all the groups
the
your computer go to programs/apps on your
settings of
sleep with this button. computer.
your
computer

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13 | P a g e
2. You can search your computer for a certain
program or specific file by simply typing in the
name of it after you’ve clicked on the start button.
Type Word now and the computer will search for
it. A list should appear with “Microsoft Word” as
the first result. If you were to click on this it will
open up the
program (we’ll be doing this later).

3. Press the ESC key at the top right of your keyboard once to close the start menu.
Lesson 5: Connecting To Wi-Fi

In this lesson we will look at connecting to the internet using Wi-Fi or

wireless internet. Before going ahead make sure you are in an area where
there is Wi-Fi available, you know the name of the network and that you
have the password to access it
8. Click once on the wireless icon at the bottom right of the
taskbar.

9. Click once on the network you want to access

10. Click once on “Connect”.

(Keep the box for “Connect Automatically”
checked as it means you won’t have to do this
procedure again to connect to this network.)
It may say “Checking Network
Requirements” for a few seconds.
4. Type in the password (sometimes
known as “The Key” or the “WEP”).
You will see that it comes up as
little dots. This is for security so
that no one looking over your
shoulder can see what
you’re typing. The click
on “Next”

5. If all the details are correct it

should connect in a few seconds

6. Press the “ESC” key at the top right of the keyboard to come out of the network
connections. You are now connected to the internet!
Exercise 1: Multitasking By Using the Taskbar

11. Open up a Web Browser, depending on what browser your computer has.

12. Your browser should open up and you should have a page that looks similar this one.

13. Let’s examine some of the elements at the top Right of the Web Browser. Tip move over any
them with the mouse cursor and will tell you what each symbol means.
Minimise: Shrinks the Maximise: Makes the program Shuts down the program you
program down to the expand to fit the screen monitor are using
taskbar at the bottom of so you can see as much as
your screen, but does not possible.
shut it down

14. Left Click the Minimise button.

5. You will now only see the Desktop and the taskbar running along the bottom.

Chrome is still highlighted. This means the

program is still there but is hidden from
you so you can see the Desktop.

6. Left Click on the highlighted Chrome icon on the taskbar to restore your page.

7. Left Click on the Chrome icon on the task bar again. You will notice this also
minimises the program.

8. Click on Start Button on the bottom left hand corner of the screen to Access the Start
Menu.

9. Type Word 2013 on the keyboard and this

should appear:

10. Click once on the “Word 2013” icon and the

program should start.
11. Microsoft Word has now opened and your screen will look like this.

12. Most programs on a computer use the same

way as to minimise or to close a program as a
web browser does. Look up the top right of
Microsoft Word to view the same layout. Click
on Minimise
13. You will now see the Desktop but you will still have Microsoft Word open on your taskbar
and your Internet Explorer a web browser still open and will look like this.

As you can see Word is open and so is Chrome

the programs are there and still open but are
minimised to the taskbar. All other Icons are
closed and are not in use and as you can see
are not highlighted.

14. Click on the Icon for Word Again to make it pop up again.

15. Click on the Icon for Chrome.

16. Chrome web browser will now be open. Click on

Minimise up the top left of the web browser

You will now see Microsoft Word on your screen. In this exercise we
opened up Microsoft word first and then we opened up Chrome. So if you
close Internet Explorer, Microsoft Word will be the page that you see and
then all you have to do is minimise Microsoft word to see the Desktop,
programs you open up will stack up on each other in this manner, but to
get to any program faster click on your desired program you want to
open up on your taskbar.
Tip: Minimising every program will get you back to
the Desktop but you can hold down the Windows
keys on your keyboard and press the “D” key.
Exercise 2: Shutting Down The Computer

15. Click on the Start Menu at the bottom left hand corner of your screen.

16. Now click on Power at the bottom left

17. A drop down with three

options should appear. Click
on Shut Down. Your
computer should power
down in a few minutes.
Lesson 6:Working with files

What is a file?

There are many different types of files you can use. For example, Microsoft Word
documents, digital photos, digital music, and digital videos are all types of files.
You might even think of a file as a digital version of a real-world thing you can
interact with on your computer. When you use different applications, you'll often
be viewing, creating, or editing files.

Files are usually represented by an icon. In the image below, you can see a few
different types of files below the Recycle Bin on the desktop.

What is a folder?
Windows uses folders to help you organize files. You can put files inside a folder,
just like you would put documents inside a real folder. In the image below, you can
see some folders on the desktop.

File Explorer

You can view and organize files and folders using a built-in application known
as File Explorer (called Windows Explorer in Windows 7 and earlier versions).

To open File Explorer, click the File Explorer icon on the taskbar, or double-click any
folder on your desktop. A new File Explorer window will appear. Now you're ready
to start working with your files and folders.

From File Explorer, double-click a folder to open it. You can then see all of the files
stored in that folder.
Notice that you can also see the location of a folder in the address bar near the top of
the window.

To open a file:

There are two main ways to open a file:

 Find the file on your computer and double-click it. This will open the file in its default
application. In our example, we'll open a Microsoft Word document (Cover Letter.docx),
which will open in Microsoft Word.

 Open the application, then use the application to open the file. Once the application is
open, you can go to the File menu at the top of the window and select Open.
Moving and deleting files

As you begin using your computer, you will start to collect more and more files,
which can make it more difficult to find the files you need. Fortunately, Windows
allows you to move files to different folders and delete files you no longer use.

To move a file:

It's easy to move a file from one location to another. For example, you might have
a file on the desktop that you want to move to your Documents folder.

1. Click and drag the file to the desired location.

2. Release the mouse. The file will appear in the new location. In this example, we have
opened the folder to see the file in its new location.
You can use this same technique to move an entire folder. Note that moving a folder
will also move all of the files within that folder.

To create a new folder:

1. Within File Explorer, locate and select the New folder button. You can also right-
click where you want the folder to appear, then select New > Folder.

2. The new folder will appear. Type the desired name for the folder and press Enter. In
our example, we'll call it School Documents.
3. The new folder will be created. You can now move files into this folder.

To rename a file or folder:

You can change the name of any file or folder. A unique name will make it easier to
remember what type of information is saved in the file or folder.

1. Click the file or folder, wait about one second, and click again. An editable text field
will appear.
2. Type the desired name on your keyboard and press Enter. The name will be changed.
You can also right-click the folder and select Rename from the menu that appears.

To delete a file or folder:

If you no longer need to use a file, you can delete it. When you delete a file, it is
moved to the Recycle Bin. If you change your mind, you can move the file from the
Recycle Bin back to its original location. If you're sure you want to permanently
delete the file, you will need to empty the Recycle Bin.

1. Click and drag the file to the Recycle Bin icon on the desktop. You can also click the
file to select it and press the Delete key on your keyboard.

2. To permanently delete the file, right-click the Recycle Bin icon and select Empty
Recycle Bin. All files in the Recycle Bin will be permanently deleted.
 Note that deleting a folder will also delete all of the files within that folder.

Selecting multiple files

Now that you know the basics, here are a few tips to help you move your files even
faster.

Selecting more than one file

There are a few ways to select more than one file at a time:

 If you're viewing your files as icons, you can click and drag the mouse to draw a box around
the files you want to select. When you're done, release the mouse; the files will be selected.
You can now move, copy, or delete all of these files at the same time.

 To select specific files from a folder, press and hold the Control key on your keyboard, then
click the files you want to select.
 To select a group of files from a folder, click the first file, press and hold the Shift key on your
keyboard, then click the last file. All of the files between the first and last ones will be selected.

Selecting all files

 If you want to select all files in a folder at the same time, open the folder in File
Explorer and press Ctrl+A (press and hold the Control key on your keyboard, then
press A). All of the files in the folder will be selected.

Ctrl+A is an example of a keyboard shortcut. We'll talk more about these in our
lesson on Keyboard Shortcuts in Windows.
If working with files and folders feels a little tricky right now, don't worry! Like
anything else, working with files and folders is largely a matter of practice. You'll
start to feel more comfortable as you continue using your computer. In the next
lesson, we'll talk about another important concept: how to find files on your computer
that you can't easily locate.
Shortcuts

If you have a file or folder you use frequently, you can save time by creating
a shortcut on the desktop. Instead of navigating to the file or folder each time you
want to use it, you can simply double-click the shortcut to open it. A shortcut will
have a small arrow in the lower-left corner of the icon.

Note that creating a shortcut does not create a duplicate copy of the folder; it's
simply a way to access the folder more quickly. If you delete a shortcut, it will not
delete the actual folder or the files it contains. Also note that copying a shortcut
onto a flash drive will not work; if you want to bring a file with you, you'll need to
navigate to the actual location of the file and copy it to the flash drive.

To create a shortcut:

1. Locate and right-click the desired folder, then select Send to Desktop (create
shortcut).

2. A shortcut to the folder will appear on the desktop. Notice the arrow
in the lower-left corner of the icon. You can now double-click the shortcut to
open the folder at any time.

You can also hold the Alt key on your keyboard, then click and drag the folder to
the desktop to create a shortcut.
 Microsoft - Word

Learning Objectives
If you do well in this unit, you should be able to:

 Indicate the names and functions of the Word interface components.

 Create, edit, save, and print documents to include documents with lists and tables.
 Format text and to use styles.
 Add a header and footer to a document.
 Add a footnote to a document.
 Add a graphic to a document.
 Use the Spelling and Grammar Checker as well as Microsoft Help.
 Manipulate documents using functions such as find and replace; cut, copy,
replace.
 Spelling and Grammar, autocorrect
 Inserting comment, research, thesaurus
 How to use tab options, inserting pictures, picture objects, picture formats,
 Creation of table, table layouts, table designs,
o Insert a table
o Inert rows columns, table split, table merge, table border, colors etc..,
 Inserting charts, page layouts, page setup, print, page colors
 Watermarks through page background logos
 Page zoom, split, view side by side documents
 Using mails merge wizard with examples

3.1 Introduction to Word Processing

A word processor is an electronic device or computer software application that
performs the task of composing, editing, formatting, and printing of documents.
 The word processor was a stand-alone office machine in the 1960s, combining
the keyboard text-entry and printing functions of an electric typewriter with a
recording unit, either tape or floppy disk (as used by the Wang machine) with a simple
dedicated computer processor for the editing of text. Although features and designs
varied among manufacturers and models, and new features were added as technology
advanced, word processors typically featured a monochrome display and the ability to
save documents on memory cards or diskettes. Later models introduced innovations
such as spell-checking programs, and improved formatting options.

Word Screen options

Ms Word –Menus (Ribbon

Tool bars)

When
you begin
to
explore Word
2007 you
will notice
 a new look to the menu bar. There are three features that you should
remember as you work within Word 2007: the Microsoft Office Button,
the Quick Access Toolbar, and the Ribbon. These three features contain
many of the functions that were in the menu of previous versions of
Word. The functions of these three features will be more fully explored
below.

Figure 2 Office Ribbon

When you click the office button, you see the same
basic commands available on the file menu in
earlier release of Microsoft Office to open, save and
print your file

However, in the 2007 office release, more

commands are now available, such as finish and
Publish
MS Word Ribbon Tool
1. Home Menu

d
2. In
se
rt

Menu

3. Page Layout Menu

4. Reference Tab

5. Mailings Tab
Editing a Document
Create a New Document
There are several ways to create new documents, open existing documents, and save documents
in Word:

Office button  New Blank Document

Saving a Document
• Click the Microsoft Office Button and Click Save or Save As

(remember, if you’re sending the document to someone who does not have Office 2007, you will need to
click the Office Button, click Save As, and Click Word 97-2003 Document), or
Press CTRL+S (Depress
the CTRL key while
pressing the “S”) on the
keyboard, or

Office Button
àSave Asà
File Name à
File Type à
Then SAVE it
Renaming Documents
Right Click on word file change rename

Working on Multiple Documents

Working on multiple documents is not an easy task. Especially, when you need to compare, edit and
switch between them very frequently. But if you are working on MS Word, there are few interesting
tools that could relieve you from this complexity.

Add new window

How do you create a copy of the current document

you are working on? Do you close your document,
copy the original and paste the copy? Now, that isn’t
the best way..Just navigate to View and click on
the New Window button. This creates a clone of the
current document and opens it in a new Window.

Switch windows
 It may not always be pleasant to use the Alt + Tab combination to switch between windows
for multiple MS Word
documents that are open at the
same time. It’s also time
consuming to hover over the
taskbar and choose the
required document. An easier
and better way is to use
the Switch
Windows tool that shows all
documents currently open.

Document Views
This topic, MS Word Document Views, explains the different ways in which a document can be viewed in MS
Word depending on the purpose for which it is viewed.

Let me explain below these MS Word Document Views and their uses.

1. Normal View

Under Normal View, you can display a single page with simple text formatting but without
any drawings, comments or columns.
This view is useful for quickly entering text and for simple and basic text editing purposes.
2. Web Layout View

In Web Layout View, MS Word displays page width, format and text position as it would
appear on the web.
 This view is useful for testing a page under a simulated web environment. This view would be
especially useful when you are using MS Word for developing web page layout.
3. Print Layout View

Under MS Word Document Views, Print Layout View is the most frequently used layout.
This view is useful for ensuring that what-you-see-on-screen is what-you-get-in-print. This
view is also used as a proofing method before it is sent to the printer.
4. Outline View

In Outline View, MS Word displays the headings and sub-headings providing an easy way to
plan and organize the document.
This view is used for structuring the content of the document at a broad level and arranging
the document in various sections and sub-sections.
5. Reading Layout

Starting from Microsoft Office Word XP and later, the facility of reading layout has been
provided. Under reading layout of the MS Word Document Views, a document is displayed in
full-page view with thumbnail images of pages for easy navigation.
This view will be helpful when you want to read through the document as it is more reading
friendly.

Move and Copy Text

When you cut or copy a section of text, it is moved to the Windows Clipboard, which holds the cut or
copied sections until you are ready to paste them. Because the Clipboard is Windows-based, you can
use it in all Windows applications, not just Word. You'll learn how to use the Clipboard to cut and
copy information between programs in Chapter 12, "Using Data from Other Sources."

One thing that makes Word so popular is that you can choose from a number of different methods to
accomplish the same result. There are several different ways to cut or copy and paste selected text. The
different alternatives are listed here. Generally, the basic steps to copy and move are as follows:

1. Select the text you want to copy or move.

2. Copy (or cut) the selected text.
 3. Reposition the insertion point at the target location.
4. Paste the text you copied (or cut).
Some methods for copying, cutting, and pasting text work better in certain situations. For example, if
your hands are already on the keyboard, the keyboard methods might be more convenient. Others
prefer to use the mouse. Experiment with the different methods and find your favorites.
To copy selected text, perform one of the following actions:
 Click the Copy button.
 Choose Edit, Copy.
 Right-click the selected text and choose Copy.
 Press Ctrl+C.
 Press Ctrl+Insert.
To cut selected text, perform one of the following actions:
 Click the Cut button.
 Choose Edit, Cut.
 Right-click the selection and choose Cut.
 Press Ctrl+X.
 Press Shift+Delete.
To paste selected text, perform one of the following actions:
 Click the Paste button.
 Choose Edit, Paste.
 Right-click in the document and choose Paste.
 Press Ctrl+V.
 Press Shift+Insert.

Formatting Text and Paragraph

A paragraph in Word is any text that ends with a hard return. You insert a hard return anytime
you press the Enter key. Paragraph formatting lets you control the appearance if individual
paragraphs. For example, you can change the alignment of text from left to center or the spacing
between lines form single to double. You can indent paragraphs, number them, or add borders and
shading to them.

Paragraph formatting is applied to an entire paragraph. All formatting for a paragraph is stored
in the paragraph mark and carried to the next paragraph when you press the Enter key. You can copy
paragraph formats from paragraph to paragraph and view formats through task panes.
Paragraph Alignment
Paragraph alignment determines how the lines in a paragraph appear in relation to the left and right
margins. The margin is the blank space between the edge of the paper and where the text.

The easiest way to change paragraph alignment is to use the alignment buttons on
the Formatting toolbar.

You can also use keyboard shortcuts:

You can also use keyboard shortcuts:
Ctrl+L= Left Align;

Ctrl+R= Right Align;

Ctrl+E= Center;

Ctrl+J= Justify.
Exercise:

Changing Paragraph Spacing

You use the Paragraph dialog box to set the space between paragraphs. Paragraph
spacing is set in points. If a document has 12-point text, then one line space equals 12-
points, one-half line space equals 6-points, double-spacing equals 24-points.
Paragraph Indents
An indent increases the distance between the side of a paragraph and the left or right
margin. Indented paragraphs appear to have different margin settings. Word provides
a variety of indents to emphasize paragraphs in a document.

Formatting Text
A style is a
format enhancing tool
that includes font
typefaces, font size, effects (bold, italics, underline, etc.), colors and more. You will
notice that on the Home Tab of the Ribbon, that you have several areas that will control
the style of your document: Font, Paragraph, and Styles.

Change the font styles and font sizes

To change the font typeface

lick the arrow next to the font name and choose
a font.

Font styles
Font Sizes

To view font size in Home menu bar

Font Colors

Highlight Text: Highlighting text allows you to use emphasize text as you would if you had a marker.
To highlight text:

Select the required text line then click on home tab  select highlighter

Clear Format: To clear the all format in text line

Find and Replace Text and Spell Checking

Find and Replace Text
Go to the "Home" tab menu on the Ribbon of Microsoft Word 2007/2010/2013, at the furthest right
of the group is the "Editing" options. Click the Editing item, a popup menu will appear and now you
can see the "Find" and "Replace" items at the top of the box. It seems not obvious to find out Find
and Replace on the Ribbon.

Click on find option  to find the spell or any text or number

Spelling & Grammar

Review à Spelling & Grammar

Spelling mistakes are identified by RED lines

Grammatical mistakes are identified by Green lines

Shortcut Key: F7 (Function Key)

Select the correct spelling from the

Suggestions and click on Change
Word Count : It counts the number of words, lines, paragraphs, etc in a page.

Thesaurus

The Thesaurus allows you to view synonyms. To use the thesaurus:

Click the Review Tab of the Ribbon

Click the Thesaurus Button on the Proofing Group.

The thesaurus tool will appear on the right side of the screen and you can view word options.

You can also access the thesaurus by right-clicking any word and
choosing Synonyms on the menu.
Synonyms

Add AutoText to the Quick Access Toolbar

1.Click the Microsoft Office Button , and then click Word Options.

2. Click Customize.

3. In the list under Choose commands from, click All Commands.

4.Scroll through the list of commands until you see AutoText.

5. Click AutoText, and then click Add.

The AutoText button now appears in the Quick Access Toolbar. Click AutoText to
choose from a gallery of AutoText entries.

Create a new AutoText Entry

In your Word document, select the text that you want to add to your gallery of AutoText
entries.

In the Quick Access Toolbar, click AutoText, and then click Save Selection to
AutoText Gallery.

Fill out the information in the Create

New Building Block dialog box:

Word- Auto corrects option:

Word provides this excellent feature

that saves you a great amount of
manual work. You can store your
frequently used text, paragraph,
sentences, or any other text as
AutoCorrect entry. Use the following
procedure to add AutoCorrect entries.

THE PROCEDURE

To add an AutoCorrect entry

1. Select the text that you want to add

as an AutoCorrect entry.
2. In Word 2007, press Alt+T+A (Word 2003 shortcut key). AutoCorrect dialog box appears.

OR,

Click the Office button, click Word Options, click Proofing, and finally click AutoCorrect Option

button under the AutoCorrect options section. AutoCorrect window appears.

MS Word Customize AutoCorrect

Procedure : Click Office button  word options  proofing tab autocorrect option

You can set up the AutoCorrect tool in Word to retain certain text the way it is. To customize
AutoCorrect:

Create a New Default Dictionary

Often you will have business or educational jargon that may not be recognized by the
spelling and/or grammar check in Word. You can customize the dictionary to recognize
these words.

Click theMicrosoft Officebutton

 Click theWord OptionsButton

Click theProofingtab\

Click theWhen Correcting Spelling

ClickCustom Dictionaries

ClickEdit Word List

Tabs
Most times, you can use the Ruler to set tab stops in your Word 2007 documents. However, you can
use the Tabs dialog box when you need to be more precise.

1. Summon the Paragraph dialog box.

2. In the Paragraph dialog box, click the Tabs button.

The Tabs dialog box appears.

3. Choose the type of tab stop from the Alignment area.

4. Click the Set button.

The Set button — not the OK button — is what creates the tab stop. After you click Set, your tab stop
is placed on the list below the Tab Stop Position dialog box. (You may notice that numbers are
rounded to the nearest tenth; Word interprets 1.1875 as 1.9, for example.)

5. Continue setting tabs.

Repeat Steps 3 through 5 for as many tabs as you need to set.

6. Click OK.

The tabs you set affect the current paragraph or a selected group of paragraphs. If the Ruler is visible,
you can see the tabs and adjust them by using the mouse.

Enhancing a Document(Page Layout)

Before printing a document we have to set the pages by using page setup.In this we can set margins,
orientation(portrait or landscape),paper size, multiple columns, page breaks, page borders, page colors ,water
marks, etc.,

Modify Page Margins and Orientations

The page margins can be modified through the following steps:

C
lick
the
Pa
ge

LayoutTab on the Ribbon

On thePage SetupGroup, ClickMargins

Click aDefault Margin, or

ClickCustom Marginsand complete the dialog box.

PAGE LAYOUTS
Page Setup

Apply a Page
Border and Color

To apply a page border or color:

Click thePage LayoutTab on the Ribbon

On the Page Background Group, click thePage

ColorsorPageBorders drop down menus.

Fig 3.44 Page colors nd borders

Insert Common Header and Footer Information

To insert Header and Footer information such as page numbers, date, or

title, first, decide if you want the information in the header (at the top of the
page) or in the Footer (at the bottom of the page), then:

Click theInsertTab on the Ribbon

ClickHeader or Footer

Choose a style

Fig 3.45 Header & footer

TheHeader/Footer DesignTab will display on the Ribbon

Choose the information that you would like to have in the header
orfooter (date, time, page numbers, etc.) or type in the information you
would like to have in the header or footer.

Fig 3.46 Design tab

 Create a Page Break

To insert a page break:

Click thePage LayoutTab on the Ribbon
On thePage SetupGroup, click theBreaks Drop Down
MenuClickPage Break

Fig 3.47 Create a page break

Insert a Cover Page

To insert a cover page:
Click theInsertTab on the Ribbon
Click theCover PageButton on the Pages Group
Choose a style for the cover page
Insert a Blank Page
To insert a blank page:
Click theInsertTab on the Ribbon
Click theBlank PageButton on the Page Group

Fig 3.49 Inserting a blank page

Tables- Creation
Insert  Table  Create table / Draw table

Insert table:

Sno Name Address aadhar

Modify the Table Structure and Format a Table

To modify the structure of a table:

Click the table and notice that you have two new tabs on the Ribbon:

Design and Layout. These pertain to the table design and layout.
 Fig 3.51 Design and layout

On the Design Tab, you can choose:

Table Style Options

Table Styles

Draw Borders

To format a table, click the table and then click the Layout Tab on the

Ribbon. This Layout tab allows you to:

View Gridlines and Properties(from the Table Group)

 Insert Rows and Columns (from the Rows & Columns Group)

Delete the Table, Rows and/or Columns(from the Rows &

ColumnsGroup)

Merge or Split Cells(from the Merge Group)

Increase and Decrease cell size(Cell Size Group)

Align text within the cells and change text

directions(AlignmentGroup).

Graphics
Word includes set of drawing tools that that you can use to create simple graphics.The pictures,
clip art , shapes , smart art , equations etc are available in insert tab.Word 2007 allows you to
insert special characters, symbols, pictures, illustrations, and watermarks.
Symbols and Special Characters

Special characters are punctuation, spacing, or typographical

characters that are not generally available on the standard keyboard. To
insert symbols and special characters:

Place your cursor in the document where you want the symbol

Click theInsertTab on the Ribbon

Click theSymbolbutton on the Symbols Group

Choose the appropriate symbol.

Fig 3.54 Symbols

Equations
Word 2007 also allows you to insert mathematical equations. To
access the mathematical equations tool:

Place your cursor in the document where you want the

symbolClick theInsertTab on the Ribbon

Fig 3.55 Equations

Click theEquationButton on the Symbols Group

Choose the appropriate equation and structure or click Insert
NewEquation

To edit the equation click the equation and theDesignTab will
beavailable in the Ribbon

Illustrations, Pictures, and SmartArt

Word 2007 allows you to insert illustrations and pictures into a document.

To insert illustrations:

Place your cursor in the document where you want the

illustration/picture

Click theInsertTab on the Ribbon

Click theClip ArtButton

The dialog box will open on the screen and you can search for clip art.
 Choose the illustration you wish to include

Fig 3.56 Clip art

insert a Picture

Place your cursor in the document where you want the

illustration/picture

Click theInsertTab on the Ribbon

Click thePictureButton

Browse to the picture you wish to include

Click thePicture

ClickInsert
 Smart Art is a collection of graphics you can utilize to organize
information within your document. It includes timelines, processes, or
workflow. To insert SmartArt.

Fig 3.58 Smart art

Place your cursor in the document where you want the

illustration/picture
 Click theInsertTab on the Ribbon

Click theSmartArtbutton

Click theSmartArtyou wish to include in your document

Click the arrow on the left side of the graphic to insert text or
type thetext in the graphic.

Resize Graphics

All graphics can be resized by clicking the image and clicking one corner
of the image and dragging the cursor to the size you want the picture.

Watermarks

A watermark is a translucent image that appears behind the primary

text in a document. To insert a watermark:
Click thePage Layout Tab in the Ribbon

Click theWatermarkButton in the Page Background Group

Click theWatermarkyou want for the document or

clickCustomWatermark and create your own watermark
 To remove a watermark, follow the steps above, but
clickRemoveWatermark

Watermark

Mail Merge
Mail merge is a tool which allows you to create form letters,
mailing labels and envelopes by linking a main document to a set
of data or data source. It is the process of combining a list of data
with a template.

The mail merge process involves

the following:

• The Main Document – contains the text and graphics that

are the same for each version of the merged document.

• Data Source – a file that contains the information to be

merged into a document. For example, the names and
addresses of the recipients of a letter.

86
 Mail Merge – Form Letters
1) Open Microsoft Word

2) Type the letter with all needed text and formatting leaving
areas for the data source data blank (ex name, address…)

3) Click the Mailings tab

4) Click Start Mail Merge

5) Click Step by Step Mail Merge Wizard

The Mail Merge task pane appears on the right of your screen.
Note there are 6 steps.

S
t
e
p

1) Click Letters for the document type

2) Click Next: Starting document

Step 2

1) Click Use the current document under Select starting document

2) Click Next: Select recipients

86
Step 3

The recipients can come from either an existing Excel file, or Access table or you
can create a new list.

If Using an Existing List:

1) Click Use an existing list under Select recipients

2) Click Browse

3) Select the file

4) Click Open

Mail Merge Recipients opens showing the names and addresses from your file

5) Click OK

6) Click Next: Write your letter

To Type a New List:

1) Click Type a new list under Select recipients

2) Click Create

3) Click Customize Columns to modify the list of fields

86
86
 4) Delete any unnecessary field names and/or add new ones

5) Click OK

6) Type records here hitting TAB to advance to the next field and to continue
adding new records

7) Click OK

8) Click Save

The recipients list will be saved as a separate file as a Microsoft Access file type.
It is saved in the My Data Sources folder. It is recommended to save the file in
this folder.

9) Click Next: Write your letter

Step 4

1) Click the location in your document where the data from the mail merge
fields need to be inserted
Step 4
Page | 87
 1) Click the location in your document where the data from the mail merge
fields need to be inserted
2) Click Address block…
3) Select the address elements you want included
4) Click OK

The field name will look like this: <<AddressBlock>>

The Address block will insert the following fields including any necessary
punctuation: First Name, Last Name, Company, Address 1, Address 2, City,
State, Postal Code.

If your fields do not match the ones listed above or you have additional fields,
click More items…

The field name will look like this: <<AddressBlock>>

The Address block will insert the following fields including any necessary
punctuation: First Name, Last Name, Company, Address 1, Address 2, City,
State, Postal Code.

If your fields do not match the ones listed above

or you have additional fields, click More items…

Page | 88
Page | 89
 5) Click on the field from the list

6) Click Insert

7) Click Close

The field name will look like this - «First_Name»

8) Repeat this step until all fields have been inserted.

Remember to put spaces and punctuation where needed.

9) Click Next: Preview your letters

Step 5

Here is where you can preview the first page with the fields filled in.
Click Next: Complete the merge

Step 6

To Complete the Merge:

1) Click Print to send directly to the printer

2) Click Edit individual letters to create a new file

Remember to save your document as you go. The next time you open your
document and click on Step by Step Mail Merge, the data file will be attached.

Miscellaneous Features of Word

Bulleted and Numbered Lists

Home Bullets and Numbers

Page | 90
Step 1. To insert a bulleted list, click on the HOME tab, and under the Paragraph icon
group on the ribbon menu, locate the Bullets icon. Click on the arrow beside it to reveal the
drop-down menu, and select the kind of bullet you would like to use. If you just want to use
a simple bullet, clicking on the button itself will create a simple bulleted list.

Step 2. Type the list,

pressing Enter once to insert another bullet. When finished, simply press Enter twice.

Numbering:

It often happens that a simple bulleted list is not what is called for in the context of the
paragraph's subject matter (or the list itself may be too long). In which case, a numbered list might
be more appropriate.

Page | 91
Word Art

Insert  WordArt

Word Art styles:

Page | 92
Introduction to Excel

Excel 2007 is a powerful spreadsheet application that allows users to produce tables containing calculations and
graphs. These can range from simple formulae through to complex functions and mathematical models.

In the following exercises you will learn some of the necessary steps to create a spreadsheet using
Microsoft Excel 2007. You will learn not only how to type various items into the spreadsheet, but
also how to copy columns, widen columns, fill columns, add, subtract, multiply, divide, do graphics and a
variety of other “things.”

To begin, load the spreadsheet by quickly clicking twice on the Excel 2007 Windows Icon in the Windows
Desktop. If you do not see an Excel Icon, click the Start Button in the lower left corner of the screen, move the
cursor up to Programs, then move to Microsoft Office. Move down to Microsoft Excel 2007 and click.

A spreadsheet is a “number manipulator.” To make the handling of numbers easier, all spreadsheets are
organized into rows and columns. Your initial spreadsheet will look something like the one below:

Notice that the “main” part of the spreadsheet is composed of Rows (Labeled 1, 2, 3, 4, etc.) and Columns
(Labeled A, B, C, D, etc.). There are a lot of rows and columns in a spreadsheet. The “intersection” of each row
and column is called a cell. In the image above the cursor is on the “home”

cell – A1. Notice Row 1 and Column A are “bold,” and colored “orange.” This indicates what is

called the “address of the cell. Notice right above cell A1, that A1 is displayed in a small box called the

Name Box. Whenever you “click” on a cell the address of that cell will be shown in the Name Box.

If you have used previous versions of Microsoft Excel you will quickly notice that the above image is very
different from what you are used to seeing. In Excel 2007 you will now use Tabs, Ribbons and Groups, as well as
special Tabs/Ribbons. These replace the Menu Bar and Buttons in older versions. For an overview of 2007
Office,

please see the Introduction to Microsoft Office 2007 Tutorial. This short tutorial
introduces you to the many enhancements in the 2007 Office Suite.

Page | 93
 In this tutorial, whenever we indicate that you need to click the
mouse, it will mean to click the left mouse button – unless we
indicate that you should click the RIGHT mouse button. So, always
“click left” unless we tell you otherwise.

Saving Spreadsheets

We have done quite a bit of work so now is a good time to save your spreadsheet.

If you have used previous versions of Microsoft Office, 2007 Office will be
quite different - in many ways. You’ve already noticed the Tabs and Ribbons,
and that there is no File choice in a Menu Bar. Many “selections” have
changed significantly in 2007 Office. This is one of them.

Page | 94
 Microsoft Office Button

The Microsoft Office

Button has replaced File
in the Menu Bar. In the
upper left corner

Click  Office button  Save AS

Page | 95
Page | 96
 WORKSHEET FUNCTIONS

Formulas and Functions

It is important that we make a distinction regarding formulas and functions

for the purposes of Excel.

 Formulas are mathematical equations used to perform calculations in an

Excel worksheet or workbook.

 Functions are predefined formulas that perform calculations in an Excel

worksheet or workbook.

Both need to be written in a specific way, which is called the syntax, in order to
calculate properly. Both also need at least one argument, which on the most basic
level identifies the values for which to perform the action.

1. For formulas, the basic syntax is equal (=), function name (AVERAGE,
in the example below), and argument.

=AVERAGE(A1:A20)

Equal sign Function Argument

name

 For functions, the basic syntax is equal (=), function name (ROUND, in the
example below), argument, and argument tooltip, which is an additional
action to perform (2, in the example below represents 2 digits).

=ROUND(A1,2)

Equal sign Function Argument Argument

name

Page | 97
 Excel offers hundreds of functions and categorizes them based on their
functionality. This guide will cover only a small portion of the functions, including
math and trigonometry, statistical, date and time, lookup and reference, text,
and logical functions. To learn more about the various categories, please
reference the Microsoft Office Support page on Excel functions (by category).

Page | 98
Math and Trigonometry Functions

Several math functions can help expedite analysis. This section highlights on a few.

ABS

When there is a need to get the absolute value of a number, the ABS function is helpful.

ROUND, ROUNDUP, and ROUNDDOWN

There are various options with rounding, depending on the need. The functions’ argument tooltip
specifies how many decimal places or to which nearest integer it should round.

 ROUND – This function helps users to round to the nearest value.

 ROUNDDOWN – This function helps users to round values down to the nearest value based
on the desired decimal place or integer.

 ROUNDUP - This function helps users to round values up to the nearest value based on the
desired decimal place or integer.
Statistical Functions

When presented with large datasets, it is helpful to sort and summarize the information at hand.

COUNT, COUNTA, and COUNTBLANK

The counting functions are especially helpful with large datasets to identify anomalies and to get
general summary statistics.

 COUNT – This function counts the number of cells that contain numbers.

 COUNTA – This function counts cells containing any type of information, including error values
and empty text (as shown in the example below, it counts the cell marked “VOID”).

 COUNTBLANK – This function counts only the empty cells within the dataset, with no
information contained in the cells.
AVERAGE, MEDIAN, MIN, and MAX

With large datasets, it is often helpful to run basic summary statistics before doing further
analysis.

 AVERAGE – This function calculates the average value in a dataset.

 MEDIAN – This function calculates the median, middle value, in a dataset.

 MIN – This function returns the lowest value in a dataset.

 MAX – This function returns the largest value in a dataset.

QUARTILE

The quartile function helps users to understand the distribution of values. The first argument identifies
the values or cells that users want to calculate and the argument tooltip identifies which quartile (0 –
minimum value; 1 – first quartile or 25th percentile; 2 – median value or 50th percentile; 3 – third quartile
or 75th percentile; and 4 – maximum value).
RAND and RANDBETWEEN

This function is helpful when needing to create random values. Note that
the random values Excel generates will recalculate as the fields are altered.

 RAND – This function generates a random value between 0 and 1.

 RANDBETWEEN – This function generates a random value

between a specified range of values.

Date and Time Functions

Sometimes when we export data from a database system, the date does not extract as
neatly.

Other times, we are looking to calculate the duration from one date to another.

DATE

This function is useful when information related to year, month, and date are in
separate cells and the preference is to have the date in one cell.
YEAR, MONTH, and DAY

These functions are helpful to capture the appropriate piece of information in a date cell.

WEEKDAY

This function returns the day of the week for a given date. The argument tooltip defines when the week
starts, with 1 being the first day of a given weekday.

DATEDIF
This function calculates the interval between two dates. The second argument specifies the type of
interval, e.g., day, month, year, etc.

Lookup and Reference Functions

Sometimes we need to identify and search for a particular value in our dataset. This is when lookup
and reference functions are helpful.

VLOOKUP

This function returns a value based on reference information presented in a vertical layout. In the
example below, Columns A and B represent reference information. Columns D through F represent data
we want to review. In Column H, we are telling Excel to use the value in E2 to find the value for H2 by
looking at the information in Columns A and B.

The first argument tooltip in our example is a “2.” This represents the Column B. We have information on
the revenue code (Column E) and want to return information on the revenue name (Column B).
The second argument tooltip is for Excel to identify the appropriateness of the match. “False” denotes an
exact match, while “True” denotes an appropriate match. We want an exact match for this scenario.

HLOOKUP

This function returns a value based on reference information presented in a horizontal layout. Using the
examples used for VLOOKUP, the reference data is presented in a different format. The reference
information is contained in A1:E2. In H4, we are instructing Excel to use the value in H2 to find the value
for H4 by looking at the information in A1:E2. (Note: Dollar signs ($) before a cell letter and number
makes it stationary to prevent Excel from shifting the reference when we drag or copy the formula
across.)

The first argument tooltip in our example is a “2.” This represents the Row 2. We have information on the
revenue code (Row 1) and want to return information on revenue name (Row 2).

The second argument tooltip is for Excel to identify the appropriateness of the match. “False” denotes an
exact match, while “True” denotes an appropriate match. We want an exact match for this scenario.
INDEX

This function can take two forms. The first form is a reference where users instruct Excel to return values
in a table based on headings. The argument first identifies the values in the table (B3:F8 in the example
below). The first argument tooltip identifies the row number within the table of inquiry (4 for April and 5
for May, respectively) and the third tooltip identifies the column within the table of inquiry (1 for Dept_01
and 2 for Dept_02).

The array form returns the entire row or column of table. Note, it is important to first select the cells
you want to contain the returned values (in the example below, B11:F11 were selected as the formula
was entered). The argument first identifies the values in the table (B3:F8). The first tooltip identifies
the row of inquiry (3 for March). The following argument tooltip references the column from the
reference to which Excel should return (0 for no columns). Note to run the function in array form for a
selected group of cells, click Ctrl + Shift + Enter to return values and not Enter.
MATCH

This function shows users where in a list they can find their values by providing Excel with search
parameters.

The example below is identifying where the break is in the list for those earning less than $5,000. The
argument first identifies the search value (5,000 in the example below). The first tooltip identifies the
column or row of inquiry. In this example, the first tooltip identifies the cells with the salary information
(D2:D16). The second tooltip identifies whether an exact (0) or approximate match (1 or -1) is desired. In
this example, 1 is used to denote less than $5,000.

Please note that if the inquiry is for less than the search value (1), then the column or row needs to be
sorted in ascending order. Conversely, if the inquiry is for greater than the search value (-1), then the
column or row needs to be sorted in descending order before proceeding with the match function. Note
that the salary column in the example is sorted in ascending order.
The return information is 7 to identify the position in the cell range (D2:D16) that contains the
information, e.g., the split in the list of those earning less than $5,000.
Text functions are helpful when we seek to only get a portion of the information contained within a cell or
we are trying to combine information contained in multiple cells.

LOWER, UPPER, and PROPER

Formatting can be an issue when exporting data. Information may be in upper cases, lower cases, or a
combination of both. To make clean tables and charts can require formatting or use of the following
functions:

 LOWER – This function returns text values in a cell in all lower case.

 UPPER – This function returns text values in a cell in all upper case.

 PROPER – This function returns text values in a cell with the each of the first word
capitalized.

CONCATENATE

CONCATENATE is helpful to combine information contained in separate cells into one cell. The function
contains arguments referencing the cells containing the information.

The example below shows how the function returns values. In the first example, first name and last
name is combined, but look closely because there isn’t a space. By adding to the argument by including
spaces (“ “), commas (“, “), and other desired punctuation or words (“ of “) the appropriate desired
value can be returned.
LEFT, RIGHT, and MID

These functions are helpful to extract a portion of a larger string. The example below shows is an account
structure. The first four digits represent the department/division. In order to retrieve the first four digits,
we use the left function. The first argument identifies the cell containing the account information (A2)
and the tooltip identifies how many digits from the left do we want to extract (4).

The RIGHT function follows a similar structure. In the example below, the last 5 digits represent the
object. Thus, the argument identifies the cell containing the account information (A2) and the number
of digits from the right we want to extract (5).

The MID function requires more details. Similar to LEFT and RIGHT, the argument identifies the cell
containing the account information (A2). The first tooltip identifies which digit to start the extraction (5
to represent the fifth digit in the account string) and second tooltip identifies the number of digits to
extract (5).
LEN and TRIM

LEN is helpful to return the length of a string in a cell. The function contains one
argument and that is the cell of inquiry. Note from the example below that Excel
calculates extra spaces in the string in the length number. For example, the name
Eli is shown as having a length of 5 and Tina has a length of 6.

One common use of the TRIM function is to remove extra spacing. Following the
example above, the TRIM function is used below to remove the extra spacing,
which shortens the length of the cell. The function contains one argument and
that is the cell of inquiry.
TEXT and VALUE

When exporting data, numbers can sometimes appear with formatting issues or
come in as text rather than number.

TEXT converts a numeric value to text. There are also different ways users can
specify the display formatting by using special format strings. The first example
below shows a figure with many decimals, but we want only the whole number.
Thus, the TEXT function is used to identify the cell that contains the information
(A2) and specifies it should be the nearest whole number (“0”). In the second
example, the figure is 21.3, but we want it to display as a dollar value. Using the
TEXT function, A3 is identified as the cell that contains the information and
“$0.00” is specified as the display.
Above in A4 contains a number, but Excel recognizes it as text (a simple way to determine that Excel has
identified this as text is the green triangle on the upper left corner). If the figures are recognized as text
instead of numbers, then calculation and analysis cannot be performed accurately. The VALUE function
contains one argument, which identifies the cell that contains the information (A4).

Logical Functions

Logical functions are useful when we are seeking to perform conditional actions or calculations.

COUNTIF

This function counts the number of cells that meet a criterion. The two examples below show how
COUNTIF operates. The argument is the range of cells that we want Excel to review. The tooltip specifies
the criterion, e.g. code 100 and vendor ABC, respectively.

SUMIF

This function sums the values in a range that meet criteria specified. The two examples below show how
SUMIF operates. The first part of the argument is the range of cells we want evaluated based on our
criteria. The first tooltip is the criteria itself, e.g. code 100 and vendor ABC, respectively. The following
tooltip is the range of cells for Excel to perform the summarization function, e.g., amount in both
instances.
IF

If statements are helpful to return one value if the statement is true and another if the statement is false.
In the example below, we are comparing the payment amount (C2:C7) to the invoice amount (B2:B7). If
the payment amount is greater than the invoice amount, then Excel returns a value of “Overpayment.” If
the payment amount is not less than the invoice amount, then Excel

return a value of “Not Overpayment.” Please note the attention to the value we selected to return if the
statement is false because the logic statement is also capturing instances where the payment amount
equals the invoice amount (Rows 3 and 6).

AND

Similar to if statements, the AND function returns a value of “TRUE” if the statement is true and “FALSE”
if the statement is false. The function tests multiple criteria. In the example below, the statement is
testing two criteria. The first is whether there has been an underpayment (Column E is less than Column
C) and whether the payment took more than 30 days from time of invoice (Column D minus Column B is
greater than 30). Both conditions must be true in order for Excel to return the value “TRUE.” If only one
of the conditions is true, either there is an underpayment or payment took over 30 days from time of
invoice, then Excel returns the value “FALSE.”
OR

This function tests multiple logic criteria and returns a value of “TRUE” if one criterion is true. The
example below is similar to the one for the AND function. However, if one of the conditions, e.g.,
underpayment (Column E is less than Column C) or payment taking more than 30 days from time of
invoice (Column D minus Column B is greater than 30), is met, then Excel returns the value “TRUE.” If
both conditions are not met, then Excel returns the value “FALSE.”
USING EXCEL TO MANAGE LISTS

Objectives

By the end of this section you will be able to:

• Set up an Excel list

• Sort the list

• Create list subtotals

• Add, edit and delete list items using the data form

• Use AutoFilter to find specific list data

• Use the Advanced filtering tools

• Analyse list data with data and PivotTables

EXCEL LISTS,LIST TERMINOLOGY

Although Excel's primary function is as a Spreadsheet, it can also be used for a number of list operations. It
is possible to store, and manipulate information (customer records, staff records or stock inventories for
example) on an Excel worksheet, organise it in different ways, and "query" the list to extract information
which meets specific, user‐defined criteria. The list is effectively treated as a database.

In order to use Excel's database capacity, information must be laid out in rows and columns subject to
certain constraints. There are some database terms with which the user should become familiar:

Row And Column Content

The information being stored must be divided up into categories. For example, information on staff might
include Firstname, Lastname and Department. In an Excel List, each category must be entered in a separate
column. Do not mix text and numbers in a column – the data must belong to the same category of
information and therefore should be the same data type. Do not use spaces in front of column entries, use
alignment buttons instead if you need to move data away from the column edges.

Column Labels

This is the title at the top of each column, describing the category of information which it contains. Each
label name must be unique and must be made up of text rather than numbers or calculations. The column
names must appear directly above the list information ‐ they may not be separated from the rest of the list
by a blank row. Format your column labels to distinguish them from the list data.

List Size And Location

The List is the whole collection of information, all Fields, Fieldnames and Records and should be laid out as a
regular block of data. (see specifications for list limits)

Do not place more than one list on a worksheet. If you want more than one list in a workbook, place each
list on a separate sheet. (this is only a guide it will not affect functionality but when working with lists
hidden rows can cause severe problems with other lists on same sheet)

Leave at least one blank row and one blank column between the list and other data on the worksheet.
 Place additional data diagonally below and to the right of your list. This ensures that data will not be
affected when you filter the list.

Miscellaneous

Excel does not distinguish between upper and lower case characters in a list, unless you use the Case‐
sensitive sort option.

When you use formulae in lists, Excel uses the results of the formulae.
SORTING DATA

Although not confined

to database
information, the sorting
facility in Excel is
particularly appropriate
for changing the order
in which records are
listed. Remember to
save the file containing

the database information prior to sorting.

If you will need to restore the original record order, it is a good idea to include a column of record numbers
before sorting the database. This can be achieved simply by adding a column with a suitable heading, and
using the fill handle or the data series command to enter consecutive numbers adjacent to each record.

When using any data handling techniques ensure you have: ‐1. Selected a cell
somewhere in the data list. 2. Have NO MORE than one cell selected

Excel automatically selects the entire list for sorting. It compares the top rows of your list for
formatting differences. If there is a difference in the formatting of the top row, Excel identifies that
row as column labels and excludes it from the sort. This ensures the column labels will not be
sorted with the rest of the data.

To perform a single‐level sort: (quick sort)

Mouse

i. Select a cell in the list within the column by which you want to sort.

ii. Click the Sort Ascending or Sort Descending button from the DATA ribbon, SORT &

FILTER group

OR
 Mouse

i. Click within the data to be sorted in the column you wish to sort by

ii. Click the Sort A to Z or Sort Z to A option from the Sort & Filter button
on the HOME ribbon in the EDITING group

iii. The data will be sorted alphabetically or numerically by that column

To perform a multi‐level sort:

Mouse

i. Click within the data to be sorted.

ii. Choose Sort, button from the DATA ribbon, SORT & FILTER group The following

dialog box will appear in which from which you may specify the Sort fields and the Sort order.
 iii. From the Sort By drop‐down list, select the field you want to use as the main sort order.

iv. Select from the next drop down list what you want to sort on by default this
will be the data (values)

v. Select the Ascending or Descending from the drop down list depending on
which order you wish the data sorted in.

vi. Select add level

vii. Specify any sub‐sorts using the Then By drop‐down lists to pick the subsequent fields to sort by when
duplicates occur in the main sort field.

viii. You may add many levels to your sorting of data. If you wish to reorder your sorting levels
use the reorder buttons by selecting a level and moving it up or down

ix. If you have an incorrect level in your many sort orders. Select it and click on delete level.

x. Click OK. to apply sort orders

OR

Mouse

i. Click the Custom sort option from the Sort & Filter button on the HOME ribbon in the EDITING group

ii. The custom sort dialog will appear.

iii. Continue as previous

iv. Click OK. to apply sort orders

Custom Sorting Options

The ascending and descending sort orders rearrange your list by alphabetical, numerical, reverse
alphabetical or reverse numerical order. For some types of data, such as months, this may not be the order
that you need to use. You can use one of the custom sort orders provided with the Excel program to
rearrange your data in chronological order by day of the week or by month.

To sort by a custom sort order:

Mouse

i. Place the active cell within the list.

ii. Click the Custom sort option from the Sort & Filter button on the HOME ribbon in the EDITING group

OR

i. Choose SORT, button from the DATA ribbon, SORT & FILTER group.

ii. From the SORT BY drop‐down list, select the column by which you want to sort.

iii. From the SORT ON drop down list select what you want to sort on (Values)

IV. From the ORDER drop down list select CUSTOM LIST

v. The following dialog box will appear

vi. Select a custom list from the left hand box.

vii. Click on OK to close the list dialog and apply sort order to level and click on OK again to perform the
sort.
Creating A Custom Sort Order

When sorting by ascending, descending or chronological order is not suitable for the data in a list, you can
create a custom sort order. Custom sort orders enable you to give Excel the exact order to rearrange data.
Custom sort orders are helpful for data such as Low, Medium, High, where neither alphabetical nor an
existing custom sort order will provide the desired results.

To create a custom sort order:

Mouse

i. Click the Custom sort option from the Sort & Filter button on the HOME ribbon in the EDITING group

OR

i. Choose SORT, button from the DATA ribbon, SORT & FILTER group.

OR

i. Click on the MICROSOFT OFFICE BUTTON and select the EXCEL OPTIONS button. In the POPULAR
section . click on the EDIT CUSTOM LISTS button

ii. In the CUSTOM LISTS box, verify that New List is selected.

iii. In the LIST ENTRIES box, type each unique entry in the order you want to sort the entries. Separate the
entries by pressing [ENTER].

iv. Click ADD the list entries will appear in the left hand box

v. Click OK.
 Custom sort orders are saved with the Excel 2007 program settings and are available for use with
all worksheets. You can use a custom list with the AutoFill feature.

FILTERING A LIST

When you filter a list, you

display only the sets of
data that meet a certain
set of search conditions

called criteria. The

AutoFilter feature enables
you to specify those search
conditions from the list.

When you use the Data, Filter, AutoFilter command, drop‐down list arrows are displayed next to each of the
column labels in the list. When you open a drop‐down list, a list of all the unique entries for that column is
displayed. By selecting one of the entries from the drop‐down list, called a filter criterion you instruct Excel
what to search for. Then Excel filters the list so that only the sets of data that contain the entry you selected
will be displayed. When Filter mode is active, arrows for the columns with filter criterion selected appear in
blue on the worksheet, row numbers appear in blue, and the status bar displays either the number of rows
that meet the criteria, or the text “Filter mode.” The sets of data that do not meet the criteria remain in the
list but they are hidden.

If you select a single cell in the list before choosing Filter drop ‐down list arrows are applied to all of
the column labels in your list. If you select multiple column labels before choosing Filter drop ‐down
 list arrows are displayed only for the selected columns, thus restricting which columns you can
apply filters to. In either case, the entire list is filtered. Also, you can filter only one list at a time on
a worksheet.

To filter a list using AutoFilter:

Mouse

i. Place the active cell anywhere within your list.

ii. Click the FILTER option from the SORT & FILTER button on the HOME
ribbon in the EDITING group

OR

i. Choose FILTER, button from the DATA ribbon, SORT & FILTER
group.

ii. Your list column labels will appear with drop‐down list arrows
to the right.

iii. When you select the drop down arrow from the top of a particular column you will have (depending on
the data type) a box at the bottom of the menu with all unique values make sure the values you wish to
be seen are ticked. Select the values you are filtering for.(Following Pictures)

iv. When all values you wish to see are ticked (this creates OR conditions for that column) click OK to apply
the filter for that column

OR
 i. You have sort order options at the top part of the menu which work in the same manner as previously
discussed if you select a sort order this will close the menu and apply the filter.

ii. Repeat step 3 until you have set filter criteria for all columns that you wish to filter by.

iii. The list will show only those rows that match your criteria.

Sorting

options

Values to be

filtered by
 Filter options for

custom filter.

(see next)

Each time you apply criteria to a column you create AND conditions across columns that reduce the
number of records that will be displayed. Using the simple autofilter OR conditions cannot be
applied across columns. (see advanced filter). More AND conditions = less records

Whilst a filter is active, if you print the worksheet, only visible rows will be output, so you can print
out multiple views of your data from an individual list.
Removing a single column filter:

Mouse

i. You can see which columns have filter criteria active because the drop ‐down list arrows are blue. Click
the drop‐down list arrow for the column whose criteria you wish to remove. And choose the tick box
that says select all.

ii. All values will be selected for display again. Either click OK or select new sort order to show all records.
Removing all column filters:

Mouse

i. Click the Clear option from the SORT & FILTER button on the HOME ribbon in the
EDITING group

OR

i. Choose FILTER, button from the DATA ribbon, SORT &

FILTER group.

ii. All column filters will be cleared

When filters are cleared the SELECT ALL tick box is applied to all columns. Make sure that this
method is the one you really want if you have selected complicated criteria in a particular column.

Custom Criteria

When you specify a filter criterion for a column from unique entries listed in the AutoFilter drop ‐down list,
you can only select one filter criterion at a time. The Custom filter criterion enables you to filter a list to
display sets of data that contain This creates an OR condition or complicated options of what text, dates or
numbers you wish to display To meet the filter criteria, a set of data must meet either the first filter
criterion or the second filter criterion or both

You can also use the Custom criterion choice to find values that fall within a range. When you specify
custom criteria, select a comparison operator from the drop ‐down list and then either type in a value or
select it from the criteria drop‐down list.

When you use custom criteria, you need to understand the comparison operators that Excel offers you. The
table below outlines these:

Operator Meaning

= Equal to

> Greater than

 < Less than

>= Greater than or equal to

<= Less than or equal to

<> Not equal to

To specify “either AND/OR”

custom criteria:

Mouse

i. Click on the AUTOFILTER drop‐down

for the desired column.

ii. Depending on the Data type you will

have the data type and type of filter
name. (picture shows number filter)
 iii. You may select one of the options shown to
start your custom filter OR move to the
bottom of the menu and select custom Filter.

iv. The following dialog box will be shown.

v.

vi. In the Custom AutoFilter dialog box from the

first criteria drop‐down list select one of the
filter criteria. (The default operator is =
“equals”).

vii. Click on OR or AND. (this is very important)

viii. From the second operator drop‐down list, select a comparison operator.

ix. From the second criteria drop‐down list select the other filter criterion.

x. Click OK. The filtered list shows the sets of data that meet either the first or the second specified
criterion for the column.

Using custom criteria to find a range of values:

Mouse

i. Click the drop‐down arrow for the column label whose range of values you want to filter by. This will
typically be numbers or dates

ii. Click Custom filter. From the resulting dialog box, select the comparison operator to control the lower
limiting value, for example greater than or greater than or equal to.

iii. From the first criteria drop‐down list, select a value or type the value in.

iv. Select AND as the data MUST meet both conditions to display the range

v. From the second criteria drop‐down list select the other filter criterion.
vi. Click OK. The filtered list shows the sets of data that meet BOTH the first and the second specified
criterion for the column.

Turning Off Autofilter

 When you no longer need to filter your data, you can switch the AutoFilter off in the following way:

To switch off AutoFilter:

Mouse

i. Choose FILTER, button from the DATA ribbon, SORT & FILTER group.

OR

i. Click the FILTER option from the SORT & FILTER button on the HOME ribbon in
the EDITING group

ii. The AutoFilter option on the submenu will appear ticked showing that AutoFilter
is currently active. Click AutoFilter to remove the tick and deactivate the
AutoFilter.

PIVOTTABLES

A PivotTable can summarise large amounts of data using specified calculations and formats. It is called a
PivotTable because the headings can be rotated around the data to view or summarise it in different ways.

• The source data can be:

• An Excel worksheet database/list or any range that has labelled columns.

• A collection of ranges to be consolidated. The ranges must contain both labelled rows and columns.

• A database file created in an external application such as Access or Dbase.

• The data in a PivotTable cannot be changed as it is the summary of other data. The data itself can be
changed and the PivotTable recalculated. The PivotTable can be reformatted.
To create a PivotTable or PivotTable with pivot chart:

Mouse

i. Select a cell in a range of cells of data, or put the insertion point inside of an Excel
table.

ii. Make sure that the range of cells has column headings.

iii. Do one of the following: To create a PivotTable report, on the Insert ribbon, in the
Tables group, click PivotTable, and from the menu click PivotTable.

iv. The Create PivotTable dialog box is displayed.

OR

i. To create a PivotTable and PivotChart report, on the Insert ribbon, in the Tables group, click PivotTable,
and then from the menu click PivotChart.

ii. The Create PivotTable with PivotChart dialog box is displayed.

To Select a data source. And choose the data that you want to analyze

Mouse

i. Click Select a table or range.

ii. Type the range of cells or table name reference, such as =QuarterlyProfits, in the Table/Range box.

iii. If you selected a cell in a range of cells or if the insertion point was in a table before you started the
wizard, the range of cells or table name reference is displayed in the Table/Range box.

OR

i. To select a range of cells or table, click Collapse Dialog button to temporarily hide the
dialog box, select the range on the worksheet and then press Expand Dialog .

If the range is in another worksheet in the same workbook or another workbook, type the
workbook and worksheet name by using the following syntax:

([workbookname]sheetname!range).

Use external data

Mouse

i. Click Use an external data source.

ii. Click Choose Connection.

iii. The Existing Connections dialog box is displayed.

iv. In the SHOW drop‐down list at the

top of the dialog box, select the
category of connections for which
you want to choose a connection or
select ALL CONNECTIONS (which is
the default).
v. Select a connection from the

SELECT A CONNECTION list box,

and then click OPEN.

If you choose a connection from the

Connections in this Workbook
category, you will be reusing or
sharing an existing connection. If you
choose a connection from the
Connection files on the network or
Connection files on this computer the
connection file is copied into the
workbook as a new workbook
connection, and then used as the new
connection for the PivotTable report.
To Enter a location.

Mouse

i. To place the PivotTable report in a new worksheet starting at cell A1, click NEW WORKSHEET.

ii. To place the PivotTable report in an existing worksheet, select EXISTING WORKSHEET, and then type
the first cell in the range of cells where you want to locate the PivotTable report.

OR

i. click COLLAPSE DIALOG to temporarily hide the dialog box, select the beginning cell on
the worksheet and then press EXPAND DIALOG .

ii. Click OK.

An empty PivotTable report is added to the location that you entered with the PivotTable Field List
displayed so that you can start adding fields, creating a layout, and customizing the PivotTable report.

If you are creating a PivotChart report, an associated PivotTable report is created directly underneath the
PivotChart report for the location that you enter. This PivotTable report must be in the same workbook as
the PivotChart report. If you specify a location in another workbook, the PivotChart report will also be
created in that workbook.

To Create A PivotChart Report From An Existing PivotTable Report

Mouse

i. Click the PivotTable report.

ii. On the INSERT ribbon, in the CHARTS

group, click a chart type.

You can use any chart type except xy (scatter), bubble or stock.

Convert a PivotChart report to a static chart

 Find the associated PivotTable report that has the same name as the PivotChart report by doing the
following: (The PivotTable report that supplies the source data to the PivotChart report. It is created
automatically when you create a new PivotChart report. When you change the layout of either report, they
both change.)

Mouse

i. Click the PivotChart report to find the associated PivotTable report name, In the DATA group, on the
DESIGN ribbon, click SELECT DATA to display the EDIT DATA SOURCE dialog box, and then note the
associated PivotTable name, which is the text that follows the (!) exclamation point, in the Chart data
range text box and then click OK.

ii. To identify the associated PivotTable report, click each PivotTable report in the workbook, and then on
the OPTIONS ribbon, in the PIVOTTABLE group, click OPTIONS until you find the same name in the
NAME text box. then Click OK.

iii. On the OPTIONS ribbon, ACTIONS group, click SELECT, then click ENTIRE PIVOTTABLE. Press

DELETE.
 iv. The chart is now static and not associated with the PivotTable.

Create A Static Chart From The Data In A PivotTable Report

This procedure creates a regular, noninteractive chart rather than a PivotChart report (PivotChart report: A
chart that provides interactive analysis of data, like a PivotTable report. You can change views of data, see
different levels of detail or reorganize the chart layout by dragging fields and by showing or hiding items in
fields.).

To create static chart from data

Mouse

i. Select the data in the PivotTable report that you want to use in your chart. To include field buttons(A
field button is a Button that identifies a field in a PivotTable or PivotChart report. You can drag the field
buttons to change the layout of the report, or click the arrows next to the buttons to change the level of
detail displayed in the report.) and data in the first row and column of the report, start dragging from
the lower‐right corner of the data that you're selecting.

ii. On the HOME ribbon, in the CLIPBOARD group, click COPY .

iii. Click a blank cell outside of the PivotTable report.

iv. On the HOME ribbon, in the CLIPBOARD group, click the arrow next to PASTE, and then click PASTE
SPECIAL.

v. Click VALUES, and then click OK.

vi. On the INSERT ribbon, in the CHARTS group, click a chart type.

Delete A PivotTable Or PivotChart Report

To Delete a PivotTable report

Mouse

i. Click the PivotTable report.

 ii. On the OPTIONS ribbon, in the ACTIONS group, click SELECT, and then click ENTIRE PIVOTTABLE.

iii. Press DELETE.

Deleting the associated PivotTable report (associated PivotTable report: The PivotTable report that
supplies the source data to the PivotChart report. It is created automatically when you create a
new PivotChart report. When you change the layout of either report, the other also changes.) for a
PivotChart report creates a static chart that you can no longer change.

To Delete a PivotChart report

Mouse

i. Select the PivotChart report.

ii. Press DELETE.

Deleting the PivotChart report does not automatically delete the associated PivotTable report.
Create Layout For PivotTables

Once the PivotTable has been created a layout has to be

created to view your data in the empty PivotTable we do this
through the PivotTable Field list which appears in a pane to the
right of your PivotTable

An Option button will allow you to change the way your

PivotTable field list looks
To create a layout

Mouse

i. Drag and drop the fields from the fields section at the top to the bottom areas of the Pane

ii. If Month of Hire is used as a row label the PivotTable will look at your data and pick out the unique
values to make up the row headings within your report.

iii. Choose a field for the column labels

iv. Choose a field you wish to use as your values.

Numerical data will use SUM as the default method of calculating your data. If Textual it will use
count as default. You may use more than one field in any area but it is important to place them
correctly. You may drag them around as much as you wish until your report looks as you wish it to
look.

v. You may filter on one or more fields if you wish. To do this drag a field to the report filter box

Any of these areas can be filtered.

Modifying A PivotTable

• All of the following are options for modifying your PivotTable

• Adding or deleting fields

• filtering and sorting

• Format the colour scheme

• Changing how the pivot chart calculates

 To Add or delete fields:

Mouse

vi. Drag and drop the fields between the various areas and the field list section field info will disappear or
appear in different locations.

vii. Dragging a field from one of the areas to the field list will remove that data from the report.( this will not
change the data in your Data list merely leave it absent from the report.
CHARTS
Objectives

By the end of this section you will be able to:

• Create embedded charts

• Create separate page charts

• Change chart types and formats

• Add and remove chart data

• Add trend lines to charts

• Create picture charts

INTRODUCTION TO CHARTING

One of the most impressive aspects of Excel is its charting ability. There are endless variations available, allowing
you to produce a chart, edit and format it, include notes, arrows, titles and various other extras as desired. This
manual will look at many of the issues involved in producing and formatting Excel charts.

Charts are based on data contained in Excel Worksheets. It is necessary to understand how Excel picks up the
data to be used in a chart because the way in which the data is laid out will influence how the chart is presented.

Excel offers a wide range of types and formats from which you can choose when producing charts. However, the
charts themselves can exist in different forms and it is important to understand the difference between them.
The first form is an embedded chart, the second is a separate chart page.

Terminology

As a starting point, there are some terms used in charting which should be understood by you. The terms defined
below relate to the example car sales worksheet and column chart which appear beneath the table:

Data Point An individual figure on the spreadsheet which is reflected in the chart e.g.

Fred's Orion sales figure

Data Series A collection of related data points, e.g. all of Fred's figures, which will appear

on a chart as markers (bars, for example) of the same colour

Legend The "key" to the chart, identifying which patterns/colours relate to which

data series

Marker A bar, column, or slice of pie for example, representing a data point

Category The category axis appears across the bottom of a graph (pie charts excepted)

and the categories are listed here. Points within the different data series are

grouped by category
Embedded Charts
 An embedded chart appears on the worksheet where it was created. It is an
embedded object, which does not normally appear in its own window, and has no
separate existence apart from the worksheet. The chart is saved only when the
worksheet file itself is saved, and will be printed with the worksheet in which it is
embedded. You may choose to have an embedded or separate chart at any time.
All charts whether embedded or separate are created from the INSERT ribbon in
the CHARTS group.

Separate Chart Pages

A chart sheet, although linked to the worksheet whose figures it represents, exists as a separate page in a
workbook. The F11 key is very useful for creating a default chart from selected data as a new sheet within
the workbook
 Some chart elements to be aware of.

Chart Element Description

Titles This is the area where you can specify the titles to have on the chart (i.e. X‐axis

“1998”, Z‐axis “GBP”

Axes Here you specify whether you want a Y/Z axis and whether you are using

timescales to plot your data

Gridlines The gridline ribbon allows you to switch on and off horizontal and vertical gridlines

Legend Use this ribbon to switch the legend on and off or reposition it

Data Labels The Data Labels ribbon allows you to display the amount each point represents or

display the label (i.e. in the example above, each cylinder would have Qtr1, Qtr2
 displayed as appropriate at the top of each data marker)

Data Table The Data Table ribbon will display a grid underneath the chart that will show the

information that is being plotted.

Three Methods To Create Charts

To create a chart

Mouse

i. Select data for chart.

ii. Go to the CHARTS group on the INSERT ribbon. Select

a chart type and click

iii. The menu on the left appears.

iv. Hovering your mouse over a chart type will bring up an

explanation of that chart type

v. When you have chosen click once to select a chart type

vi. The chart is now created based on the selected data as

an embedded chart.

OR

Keyboard

i. Select Data for chart

ii. Press the F11 Key

iii. Default chart will created as chart on a separate sheet.

OR

i. Select data for chart.

 ii. Click on the DIALOG BOX LAUNCHER on the CHARTS
group on the INSERT ribbon.

iii. The following dialog will appear

iv. Select a type from

the left hand
section and a sub
type from the
right hand section.

v. Click OK to create
the chart.

vi. This will be

created as an
embedded chart

Excel 2007 Advanced

Moving And Resizing Embedded Charts

Once the chart object has been created and stored as an embedded object, you can move and resize it.

To move an embedded chart:

Mouse

i. Move mouse over the chart frame border your mouse cursor should
have a four pointed black arrow
 ii. Click on the chart frame border and hold the mouse button down as
you drag. Release the mouse when the chart is in the desired
location.

To resize an embedded chart:

Mouse

i. Move your mouse over the dotted handles on the Chart frame
border.

ii. The mouse cursor should change to a double arrow.

iii. Click and Drag up, down, left or right.

Hold down the [ALT] key if you wish the chart to resize by snapping to the cell gridlines

Data Layout

Depending on the "shape" of the selected data, Excel will assign categories and data series to either the
rows or columns of information. Usually it will be assumed that there are more categories than data series,
therefore, if there are more rows than columns of selected information, the data series will be based on
columns, with the legend labels being picked up from the row across the top of the selected area and the
category labels being picked up from the leftmost column:
If there are more columns than rows in the selected area, the data series will be based on rows, with the
legend labels being picked up from the leftmost column and the category labels taken from the top row of
the selected area:
If the number of rows and columns is the same, Excel will opt for data series in rows. It is possible to
override the choice made by Excel in how the data series and categories are decided. Details of this
procedure will be found under the section on manipulating data.
Shortcut Menu (Right Click)

You may be familiar with the Shortcut menus associated with the selected
cell(s) on the Excel worksheet. When working on a chart ‐ embedded either
on a worksheet or in its own window, clicking on the chart with the secondary
mouse button will call up a Charting Shortcut menu.

The Shortcut menu will contain a selection of choices from some of the
Standard Menu bar options mostly relating to the chart as an embedded
object ‐ almost like a graphic on the worksheet.

Chart Types

There are several different types of chart available within Excel. The type to choose will vary depending on
the data involved and what information the chart is intended to convey or highlight. Practice will improve
your instinct on which type of chart to use in each instance. Initially it may be useful to try different types
until the result is reasonably close to your requirements, and then add custom formats and elements as
desired. Some chart types are very specialised and may only be of use to particular business sectors.

Available Types Of Chart

Selecting any of the types listed will apply a given chart type to the active chart. The most useful types
available and some of their applications have been summarised below:

Area

Area charts can be 2 or 3‐dimensional. They are used to compare the change in volume of a data
series over time, emphasising the amount of change rather than the rate of change. Area charts
show clearly how individual data series contribute to make up the whole volume of information
represented in the graph.

Bar

Bar charts can be 2 or 3‐Dimensional. They are used to show individual figures at a specific time
or to compare different items. Categories are listed vertically, so that bars appear on the
horizontal, thus there is less emphasis on time flow. Bars extending to the right represent
positive values while those extending left represent negative values.

Column
Column charts can be 2 or 3‐Dimensional. They are frequently used to show variation of different items
over a period of time. Categories (often days or months for example, representing a progression of time) are
listed horizontally and columns are displayed side by side, making for easy comparisons. Two variations on
the theme of Column charts are represented by further tools on the Chart toolbar. The Stacked Column
chart can be used to show variations over a period of time, but also shows how each data series contributes
to the whole. A further variation on the 3‐D column chart produces 3‐D columns in a 3‐D plot area, receding
away from the viewer.

Line

Line charts can be 2 or 3‐Dimensional. Line charts are used to compare trends over time. There
are similarities with Area charts, but line charts tend to emphasise the rate of change rather than

volume of change over time. 3‐D lines appear as "ribbons" which can be easier to see on the chart.

Pie

Pie charts can be 2 or 3‐Dimensional. They are used to compare the size of the parts with the
whole. Only one data series can be plotted, making up 100%. Pie charts within their own window
can be made to "explode" by dragging one or more pieces of pie away from the centre.

Radar

Each category in a radar chart has its own axis radiating from the centre point. Data points are
plotted along each spoke, and data points belonging to the same series are connected by lines.
 Xy Scatter Charts

XY charts are used to compare two different numeric data series, and can be useful in determining whether
one set of figures might be dependent on the other. They are also useful if the data on the X axis represents
uneven intervals of time or increments of measurement.

3‐D Surface

3‐D Surface charts present information in an almost topographical layout. They can be used to pinpoint the
high and low points resulting from two changing variables. It can be helpful to think of a 3‐D surface chart as
a 3‐D Column chart which has had a rubber sheet stretched over the tops of the columns.

Combination

A combination chart allows you to overlay one 2‐Dimensional chart type on top of another. This can be
useful for comparing different types of data, or for charting data requiring two different axis scales. Once
the combination chart has been set up, the actual type of the main or overlay chart can be changed by you.

To change the chart type:

Mouse

i. Click on chart to be changed..

ii. Go to the CHARTS group on the INSERT ribbon. Select a chart type and click

iii. Hovering your mouse over a chart type in the menu will bring up an explanation of that chart type

iv. When you have chosen click once to select a chart type

v. Your chart will have changed

OR

i. Click on the DIALOG BOX LAUNCHER on the CHARTS group on the INSERT ribbon. The INSERT CHART
dialog will appear

ii. Select a type from the left hand section and a sub type from the right hand section. Click OK to change
the chart type
OR

i. Right click on the chart to call up the shortcut menu Click on CHANGE CHART TYPE

ii. The INSERT CHART dialog will appear Select a type from the left hand section and a sub type from the
right hand section. Click OK to change the chart type
 OR

i. Click on CHANGE CHART TYPE on the TYPE group on the DESIGN ribbon. The CHANGE CHART TYPE
Dialog box will appear

ii. Select a new chart type

iii. Click OK

Default Chart Type

The default graph setting in Excel is set

to a simple 2‐dimensional column
chart, however you can change the
default to any of the types offered
within the chart type dialog.

To set the default chart type:

Mouse

i. Click on the DIALOG BOX

LAUNCHER on the CHARTS group
on the INSERT ribbon.

ii. The following dialog will appear

iii. Select a type from the left hand section and click on the specific format that you want the chart to have
from the gallery of pictures on the right.

iv. Click the SET AS DEFAULT CHART button.

v. New charts created from now on will use the default format as defined by you when pressing F11

FORMATTING CHARTS
 There are several different ways of formatting the various elements in a chart. Some formats, such as
adding a legend can be applied to a chart using the following sections

Calling up the Shortcut menu on a Chart will also allow you to access the dialog boxes which can be used to
change formatting on the entire chart.

Design Ribbon

The DESIGN ribbon is to change some very basic aspects of your chart globally for the chart we have
already looked at changing the chart type. We will look at creating some of our own later on

To change data source

Mouse

i. Click on Chart.

ii. Click on SELECT DATA in the DATA group the following dialog will appear

iii. In the CHART DATA RANGE box a highlighted range will be seen.

iv. If you need a completely new range then delete the values in this box and select a different range for
your chart.

v. Click on OK.

Be sure to include the row and column labels in this range. If you wish you may select more than
one range by holding down the [CTRL] key down after you have selected your first range and then
select another range.
To add or remove a series or category.

Mouse

i. Click on Chart.

ii. Click on SELECT DATA in the DATA group the SELECT DATA SOURCE dialog will appear

i. In the LEGEND ENTRIES (SERIES) box click on ADD the EDIT SERIES dialog will appear.

ii. In the series name box select the cell that holds the
series Label

iii. In the series values box select the range of cells that will
make up the data for that series.

iv. Click OK
 v. In the HORIZONTAL (CATEGORY) AXIS LABELS box click on EDIT

vi. The AXIS LABELS dialog will appear

vii. Reselect the range that will include any new category
labels.

viii. Click OK. and OK again to apply the new data to your chart.

To delete a series

Mouse

i. Click on Chart.

ii. Click on SELECT DATA in the DATA group the SELECT DATA SOURCE dialog will appear

iii. Select the series you wish to delete.

iv. Click on DELETE the series will be removed.

To delete a category

i. Click on Chart.

ii. Click on SELECT DATA in the DATA group the SELECT DATA SOURCE dialog will
appear

iii. Click on the SWITCH ROW/COLUMN button. What was a category has now become a series

iv. Now delete series as previously explained.

v. Click on the SWITCH ROW/COLUMN button on the dialog box. What were series have now become
categories with the category you wished, removed.

Switch Rows And Columns

To switch between rows and columns

Mouse

i. Click on Chart.

ii. Click on SELECT DATA in the DATA group the SELECT DATA SOURCE dialog will appear

iii. Click on the SWITCH ROW/COLUMN button. What was a category has now become a series

OR

Mouse

i. Click on chart.

ii. Click on Chart.

iii. Click on SWITCH ROW/COLUMN in the DATA group

 iv. Your data has now switched rows to columns

This facility may not be available if multiple data ranges have been selected for your chart
especially if they are different sizes from different locations.

Changing The Chart Layout

As discussed earlier a chart is made up from many elements that can be turned on or off depending on the
type of chart or arranged in different places on the chart. To change the layout swiftly instead of laboriously
changing each element the change layout tool allows some quick global options.

To change the chart layout

Mouse

i. Click on the drop down arrow on the CHART LAYOUT group

ii. Select a chart Layout

 iii. The layout is applied

Chart Styles

A chart style is mainly a theme of formatting for your chart using the existing elements of your chart There
are some very exciting colour schemes in this feature

To apply a chart style

Mouse

i. Select chart

ii. Click on the drop down arrow to the right of the CHART STYLES group.

iii. Select a chart style

iv. Your chart should now adopt the style chosen.

If the chart style is not to your liking apply another style following the same method until you have
a style close to what you wish. We will look at formatting the various elements in a later chapter to
achieve exactly what you want

Moving Chart Location

If you usually use one method to create a chart you will regularly get either a separate sheet
chart or an embedded one and you may wish to switch between the two types. Or move your
embedded chart to a different sheet within your workbook.

To move embedded chart between sheets

Mouse

i. Click on MOVE CHART on the LOCATION

group. A dialog will appear.
 ii. Click on drop down arrow to the right of
OBJECT IN select the sheet you wish to
move it to

iii. Click OK

To switch between embedded and separate sheet

Mouse

i. Click on MOVE CHART on the LOCATION group. A dialog will appear.

ii. Click on New sheet

iii. Name sheet in the text box

iv. Click on OK

v. Embedded chart will now be on a separate sheet with the given name.

To create an embedded chart from a separate sheet chart simply CHOOSE AS OBJECT in the dialog
box and select a sheet to place it as an embedded object.
Layout Ribbon

The Layout ribbon allows us to format, add or remove various elements of a chart. Some tools are only
available, however for certain types of chart. E.G. you cannot apply 3D rotation to a 2D chart.

Formatting Chart Elements

To select and format a chart element.

Mouse

vi. Go to the LAYOUT ribbon.

vii. To select an element of your chart, click on the drop down arrow
to the right of top box in the CURRENT SELECTION group.

viii. Click on a chart element. That element will be selected

ix. Click on FORMAT SELECTION in the CURRENT SELECTION group,

the following dialog will appear.

x. The left hand section of the dialog will give the various categories
of how you may format your selection (These options may vary
depending on the selection.)
 xi. The right hand section contains the available formats for that
category.

xii. Clicking on each category and setting your format choices will
immediately affect you chart.

xiii. When you are satisfied with your formatting choices, click CLOSE.

Many of the options displayed in the category options section may

involve other drop down boxes to make a selection. (see picture) if
you move your mouse over these possible selections a help tip should
appear to give you a description of that choice BEFORE actually
making a selection. Any choice already applied will already be
selected and have a different colour.
Resetting Custom Formats

When experimenting with various formats you may find it difficult to

remember exactly what settings were applied to a specific element and
therefore you would find it difficult to make it appear as it once was.
Resetting the format of specific chart elements can be very useful.

To reset an element

Mouse

i. Make a selection of element to be reset

ii. Click on RESET TO MATCH STYLE button on the CURRENT SELECTION

group.

iii. The selected element will revert back to the original format settings of the applied chart style.

Adding, Removing And Formatting Labels

Information labels on your chart are very important on your chart

especially if it is on a separate sheet. The LABELS group offers a selection
of labels you may wish to show or hide on your chart. The chart layout
choices previously explained uses a mixture of labels in different
locations on your chart but you may wish to put specific labels on your
chart and format them yourself and place them where you wish.

To add or remove labels.

Mouse

i. Select chart if embedded

 ii. Click on drop down arrow of type of label you wish to add or remove
from the LABELS group.

iii. Make a selection from choices present.

iv. Label will appear or disappear dependant on choice

e.g.

v. Use the Data Labels button on the LABELS to write the values or the labels on the data markers.

vi. Use the Data Table button on the LABELS to add the plot data so that it is visible on the chart itself.

To format labels

Mouse

i. Select label element from drop down box in the CURRENT SELECTION group as mentioned previously.

ii. Click on FORMAT SELECTION in the CURRENT SELECTION group as mentioned previously.
To edit label text

Mouse

i. Select label as previously discussed.

ii. Click within the label and delete and retype with the text you require.

iii. Click off label

To move or resize chart elements

Mouse

i. Make a selection of a chart element. (E.G. a label)

ii. Handles will appear at each corner to show selection.

iii. Moving mouse over label border should show a 4 pointed Black arrow. This appears to indicate that you
are in the right position to click and drag to move the selected element.

iv. Clicking within the label to edit the text the label will automatically resize to the size of the text entered

Selecting an element like the PLOT AREA will allow a double black arrow when moving over a
handle. Clicking and dragging will resize that element.

Axes

For various types of charts you may not wish to see both axes on the chart you are
able to hide or show these axes dependant on your needs.

To add or remove axes from chart

Mouse
 i. Select chart if embedded.

ii. Click on drop down button on AXES button on AXES group

iii. Select PRIMARY HORIZONTAL or PRIMARY VERTICAL AXIS.

iv. Make a selection from choices shown.

Selecting more primary horizontal or vertical options opens the

formatting dialog which would appear if you selected the axis
and formatted it. Using the axes menu is best for turning it off or
on.

To format the Category (X) Axis:

Mouse

i. Under TICK MARK TYPE, you may click on the appropriate option button to specify that tick marks on
the axis will appear on the inside or outside of the axis line, cross the axis line, or not appear at all. Minor
tick marks can also be included (click on the Scale... button to set the intervals for major and minor tick
marks).
 ii. The TICK LABELS section allows you to dictate where the Labels associated with the selected axis will
display. This can be at the High Values end of the axis, the low values end of the axis, next to the axis, or
completely suppressed.

iii. Use the SCALE ribbon to specify at where the value axis will appear, which categories are labelled and
how many categories will appear between each pair of tick marks.

iv. A series of boxes [a]use automatic positioning. The default setting is to have this box checked, which
produces a Value Axis at the edge of a given category. Putting a value in the next box down will result in
a Value Axis which cuts down the middle of a category. This will also affect the location of tick marks on
the axis. Categories may be displayed in reverse order if desired, and the Value Axis may be required to
cross at the last plotted category on the chart.

v. Use the ALIGNMENT category to specify the orientation of the category labels.

To format the Value (Y) axis:

Mouse

i. Follow steps described above for the category axis.

ii. The SCALE ribbon will have different options relating to the values on the axis.

iii. From the SCALE ribbon, you may specify the Minimum and Maximum values to appear on the axis. The
intervals to be used as Major and Minor units on the axis may also be set. You may dictate the point at
which the value and category axes cross, whether or not the axes are plotted on a Logarithmic Scale, or
whether to have the values plotted in Reverse order.

Gridlines

Gridlines are the indicator lines that run across your chart to either divide up your categories or give visual
help when deciding on a value for a data point more distant from the value axis. You may need more, or less
of these, dependant upon your needs for accuracy or visual impact.

To change gridline options

Mouse

iv. Select chart if it is embedded.

 v. Click on drop down arrow on GRIDLINES on the AXES
group.

vi. Choose PRIMARY HORIZONTAL or PRIMARY VERTICAL

GRIDLINES and make a selection from the choices given.

Unattached Text

Floating text may be typed directly onto the Chart, then dragged to the desired position.

To add floating text to a chart:

Mouse

i. Go to the INSERT ribbon and select the TEXT BOX button click on your chart and a text box will appear.
Type required text, resize and format text box and drag to required location.
Format Dialog

Element options

This category varies dependent on what is selected it may

show AXIS, CATEGORY OR SERIES OPTIONS. For SERIES
OPTIONS it allows you to change the width of the column
or gap between the series. AXIS OPTIONS allows you to
specify widths and separation options where the axis
begins and ends (if available)

Fill

Use the FILL category to specify background colours or

designs.

Shape

Use this category to set the shape for a selected element

(series or data point if available)

Borders

Select the BORDER colour to change the border colour and

set a border

Set the BORDER STYLES category to add a border around the outside of the selected element

Shadow

This option allows you to set the shadow depth , colour and direction for the selected element.

3‐D Format
If you have a chart that has a 3‐D format this category will allow you to change many aspects of the 3 ‐D
appearance such as the material, lighting, contour, depth and bevel.

Depending on the data being displayed, some data markers on a 3‐D chart may be obscured. It is possible to
adjust the view so that your data may be seen to its best advantage. You may influence the degree of
elevation, perspective or rotation of your chart. A sample chart within the 3 ‐D view dialog box reflects the
new views as you change these factors.

Elevation and Rotation can be adjusted either by typing values into the appropriate sections within the
dialog box, or by clicking on the arrow buttons displayed around the sample chart. The latter technique is
obviously easier.

Elevation dictates the height from which you view the data. Ranging from 90°(above the plot area) to ‐
90°(below the plot area), where 0° represents a view level with the centre of the plot area. With 3 ‐D Pie
Charts, the range varies from 10°, almost level with the edge of the pie, to 80°, looking down on the
surface of the pie.
3‐D Rotation

Selecting the plot or chart area will allow you to rotate your chart in any direction or change the perspective
of your chart.

Rotation

Rotation allows you to turn the graph on its vertical axis. The range goes from 0° to 360°, where zero views
the chart from the front, 90°would view it from the side, and 180° would allow you to see it from the back
‐ effectively reversing the order of the data series for the chart display.

Perspective

Perspective can be changed to make the data at the back of a 3 ‐D chart appear more distant. A perspective
of zero means that the farthest edge of the chart will appear as equal in width to the nearest edge.
Increasing perspective (up to a maximum of 100) will make the farthest edge appear proportionally smaller.

You may also affect the height of the graph in relation to its width and whether or not you want the axes to
remain at right angles. This latter setting would preclude the use of perspective in 3 ‐D charts. Auto ‐scaling
allows Excel to scale a 3‐D chart so that, where possible, it is similar in size to its 2‐D equivalent.

Font

The font for any selected textual element can be set on the HOME ribbon from the FONT group or right
clicking on the highlighted text and using the mini toolbar.

Formatting The Legend

The Legend can be selected and formatting like the other chart elements The legend can be positioned
manually simply by pointing and dragging it to a new position on the chart, but there are some preset
positions which can be selected from legend button in the LABEL group

Note that the legend cannot actually be resized. Changing the font size will cause the size of the
overall legend to adjust, but it cannot be resized by dragging on the selection handles. No chart
element which shows white selection handles (rather than the usual white) can be resized by
dragging. Dragging the legend to a new position on the chart will sometimes affect the shape of
the legend and the size of the chart. The legend may be placed overlapping the chart. Note that the
text appearing in the Legend box is picked up from the worksheet data. Edit the text on the
worksheet in order to change the legend text (The legend may be deleted(hidden) by selecting it
and pressing the Delete key on the keyboard.
Add A Series Manually

Other methods To add a new data series to a chart:

Mouse

i. Select the worksheet cells containing the relevant data (including the label to be used if labels were
included in the original data).

ii. Copy this data to the clipboard in the usual way.

iii. Activate the chart by clicking on it and choose Edit, Paste. The data series will appear in the chart.

Or

i. Select the worksheet cells containing the relevant data

ii. If Chart is an embedded chart on current sheet. Drag and drop selected data onto chart.

The added series will invariably come in as the final data series, but the order can be changed by
you as outlined later in this document.

The Series Function

If a data series on a chart is selected, the reference area will display the underlying formula. It can be useful
to know what elements go to make up the Series function, as you may edit it manually if desired. The Series
function includes four arguments:

=SERIES(Series_Name,Categories_Ref,Values_Ref,Plot_Order)

The Series Name can be a reference (Worksheet!Cell) to the cell where the name of this particular data
series is being held, or it may consist of text typed in by you and enclosed in quotation marks. The Series
Name will be picked up in the legend to describe the data series. The Categories Reference refers to the
worksheet name and range of cells where the Category (or x ‐axis) labels are to be found. If the data series
 are in rows, the category references will refer to the labels at the top of each column and vice versa. The
Values Reference refers to the worksheet name and the range of cells containing the actual values for this
data series which are to be plotted on the y‐axis (or z ‐axis on a 3 ‐D chart). The Plot Order number dictates
the order in which the selected data series is plotted on the chart and listed on the legend. Often, instead of
amending the Series function manually, you may find it easier to edit a data series using the dialog option
covered in the earlier section.

Charting With Blocks Of Data

As it is possible to select separate ranges in Excel, it is possible to produce charts based on non ‐contiguous
data. This is vital if some of the information on the worksheet is to be omitted. There are some guidelines to
be aware of however. The layout of data is important as was demonstrated at the beginning of this
document. The selected ranges must amount to a regular block with consistent height and width
measurements so that Excel can interpret it correctly, with categories and data series matching up. Once
the data has been successfully selected, choose File, New and click on Chart before clicking on OK, or tap
[F11]. An extension of this idea leads to the fact that ranges from separate worksheet files can be included
in a single chart. Simply select the worksheet data to be included (subject to the layout provisos above),
copy to the clipboard then paste them into the chart.
FORMATTING

FORMATTING CELLS

Themes

You can quickly and easily format an entire document to give it a professional and modern look by applying
a document theme (A set of unified design elements that provides a look for your document by using
colour, fonts and graphics.). A document theme is a set of formatting choices that include a set of theme
colours, a set of theme fonts (including heading and body text fonts), and a set of theme effects (including
lines and fill effects).

Excel provides several predefined document themes, but you can also create your own by customizing an
existing document theme, and then by saving it as a custom document theme. Document themes are
shared across Office programs so that all of your Office documents can have the same, uniform look.

To Apply a document theme

You can change the document theme that is applied by default in Office programs, such as Word, Excel and
PowerPoint, by selecting another predefined document theme or a custom document theme. Document
themes that you apply immediately affect the styles (A combination of formatting characteristics, such as
font, font size, and indentation, that you name and store as a set. When you apply a style, all of the
formatting instructions in that style are applied at one time.) that you can use in your document.

Mouse

i. On the PAGE LAYOUT ribbon, in the THEMES group, click

THEMES.

ii. To apply a predefined document theme, click the document

theme that you want to use under BUILT‐IN.

iii. To apply a custom document theme, click the document theme that you want to use under CUSTOM.
 Custom is available only if you created one or more custom document themes

iv. If a document theme that you want to use is not listed, click BROWSE FOR THEMES to find it on your
computer or a network location.

v. To search for other document themes on Office Online, click SEARCH OFFICE ONLINE.
Customizing A Theme

The collection of fonts, colours and effects that make up a theme can all be customized and then saved as a
custom theme

To customize a theme

i. Click on the drop down arrow next to the aspect of the theme you wish to change colours, fonts or
effects.

ii. Make a selection from the choices present.

iii. Click on themes and save current theme
 iv. Clicking on the THEMES button in future will display CUSTOM, to allow you to use this theme in future
workbooks.

To set custom colour schemes for a theme

Mouse

i. Click on the drop down arrow next to the COLOURS button.

ii. Select CREATE NEW THEME COLOURS at the bottom of the menu

iii. The dialog above is displayed

 iv. Select new colours for the various parts of your theme. A sample is shown on the right to show you how
the colours appear together

v. Enter a name for your colour scheme in the NAME box

vi. Click on SAVE.

vii. Next time you click on the colours button it will display CUSTOM and the
sets of colours you have created.

To create custom font schemes for a theme.

Mouse

i. Click on the drop down arrow next to the FONTS button.

 ii. Select CREATE NEW THEME FONTS at the bottom of the menu

iii. The dialog above is displayed

iv. Select Fonts for the heading and a font for the body text
see sample on right of dialog.

v. Enter a name for your font scheme in the NAME box

vi. Click on SAVE.

vii. Next time you click on the FONTS button it will display
CUSTOM and the sets of fonts you have created.

Styles

To apply several formats in one step, and to ensure that cells have consistent formatting, you can use a
cell style. A cell style is a defined set of formatting characteristics, such as fonts and font sizes, number
formats, cell borders and cell shading. To prevent anyone from making changes to specific cells, you
can also use a cell style that locks cells. Microsoft Office Excel has several built ‐in cell styles that you
can apply or modify. You can also modify or duplicate a cell style to create your own, custom cell style.

To Apply a cell style

Mouse

i. Select the cells that you want to format.

ii. On the HOME ribbon, in the STYLES group, click CELL STYLES.

iii. Click the cell style that you want to apply.

To create custom cell style

Mouse
 i. On the HOME ribbon, in the STYLES group, click CELL STYLES.

ii. Click NEW CELL STYLE.

iii. In the STYLE NAME box, type an appropriate name for the new cell style.

iv. Click FORMAT.

v. On the various tabs in the FORMAT CELLS dialog box, select the formatting that you want, and then
click OK.

vi. In the STYLE dialog box, under STYLE INCLUDES (BY EXAMPLE), clear the check boxes for any
formatting that you don't want to include in the cell style.

vii. To remove a cell style from selected cells without deleting the cell style, select the cells that are
formatted with that cell style.
To remove a cell style

Mouse

i. On the HOME ribbon, in the STYLES group, click CELL STYLES.

ii. To remove the cell style from the selected cells without deleting the cell style, under GOOD, BAD, AND
NEUTRAL, click NORMAL.

OR

iii. To delete the cell style and remove it from all cells that are formatted with it, right‐click the cell style,
and then click DELETE.

You cannot delete the NORMAL cell style.

Conditional Formatting

Whenever you analyze data, you often ask yourself questions, such as:

• Where are the exceptions in a summary of profits over the past five years?

• What are the trends in a marketing opinion poll over the past two years?

• Who has sold more than £50,000 this month?

• What is the overall age distribution of employees?

• Which products have greater than 10% revenue increases from year to year?

• Who are the highest performing and lowest performing students in the new student class?

Conditional formatting helps to answer these questions by making it easy to highlight interesting cells or
ranges of cells, emphasize unusual values, and visualize data by using data bars, colour scales and icon sets.
A conditional format changes the appearance of a cell range based on a condition (or criteria). If the
condition is true, the cell range is formatted based on that condition; if the conditional is false, the cell
range is not formatted based on that condition.

When creating a conditional format, you can reference other cells in a worksheet, such as =FY2006!
A5, but you cannot use external references to another workbook.

To Format all cells by using a two‐colour scale

Colour scales are visual guides that help you understand data distribution and variation. A two ‐colour scale
helps you compare a range of cells by using a gradation of two colours. The shade of the colour represents
higher or lower values. For example, in a green and red colour scale, you can specify higher value cells have
a greener colour and lower value cells have a redder colour.

Mouse

i. Select a range of cells, or make sure that the active cell is in a table or PivotTable
report.
ii. On the HOME ribbon, in the STYLES group, click the arrow next to CONDITIONAL
FORMATTING, and then click COLOUR SCALES.

iii. Select a two‐colour scale.

Hover over the colour scale icons to see which one is a

two‐colour scale. The top colour represents higher
values and the bottom colour represents lower values.
To manage rules for advanced formatting.

Mouse

i. Select a range of cells, or make sure that the active cell is in a table or PivotTable report.

ii. On the HOME ribbon, in the STYLES group, click the arrow next to CONDITIONAL FORMATTING, and
then click MANAGE RULES.

iii. The CONDITIONAL FORMATTING RULES MANAGER dialog box is displayed.

To add a conditional format (new rule).

Mouse

i. click New Rule. The New Formatting Rule dialog box is displayed.
 ii. Select a rule type from top section of dialog.

iii. Edit the rule description in bottom section. Rule descriptions will change dependent on the rule type.

iv. Select the colours you wish to apply if the conditions you have set are met.

v. Click OK to create the rule the rule will then appear in the RULE MANAGER.

vi. Click ok to apply the rule and close the RULE MANAGER

To conditionally format to two colour scale (advanced)

Mouse

i. On the HOME ribbon, in the STYLES group, click the arrow next to CONDITIONAL FORMATTING, and
then click MANAGE RULES.

ii. The CONDITIONAL FORMATTING RULES MANAGER dialog box is displayed.

iii. Make sure that the appropriate worksheet or table is

selected in the SHOW FORMATTING RULES FOR list box
 iv. Optionally, change the range of cells by clicking COLLAPSE DIALOG in
the APPLIES TO box to temporarily hide the dialog box, selecting the
new range of cells on the worksheet, and then selecting

EXPAND DIALOG.

v. Select the rule, and then click EDIT RULE. The EDIT FORMATTING RULE dialog box is displayed.

vi. Under SELECT A RULE TYPE, click FORMAT ALL CELLS BASED ON THEIR VALUES.

vii. Under EDIT THE RULE DESCRIPTION, in the FORMAT STYLE list box, select 2‐COLOR SCALE.

viii. Select a MINIMUM and MAXIMUM TYPE

• FORMAT LOWEST AND HIGHEST VALUES Select Lowest Value and Highest Value. In this case,
you do not enter a Minimum and Maximum Value.

• FORMAT A NUMBER, date, or time value Select Number, and then enter a Minimum and
Maximum Value.

• FORMAT A PERCENTAGE Select Percent, and then enter a Minimum and Maximum Value. Valid
values are from 0 to 100. Do not enter a percent sign. Use a percentage when you want to visualize
all values proportionally because the distribution of values is proportional.

• FORMAT A PERCENTILE Select Percentile and then enter a Minimum and Maximum Value. Valid
percentiles are from 0 to 100. You cannot use a percentile if the range of cells contains more than
8,191 data points. Use a percentile when you want to visualize a group of high values (such as the
th th
top 20 percentile) in one colour grade proportion and low values (such as the bottom 20
percentile) in another colour grade proportion, because they represent extreme values that might
skew the visualization of your data.

• FORMAT A FORMULA RESULT Select Formula, and then enter a Minimum and Maximum Value.
The formula must return a number, date or time value. Start the formula with an equal sign (=).
Invalid formulas result in no formatting applied. It's a good idea to test the formula in the
worksheet to make sure that it doesn't return an error value.

Minimum and Maximum values are the minimum and maximum values for the range of cells.

Make sure that the Minimum value is less than the Maximum value.

You can choose a different Minimum and Maximum Type. For example, you can choose a Minimum
Number and Maximum Percent.

ix. To choose a MINIMUM and MAXIMUM colour scale, click COLOUR for each, and then select a colour.
If you want to choose additional colours or create a custom colour, click MORE COLOURS.
 x. The colour scale that you select is displayed in the PREVIEW box.

xi. Click OK to return to the rule manager

xii. Click OK to apply the new rule to selected cells and close rule manager.
 To Format all cells by using data bars quick formatting

A data bar helps you see the value of a cell relative to other cells. The
length of the data bar represents the value in the cell. A longer bar
represents a higher value and a shorter bar represents a lower value.
Data bars are useful in spotting higher and lower numbers especially
with large amounts of data, such as top and bottom selling toys in a
holiday sales report.

Mouse

i. Select a range of cells, or make sure that the active cell is in a table or PivotTable report.

ii. On the HOME ribbon, in the STYLE group, click the arrow next to CONDITIONAL FORMATTING, click
DATA BARS and then select a data bar icon.

To Format all cells by using data bars advanced formatting

Mouse

i. Select a range of cells, or make sure that the active cell is in a table or PivotTable report.

ii. On the HOME ribbon, in the STYLES group, click the arrow next to CONDITIONAL FORMATTING, and
then click MANAGE RULES. The Conditional Formatting RULES MANAGER dialog box is displayed.

Either

iii. To add a conditional format, click NEW RULE. The NEW FORMATTING RULE dialog box is displayed.

OR

iv. To change a conditional format, Make sure that the appropriate worksheet or table is selected in the
SHOW FORMATTING RULES FOR list box.
 v. Optionally, change the range of cells by clicking COLLAPSE DIALOG in the APPLIES TO box to
temporarily hide the dialog box, selecting the new range of cells on the worksheet, and then selecting

EXPAND DIALOG .

vi. Select the rule, and then click EDIT RULE. The EDIT FORMATTING RULE dialog box is displayed.

vii. Under SELECT A RULE TYPE, click FORMAT ALL CELLS BASED ON THEIR VALUES.

viii. Under EDIT THE RULE DESCRIPTION, in the FORMAT STYLE list box, select DATA BAR.

ix. Select a Shortest Bar and Longest Bar Type.

• FORMAT LOWEST AND HIGHEST VALUES Select Lowest Value and Highest Value. In this case,
you do not enter a Shortest Bar and Longest Bar Value.

• FORMAT A NUMBER, DATE, OR TIME VALUE Select Number, and then enter a Shortest Bar
and Longest Bar Value.

• FORMAT A PERCENTAGE Select Percent, and then enter a Shortest Bar and Longest Bar Value.
Valid values are from 0 to 100. Do not enter a percent sign. Use a percentage when you want to
visualize all values proportionally because the distribution of values is proportional.
 • FORMAT A PERCENTILE Select Percentile and then enter a Shortest Bar and Longest Bar Value.
Valid percentiles are from 0 to 100. You cannot use a percentile if the range of cells contains more
than 8,191 data points. Use a percentile when you want to visualize a group of high values (such as
th th
the top 20 percentile) in one data bar proportion and low values (such as the bottom 20
percentile) in another data bar proportion, because they represent extreme values that might skew
the visualization of your data.

• FORMAT A FORMULA result Select Formula, and then enter a Shortest Bar and Longest Bar
Value. The formula must return a number, date or time value. Start the formula with an equal sign

(=). Invalid formulas result in no formatting applied. It's a good idea to test the formula in the
worksheet to make sure that it doesn't return an error value.

Make sure that the Shortest Bar value is less than the Longest Bar value.

You can choose a different Shortest Bar and Longest Bar Type. For example, you can choose a
Shortest Bar Number and Longest Bar Percent. To choose a Shortest Bar and Longest Bar colour
scale, click Bar Colour. If you want to choose additional colours or create a custom colour, click
More Colours. The bar colour that you select is displayed in the Preview box. To show only the data
bar and not the value in the cell, select Show Bar Only.

To Clear conditional formats (worksheet)

Mouse

i. On the HOME ribbon, in the STYLES group, click the arrow next to CONDITIONAL FORMATTING, and
then click CLEAR RULES.

ii. Click ENTIRE SHEET.

To Clear conditional formats (A range of cells, table, or PivotTable)

Mouse

i. Select the range of cells, table or PivotTable for which you want to clear conditional formats.

ii. On the HOME ribbon, in the STYLES group, click the arrow next to CONDITIONAL FORMATTING, and
then click CLEAR RULES.

iii. Depending on what you have selected, click SELECTED CELLS, THIS TABLE or THIS PIVOTTABLE.
OTHER EXCEL FEATURES

INSERTING, FORMATTING AND DELETING OBJECTS

Inserting A Drawing Object

Inserting pictures, text boxes, callouts, scanned images etc onto a worksheet
can greatly enhance your overall spreadsheet appearance. The subject of
dealing with these objects will be looked at more thoroughly in PowerPoint as
that application deals primarily with inserted objects and how to deal with
them as word works primarily with text and excel with figures, however here is
a brief rundown of some items you may insert and how to deal with them.

To insert a shape onto worksheet.

Mouse

i. On the INSERT ribbon in the ILLUSTRATIONS group, click on

the drop down arrow to the right of SHAPES.

ii. Make a selection by clicking with the left mouse button on

the desired shape. If you cannot immediately find what you
want, scroll down using the scroll bar to the right to locate
other shapes.

iii. The menu will dissappear but your mouse cursor will appear
as a small black cross. Click and drag diagaonally to place the
shape on the worksheet.

To move or resize shape

Mouse

i. Select shape by clicking on it selection will be shown by

handles appearing around the shape.
 ii. Moving mouse cursor over shape should give a four pointed
arrow clicking and dragging with this cursor will move the
shape to desired position.

OR

iii. Use cursor keys for small adjustments in moving shape

around worksheet.

iv. Moving mouse cursor over a handle will give a black two
pointed arrow. Clicking and dragging will resize the shape to
appropriate size.

To delete a shape

Mouse

i. Select shape by clicking on it selection will be shown by handles appearing around the shape.

ii. Press DELETE on the keyboard to remove shape.

SmartArt

A SmartArt graphic is a visual representation of your information and ideas. You can create SmartArt
graphics by choosing from among many different layouts to quickly, easily and effectively communicate
your message.

Most people create content that contains only text, even though illustrations and graphics help audiences
understand and recall information better than text. Creating designer‐quality illustrations can be
challenging, especially if you are not a professional designer or you cannot afford to hire a professional
designer. If you use earlier versions of Microsoft Office, you can spend a lot of time making shapes the same
size and aligning them properly, getting your text to look right, and manually formatting the shapes to
match the document's overall style, instead of focusing on your content. With SmartArt graphics and other
new features such as themes, you can create designer‐quality illustrations with only a few clicks of your
mouse.

When you create a SmartArt graphic, you are prompted to choose a type such as PROCESS, HIERARCHY,
CYCLE, or RELATIONSHIP. A type is similar to a category of SmartArt graphic, and each type contains
several different layouts.

When you choose a layout for your SmartArt graphic, ask yourself what you want to convey and whether
you want your information to appear a certain way. Because you can quickly and easily switch layouts, try
different layouts (across types) until you find the one that best illustrates your message. Experiment with
different types and layouts by using the table below as a starting point.

When you switch layouts, most of your text and other content, colours, styles, effects, and text formatting
are automatically carried over to the new layout.
To insert a SmartArt graphic

Mouse

i. On the INSERT ribbon in the ILLUSTRATIONS group, click on the drop down arrow to the right of
SMARTART the SMARTART dialog above will appear

ii. Choose a category from the left thena graphic from the centre to see a preview on the right.
iii. When you have the selection you desire click ok to insert the smartart on your worksheet

iv. The smart art will appear on your worksheet as in picture below.

About the Text pane

The Text pane is the pane that you can use to enter and edit the text that appears in your SmartArt graphic.
The Text pane appears to the left of your SmartArt graphic. As you add and edit your content in the Text
pane, your SmartArt graphic is automatically updated— shapes are added or removed as needed.

When you create a SmartArt graphic, the SmartArt graphic and its Text pane are populated with placeholder
text that you can replace with your information. At the top of the Text pane, you can edit the text that will
appear in your SmartArt graphic. At the bottom of the Text pane, you can view additional information about
the SmartArt graphic.

To enter text into SmartArt

Mouse

i. Click on placeholder in the TEXT PANE.

ii. Placeholder text will disappear.

iii. Type required text and press ENTER

iv. Focus will create a new placeholder and new shape waiting for text

v. Press TAB to move the text lower in the hierarchy in the example above or SHIFT + TAB to move it
higher.

To remove a SmartArt shape

Mouse

i. Select the text or placeholder text of the shape you wish to remove in the TEXT PANE.

ii. Press DELETE key on keyboard

iii. Both text and shape will be removed from graphic

WordArt

WordArt is a gallery of text styles that you can add to your 2007 Microsoft Office system documents to
create decorative effects, such as shadowed or mirrored (reflected) text. You can change WordArt text, as
you can change any other text in a shape.

Mouse

iv. On the INSERT ribbon, in the TEXT group, click

WORDART, and then click the WordArt style
that you want.

v. Enter your text.#

vi. A WordArt graphic can be resized, rotated, deleted and moved like any other shape.

Formatting Shapes

Any shape inserted on the spreadsheet, when selected, causes a new ribbon to appear called the FORMAT
ribbon seen below, it offers the options of inserting further shapes. Formatting all aspects of the selected
shape and fixing a specific size. The easiest method of formatting your shape is to use the QuickStyle option
in the SHAPE STYLES group

QuickStyles
Quick Styles are combinations of different formatting options and are displayed in a thumbnail in the
various Quick Style galleries. When you place your pointer over a Quick Style thumbnail, you can see how
the Quick Style affects your SmartArt graphic or shape.

Quick Styles for SmartArt graphics (SmartArt Styles) include edges, shadows, line styles, gradients and
three‐dimensional (3‐D) perspectives. Try different combinations of SmartArt Styles and colours until you
find one that matches the message that you want to communicate. You can pick a layout, a SmartArt Style,
and a colour variation that you like, and then change the layout again — your SmartArt Style and colours
will stay with your SmartArt graphic, so that you do not need to re‐do them.

SmartArt Styles map the theme effects (theme effects: A set of visual attributes that is applied to elements
in a file. Theme effects, theme colours and theme fonts compose a theme.) of the document theme to the
shapes within the SmartArt graphic. For example, shapes might have thick lines or edges, while arrows
might have a more subtle style applied to them. You can also apply colours from the theme colours of the
document in different ways, such as changing the colour of the shape border. If you create multiple
SmartArt graphics and want them to look alike, you can apply the same colours and SmartArt Style to
achieve a consistent, professional look.

You can have shapes that display with edges, depth, and rotate in 3 ‐D space. To make a SmartArt graphic
three‐dimensional, apply a 3‐D SmartArt Style or manually apply a 3‐D rotation to each shape. If the entire
SmartArt graphic is three‐dimensional (called scene coherent 3D), you can continue to edit the text and
formatting of each of the individual shapes, but the shapes cannot be repositioned or resized. You can only
 reposition or resize shapes in a two‐dimensional scene. To switch between 2 ‐D and 3 ‐D, under SMARTART
TOOLS, on the FORMAT ribbon, in the SHAPES group, click EDIT IN 2‐D. The EDIT IN 2‐D button temporarily
unlocks your SmartArt graphic for editing so that you can move and resize shapes— but the 3 ‐D SmartArt
Style is still applied to your SmartArt graphic and reappears when you click EDIT IN 2‐D again. When your
SmartArt graphic is displayed in a 3‐D scene, you can rotate it as a whole and position light sources and the
"camera" such that the entire SmartArt graphic appears to pop out of the screen.

SmartArt Styles affect an entire SmartArt graphic, while Quick Styles for Shapes (Shape Styles) affect only
the selected shape. You can manually customize a shape by changing the colour, effects or border, or by
replacing it with another shape. It is recommended that you customize your SmartArt graphic only after you
settle on its content and layout, as some customizations are not transferred because they might not look
good in the new layout. For more information about switching layouts for SmartArt graphics, see Switch the
layout or type of a SmartArt graphic.

To apply a QuickStyle

Mouse

i. Select the shape or shapes you wish to apply a QuickStyle to.

ii. As you move your mouse over the various options your shape on the worksheet will temporarily take on
that format as a preview. See below.

Other theme fills

iii. If you prefer to look at the other them fills option at the bottom you will be given the above options

iv. When you locate the style you want click on it to apply it to your shape.
Manual Formatting

Manual formatting can be applied as well. Fill, border, 3D, rotation etc using various tools from
the format ribbon. There are also tools for aligning, layering and sizing your shape as in a
desktop publishing programme.

To change fill colour

Mouse

i. Select shape to be formatted select FILL COLOUR from the SHAPE STYLES
group.

ii. Select a THEME COLOUR, STANDARD COLOUR, GRADIENT, TEXTURE,

PICTURE or MORE FILL COLOURS.

more fill colours gives a palette with any possible colour you may require. You
may match a colour if you know the RGB or CYMK numbers)

To change a border

Mouse

i. Select shape to be formatted select SHAPE OUTLINE from the shape styles
group.

ii. Select a THEME COLOUR, STANDARD COLOUR or MORE OUTLINE

COLOURS.
 iii. when you have selected a colour for your shapes outline you may wish to
make it thicker or to have a dashed style. Repeat step one and select weight
or dashes and make a selection to apply to your shape.

The arrows option is available if your shape happens to be any kind of line you
may choose an arrow style as well as a weight and line style

To apply shape effects

Mouse

i. Select shape to be formatted. Click on

shape effects to see menu on right

ii. The preset menu shows popular styles

made up of the other menu choices. Select
a preset to apply.

iii. You may alter aspects of the preset by

repeating and selecting a different menu
choice.

Using all formatting choices shown gives a

very professional finish to any object placed

PROOFING TOOLS

Spelling And Grammar

As a deadline approaches, often there is not enough time to check a document for spelling and
grammar mistakes. Your Microsoft Office program provides tools that can help you correct
these mistakes faster. You decide if you want to set up the Microsoft Office program so that you
 can easily see potential mistakes while you work. Or, if you find the wavy red and green lines
distracting, you can just check your document when you are ready to finish it.

Maybe you are looking for a way to find and fix spelling mistakes in your document more quickly and easily?
Or maybe you don't want to see the wavy red lines that your Microsoft Office program displays in your
document? This section explains how automatic spelling and grammar checking works and how to turn it on
or off.

There is no option to check spelling while you type in Microsoft Office Access, Microsoft Office Excel
or Microsoft Office Project.

Grammar checking is available only in Microsoft Office Outlook and Microsoft Office Word.

To check spelling

Mouse

i. Click inside a worksheet that you are editing to check the entire active worksheet, including cell values,
cell comments, embedded charts, text boxes, buttons, headers, and footers. Excel does not check
protected worksheets, formulas or text that results from a formula. Also, if the formula bar is active
when you check spelling, Excel checks only the contents of the formula bar.

ii. Optionally, to check only a specific piece of text, select the text you want to check.

iii. Click on SPELLCHECKER in the PROOFING group on the REVIEW ribbon.

iv. If the program finds spelling mistakes, a dialog box or task pane is displayed, and the first misspelled
word found by the spelling checker is selected. You decide how you want to resolve each error that the
program finds.
v. After you resolve each misspelled word, the program flags the next misspelled word, so that you can
decide what you want to do.
 vi. When all spelling has been corrected a dialog appears telling you that the spell check is complete

Thesaurus

To use thesaurus

Mouse

i. On the REVIEW tab, click THESAURUS.

ii. Press ALT and click the word that you want to look up. Results appear
in the RESEARCH task pane.

You can type a word or phrase in the SEARCH FOR box, and then click
Start Searching .

iii. To use one of the words in the list of results or to search for more
words, do one of the following:

iv. To use one of the words, point to it, click the down arrow and then
click INSERT or COPY.

v. To look up additional related words, click a word in the list of results.

You can also look up words in the thesaurus of another language. If, for
example, your document is in French and you want synonyms, click
RESEARCH OPTIONS in the RESEARCH task pane, and then under
REFERENCE BOOKS, select the thesaurus options that you want.

Translation
 Using the Research feature, you can translate single words or short phrases by using
bilingual dictionaries or translate your entire document by using Web ‐based machine
translation services. To translate text, you may also need to satisfy the operating system
requirements for specific languages.

i. On the REVIEW tab, click TRANSLATE.

ii. The translation service appears in the RESEARCH task pane.

iii. To change the languages that are used for translation, in the
RESEARCH task pane, under TRANSLATION, select the languages
that you want to translate from and to. For example, to translate
English to French, click ENGLISH (U.S.) in the FROM list and

FRENCH (FRANCE) in the TO list.

iv. To translate a specific word, press ALT and click a word. The results
appear in the RESEARCH task pane under TRANSLATION.

v. To translate a short phrase, select the words, press ALT and click the
selection. The results appear in the RESEARCH task pane under
TRANSLATION.

You can type a word or phrase in the SEARCH FOR box, and then click

Start Searching .

Show or Hide ScreenTips

 ScreenTips are small windows that display descriptive text when you rest the pointer on a command or
control.

Enhanced ScreenTips are larger windows

that display more descriptive text than a
ScreenTip and can have a link to a Help
topic. Enhanced ScreenTips are available
in the following 2007 Microsoft Office
system programs: Access, Excel,
PowerPoint and Word.

i. Click the MICROSOFT OFFICE BUTTON , and then click

PROGRAM NAME OPTIONS, where Program Name is the
name of the program you are in, for example, WORD

OPTIONS.

ii. Click POPULAR.

iii. Under TOP OPTIONS FOR WORKING WITH PROGRAM NAME, in the SCREENTIP STYLE list, click the
option that you want:

SHOW FEATURE DESCRIPTIONS IN SCREENTIPS This option turns on ScreenTips and Enhanced
ScreenTips. This is the default setting.

DON'T SHOW FEATURE DESCRIPTIONS IN SCREENTIPS This option turns off Enhanced ScreenTips. You
still see ScreenTips.

DON'T SHOW SCREENTIPS This option turns off ScreenTips and Enhanced ScreenTips.

Excel Macros- Recording a Macro

The Macro Recorder, a very useful tool included in Excel VBA, records every task you perform with Excel. All you
have to do is record a specific task once. Next, you can execute the task over and over with the click of a button.
The Macro Recorder is also a great help when you don't know how to program a specific task in Excel VBA. Simply
open the Visual Basic Editor after recording the task to see how it can be programmed.

Automating Excel with Macros

A macro is a shortcut for performing a series of actions in an Excel worksheet. Macros

are useful for automating complex or repetitive tasks, especially if the work is being
shared, because it is easier to explain one step (i.e., activate the macro) than it is to
explain several steps. Once a macro is created, you can activate it by using the Macro
dialog box or by pressing a keyboard combination.

Creating & Recording a New Macro

1. From the Developer command tab, in the

Code group, click RECORD

MACRO

The Record Macro dialog box appears.

2. In the Macro name text box, type a name for the new macro

NOTE: A macro name must begin with a letter and contain no spaces or special
characters. Underscores ( _ ) are permissible.

3. OPTIONAL: In the Shortcut key text box, type a letter that will be used to activate the
macro
NOTES: The shortcut key must be either an uppercase or lowercase letter.

Macro shortcut keys will override any existing shortcuts while the workbook with the
macro is open (e.g., copying with [Ctrl] + [C], underlining with [Ctrl] + [U]).

4. To save the macro to the workbook that is currently open, from the Store macro in
pull-down list, select This Workbook
To save the macro to a new workbook, from the Store macro in pull-down list, select
New Workbook
 To save the macro to Excel for use in any workbook, from the Store macro in pull-
down list, select Personal Macro Workbook

5. OPTIONAL: In the Description text box, type a summary of the macro's function or
any other information
6. Click OK

Perform the exact series of commands you want the macro to accomplish

When finished, from the Developer command tab, in the Code group, click

STOP RECORDING

The recording stops and the macro is saved.

Running a Macro

Developer Tab 

Select the Macro name

Then clik RUN button

Note: Student can able to practice recording a macro and run a macro
 Microsoft Powerpoint-2007

PowerPoint Learning Objectives:

If you do well in this unit, you should be able to:

 Identify the names and functions of the PowerPoint interface.

 Create, edit, save, and print presentations.
 Format presentations.
 Add a graphic to a presentation.
 Create and manipulate simple slide shows with outlines and notes.
 Create slide presentations that include text, graphics, animation, and transitions.
 Use design layouts and templates for presentations.
 Create a PowerPoint presentation.

Introduction to PowerPoint:
Microsoft PowerPoint is a software product used to perform computer-based presentations.
There are various circumstances in which a presentation is made: teaching a class,
introducing a product to sell, explaining an organizational structure, etc.

There are two main kinds of presentations you can deliver: before an audience or not. The
preparation and the actual delivery of each are quite different. Before getting into the
details of each, we will first take a look at the software and analyze what it has to offer.

Starting Microsoft PowerPoint

 To use Microsoft PowerPoint, you must first open it: One way you can open Microsoft
PowerPoint by clicking Start -> (All) Programs -> Microsoft Office -> Microsoft Office
PowerPoint.
 Sometimes somebody may send you a Microsoft PowerPoint presentation as an E-Mail
attachment, a file on a floppy disk, or a file on the network, etc. The file is usually represented by
a Microsoft PowerPoint icon. You can double-click the icon to launch Microsoft PowerPoint and
immediately open the presentation.
 You can open Microsoft PowerPoint using a shortcut. If you happen to use the software on a
regular basis, you can create a shortcut on your desktop or on the Quick Launch area. Many users
 also take advantage of the Microsoft Office Shortcut Bar. Sometimes, the icon you need will not
be there; in that case you should insert it manually.
 If you are working on a network of related computers, a presentation may be located in another
computer. Once you locate the computer or the folder on the network and you see the Microsoft
PowerPoint icon, you can double-click it. This would open the application and the presentation.
The network administrator can also create a link or shortcut to the drive that is hosting the
presentation. You can then click or double-click this link or shortcut to open the presentation and,
as a result, launch Microsoft PowerPoint.

What is PowerPoint?
 PowerPoint is a complete presentation graphics package.
 PowerPoint is Presentation software that allows you to create slides, handouts, notes, and
outlines.
 Slide shows can include text, graphics, video, animation, sound and much more.

Microsoft Office Button

The Microsoft Office Button performs many of the functions that were located in the File
menu of older versions of PowerPoint. This button allows you to create a new presentation,
Open an existing presentation, save and save as, print, send, or close.

We’ll use Microsoft Word 2007 for our initial illustrations of Ribbon, Tab and Group examples.

MS PowerPoint 2007 New Interface

When you open PowerPoint 2007, you will notice that it looks quite different from
PowerPoint 2000 and PowerPoint 2003. The same tools are all there, but they are arranged
very differently and new features have been added.

If you are already familiar with PowerPoint 2000 or 2003, it may take you a while to adjust
to this new arrangement of tools. This tutorial uses PowerPoint 2007 and you can use it as
a quick reference guide for most of the common tools.

Arrangement of Tools in PowerPoint 2007

Slide Views

Presentations can be viewed in a variety of manners. On the View tab, the

Presentation Views group allows you to view the slides as Normal, Slide Sorter,
Notes Page, Slide Show, Slide Master, Handout Master, and Notes Master.

Fig 5.8 Slide Views

Creating Presentation

In this chapter, we discussed the creation ,saving and preview of

presentation.

New Presentation

You can start a new presentation from a blank slide, a template,

existing presentations, or a Word outline. To create a new presentation
from a blank slide:
Fig 5.9 New Presentation
  Click the Microsoft Office Button

 Click New

ClickBlank Presentation

To create a new presentation from a template:

What is a PowerPoint 2007 template?

A Microsoft Office PowerPoint 2007 template is a pattern or blueprint of a

slide or group of slides that you save as a .potx file. Templates can contain
layouts (layout: The arrangement of elements, suchas title and subtitle text,
lists, pictures, tables, charts, shapes, and movies, on a slide.), theme colors
(theme colors: A set of colors that is used in a file. Theme colors, theme fonts,
and theme effects compose a theme.), theme fonts (theme fonts: A set of major
and minor fonts that is applied to a file. Theme fonts, theme colors, and theme
effects compose a theme.), theme effects (theme effects: A set of visual
attributes that is applied to elements in a file. Theme effects, theme colors, and
theme fonts compose a theme.), background styles, and even content.

Click theMicrosoft Office Button

 Click New

 Click Installed Templates or Browse through Microsoft Office

Online Templates
Click the template you choose

To create a new presentation from an existing presentation:

Click theMicrosoft Office Button

ClickNew

ClickNew from Existing

Browse to and click the presentation

Fig 5.11 Blank presentation

To create a new presentation from a Word outline:

Fig 5.12 Slides from outline
 Click the slide where you would like the outline to begin

 Click New Slide on the Home tab

ClickSlides from Outline

Browse and click the Word Document that contains the outline

Save a Presentation

When you save a presentation, you have two choices: Save or Save
As.To save a document:

Click theMicrosoft Office Button

ClickSave
 Fig 5.13 Save a presentation

You may need to use the Save As feature when you need to save a
presentation under a different name or to save it for earlier versions of PowerPoint.
Remember that older versions of PowerPoint will not be able to open PowerPoint
2007 presentation unless you save it as a PowerPoint 97-2003 Format.

To use the Save As feature:

Click theMicrosoft Office Button

ClickSave As

Type in the name for the Presentation

In theSave as Typebox, chooseExcel 97-2003 Presentation

Fig 5.14 Save As a presentation
Add Slides

There are several choices when you want to add a new slide to the
presentation: Office Themes, Duplicate Selected Slide, or Reuse Slides.

Fig 5.15 Adding of slides

To create a new slide from Office Themes:

Select the slide immediatelyBEFOREwhere you want the new

slideClick theNew Slidebutton on theHometabClick the
slide choice that fits your material

To create a slide as a duplicate of a slide in the presentation:

Select the slide to duplicate

Click theNew Slidebutton on theHometab

ClickDuplicate Selected Slides

 Fig 5.16 Duplicate selected slides

To create a new slide from another presentation:

Select the slide immediately BEFORE where you want the new
slideClick theNew Slidebutton on the Home tab
ClickReuse Slides

ClickBrowse

ClickBrowse File

Locate the slide show and click on the slide to import

 Fig 5.17 Reuse of slides

Themes

Themes are design templates that can be applied to an entire

presentation that allows for consistency throughout the presentation. To
add a theme to a presentation:

 Click the Design tab

Choose one of the displayedThemesor click theGalleriesbutton

Fig 5.18 Themes

To apply new colors to a theme:

Click theColorsdrop down arrow

Choose a color set or clickCreate New Theme Colors

 Fig 5.19 Create new theme

To change the background style of a theme

Click theBackground Stylesbutton on theDesigntab

Fig 5.20 Background styles

Add hyperlinks(OLE- Object Linking and Embedding)

You can use hyperlinks to move from one slide to another, to a

network or Internet location, or even to another file or program altogether.

1. Select the text that you want to click to activate the hyperlink.
Alternatively, you can select an object (a piece of clip art, for example, or a
SmartArt graphic)
2. On the Insert tab, in the Links group, click Hyperlink.

3. In the Insert Hyperlink dialog box, click the appropriate button

in the My Places box for the target of your link (that is, the place where
the link takes you).

To go to another slide in your presentation, for example, click Place

in This Document.

4. Find and click the target location, make any changes that you
want in the Text to display and Address boxes, and then click OK.

Preview your presentation as a slide show

To view your presentation on your computer screen exactly the way that it
will look to your audience when you are presenting, do the following:

1. On the Slide Show tab, in the Start Slide Show group, do one of
the following:

To start with the first slide in the presentation, clickFrom Beginning.

To start with the slide that currently appears in theSlidepane,

clickFrom Current Slide.The presentation opens in Slide Show view.

2. Click to advance to the next slide.

 TIP: To return to Normal view at any time, press ESC.

Of course, you can also preview your presentation at any time while
you are creating it.

Working with Content

Editing the presentation by means of entering text, copy and move a

text, and also check the spellings by spell check.

Enter Text

To enter text:

Select theslidewhere you want the text

Click in aTextboxto add text

Fig 5.21 Content

To add a text box:

Select theslidewhere you want to place the text

boxOn theInserttab, clickText Box

Click on the slide and drag the cursor to expand the text
boxType in the text
 Fig 5.22 Text box

Select Text

To select the text:

Highlight the text

Select Text
Copy and Paste

To copy and paste data:

Select the item(s) that you wish to copy

On theClipboard Groupof theHome Tab, clickCopy

 Select the item(s) where you would like to copy the data

On theClipboard Groupof theHome Tab, clickPaste.

Fig 5.24 Copy and paste

Cut and Paste

To cut and paste data:

 Select the item(s) that you wish to copy

  On the Clipboard Group of the Home Tab, click Cut

 Select the items(s) where you would like to copy the data

 On the Clipboard Group of the Home Tab, click Paste

Fig 5.25 Cut and paste

Undo and Redo

To undo or redo your most recent actions:

On theQuick Access Toolbar

ClickUndoorRedo
 Fig 5.26 Undo and Redo

Spell Check

To check the spelling in a presentation:

 Click the Review tab

Click theSpellingbutton.

Fig 5.27 Spell Check

Formatting Text

To make a better look of presentation, we must format the presentation by

using font type, size and colour. Word art also used to make the text more
stylish. We can also use alignments, indents and text directions to texts.

Change Font Typeface and Size

Fig 5.28 Fonts

 To change the font typeface:

Click thearrownext to the font name and choose a font.

Remember that you can preview how the new font will look by
highlightingthe text, and hovering over the new font typeface.

To change the font size:

Click thearrownext to the font size and choose the appropriate

size, orClick theincrease or decreasefont size buttons.

Fig 5.29 Increase or decrease

Font Styles and Effects

Font styles are predefined formatting options that are used to emphasize
text. They include: Bold, Italic, and Underline. To add these to text:

Select the text and click theFont Stylesincluded on the Font

group ofthe Home tab or
 Select the text and right click to display the font tools.

Fig 5.30 Font styles and effects

Change Text Color

To change the text color:

Select the text and click theColorsbutton included on the Font

Groupof the Ribbon, or

Highlight the text and right click and choose the colors tool.
 Select the color by clicking the down arrow next to the font
colorbutton.

Fig 5.31 Change text color

WordArt

WordArt is a text modifying feature. It includes effects such as

shadows, outlines, colors, gradients, and 3D effects that can be added to
a word or phrase. WordArt can also bend, stretch, skew, or otherwise
modify the shape of the text.

WordArt has styles that can

be applied to text to create a
visual effect. To apply Word Art:

Select the text

 Click theInserttab

Click theWordArt

button

Choose theWordArt

To modify the styles of

WordArt

Select the WordArt

Click the
Format tab
Fig 5.32 Word Art
forthe Drawing
Tools

 Click the WordArt Fill button, the

WordArt Outline button, or the Text Effects
button
Change Paragraph Alignment

The paragraph alignment allows you to set how you want text to appear.

To change the alignment:

Click theHome Tab

Choose the appropriate button for alignment on the Paragraph Group.

Align Left: the text is aligned with your left margin

Center: The text is centered within your margins

Align Right: Aligns text with the right margin

Justify: Aligns text to both the left and right margins.

Fig 5.33 Change paragraph alignment

Indent Paragraphs
 Indentation determines the distance of the paragraph from either the
left or the right margin. Within the margins, you can increase or
decrease the indentation of a paragraph or group of paragraphs.

Fig 5.34 Indent paragraphs

 To indent paragraphs, you can do the following:

Click theIndentbuttons to control the indent.

Click the Indentbutton repeated times to increase the size of

theindent.

Text Direction

To change the text direction:

Select the text

Click the Text Direction button on the Home

tabClick the selection

Fig 5.35 Text direction

Adding Content

To make more effective of a presentation , we can add video and

audio effects to the presentation.

Resize a Textbox
To resize a textbox:

Click on thetextbox

Click the corner of the box and drag the cursor to the desired size.

Fig 5.36 Resize a texbox

Bulleted and Numbered Lists

Bulleted lists have bullet points, numbered lists have numbers, and outline
lists combine numbers and letters depending on the organization of the list.

To add a list to existing text:

Select the text you wish to make a list

Click theBulleted or Numbered Listsbutton

Fig 5.37 Bulledted and Numberedlists

To create a new list:

Place your cursor where you want the list in the

documentClick theBulleted or Numbered
ListsbuttonBegin typing

Nested Lists

A nested list is list with several levels of indented text. To create a nested
list:

Create your list following the directions

aboveClick theIncrease or Decrease

Indentbutton.

Fig 5.38 Nested Lists

Formatting Lists

The bullet image and numbering format can be changed by

using the Bullets or Numbering dialog box.

Select the entire list to change all the bullets or numbers, or

 Place the cursor on one line within the list to change a single bullet.

Click thearrownext to the bulleted or numbered list and

choose abullet or numbering style.

Fig 5.39 Formatting lists

Adding Video

Video clips can be added to the presentation. To add a video clip:

Click theMoviebutton on the Insert tab

ChooseMovie from FileorMovie from Clip Organizer

 Fig 5.40 Formatting lists

To edit the video options:

Click the movie icon

Click theFormattab

Adding Audio

Audio clips can be added to the presentation. To add an audio clip:

Click theAudiobutton on the Insert tab

ChooseSound from File,Sound from Clip Organizer,Play

CDAudio Track, or Record Sound
 Fig 5.41 Adding audio

To edit the audio options:

Click the audio icon

Click theFormattab

Fig 5.42 Editing the audio

Graphics
 We can add graphics(pictures, objects, basic shapes, clip art, smart
art, photo album) to the presentation for more and more effective.

Adding Picture

Fig 5.43 Adding picture

 To add a picture:

Click theInsertTab

Click thePictureButton

Browse to the picture from your files

Click thenameof the picture

Clickinsert

To move the graphic, click it and drag it to where you want it

Adding Clip Art

Clip art is a collection of pictures or images that can be imported

into a document or another program.

To add Clip Art:

Click theInsertTab

Click theClip ArtButton

Search for the clip art using the search Clip Art dialog
boxClick theclip art

To move the graphic, click it and drag it to where you want it.
Fig 5.44 Adding Clip Art
Editing Pictures and Clip Art

When you add a graphic to the presentation, an additional Tab

appears on the Ribbon. The Format Tab allows you to format the
pictures and graphics. This tab has four groups:

Adjust: Controls the picture brightness, contrast, and colors

Picture Style: Allows you to place a frame or border around the

picture and add effects.

Arrange: Controls the alignment and rotation of the picture

Size: Cropping and size of graphic.

Fig 5.45 Editing Clip Art & Pictures

Adding a Shape
 Fig 5.46 Adding a shape

To add Shapes:

Click theInsertTab

Click theShapesButton

Click the shape you choose

 Click theSlide

Drag thecursorto expand the Shape

Fig 5.47 Drag the cursor to expand the shape

To format the shapes:

Click theShape

Click theFormattab

Fig 5.48 Format tab

Adding SmartArt
 SmartArt is a feature in Office 2007 that allows you to choose from
a variety of graphics, including flow charts, lists, cycles, and processes.

Fig 5.49 Smart Art

 To add SmartArt:

Click theInsertTab

Click theSmartArtButton

Click theSmartArtyou choose

Click theSmartArt

Drag it to the desired location in the slide

To format the SmartArt:

Click theSmartArt

Click either theDesignor theFormattab

Click theSmartArtto add text and pictures.

Fig 5.50 Format

of Smart Art
 The photo album feature is new in PowerPoint 2007 and allows you
to easily create a photo album to share pictures. To create a photo album:

Click the Photo Album button on the Insert tab

Click New Photo Album

Click File/Disk to add pictures to the photo album

Move the pictures up and down in the order of the album but clickingthe
up/down arrows

Slide Transition and Animation

It is the main stage of the presentation. It includes slide transition and animation with the
features of Record Narration and Rehearse Timings.

Slide Transitions

Transitions are effects that are in place when you switch from one
slide to the next. To add slide transitions:

Select the slide that you want to transition

Click theAnimationstab
Choose the appropriate animation or click theTransitiondialog box

Fig 5.52 Slide transitions

To adjust slide transitions:

Add sound by clicking the arrow next toTransition Sound

ig 5.53 to adjust Slide transitions

 Modify the transition speed by clicking the arrow next
toTransitionSpeed

Fig 5.54 Transition speed

To apply the transition to all slides:

Click theApply to Allbutton on theAnimationstab.

Fig 5.55 Apply to all slide

To select how to advance a slide:

Choose toAdvance on Mouse Click, or

Automatically after a set number of seconds.

 Fig 5.56 Advance a slide

Slide Animation

Animation means to add a special visual or sound effect to text or

an object. Slide animation effects are predefined special effects that you
can add to objects on a slide. To apply an animation effect:

Select the object

Click theAnimationstab on the Ribbon

ClickCustom Animation
 ClickAdd Effect

Choose the appropriate effect.

Fig 5.57 Slide animations

Animation Preview

To preview the animation on a slide:

Click thePreviewbutton on theAnimationstab

 Fig 5.58 Animation preview

Slide Show Options

The Slide Show tab of the ribbon contains many options for the
slide show. These options include:

Preview the slide show from the beginning

Preview the slide show from the current slide

Set up Slide Show

Fig 5.59 Slide show option

Set Up Slide Show

This option allows you to set preferences for how the slide show will be presented. The options
include:

Whether the show will run automatically or will be presented by aspeaker

The looping options

Narration options

Monitor resolutions
 Fig 5.60 Setup slide show

Record Narration

When you want to record narration for the slides:

Click theRecord Narrationbutton

ClickSet Microphone Levelto check the levels of audio input

ClickOKto record the narration

 Fig 5.61 Record Narration

Rehearse Timings

Use Rehearsed Timings to rehearse the timings of slide with audio.

Click the Rehearse Timings button

Practice speaking and advance the slides as you would in thepresentation

When you have completed this click through the end of the slideChoose whether or not to keep

this timing or to retry.

Fig 5.62 Rehearse Timings

Printing

It is the final stage of presentation by making speaker’s notes, handouts and printing and then copy the
entire presentation to the CD or to a file folder.
Speaker notes

By using two monitors, you can view your notes, or run other programs that your audience will not see, and
you can do this by using Presenter view.

Create Speaker Notes

Speaker Notes can be added to allow you to create notes for each slide. To add speaker notes:

Select the slide

ClickView

ClickNote Pages

Click theClick to add Notessection of the screen

Type in theNotesfor that slide.

 Fig 5.63 Speaker Notes

Print a Presentation

There are many options for printing a presentation. They are

Slides: These are slides that you would see if you were showing thepresentation, one slide per
page

Handouts: 1, 2, 3, 4, 6 or 9 per page, this option allows for moreslides per page.
Notes Page: This includes the slides and the speaker notes

Outline View: This will print the outline of the presentation

To access the print options:

Click theMicrosoft Office Button

ClickPrint

In the Print Dialog Box, click thearrownext toPrint whatChoose the format and clickOKto

print
 Fig 5.64 Printing a page

To print preview:

Click theMicrosoft Office Button

Place the cursor overPrint

ClickPrint Preview

Click the arrow next toPrint Whatto change print options

To print from Print Preview, clickPrint

 Fig 5.65 Print preview

To Exit Print Preview:

Click theClose Print Previewbutton

Fig 5.66 Close Print preview

Package a Presentation

There are times when you want to package a presentation with all of the additional files attached as
well.

Fig 5.67 Package a presentation

To package a presentation for CD:

Click theMicrosoft Office Button

ClickPublish

ClickPackage for CD

Type a name for the CD

ClickCopy to CDorCopy to Folder

Conclusion and Tips

To be successful in any environment, there is a need to communicate effectively through the

presentation. A good presentation has an introduction, body and conclusion. There are different types
of presentations as there are situations. A successful presentation leaves both the presenter and listener
happy and content. It appraises and notifies, surprise and stimulates, reduces uncertainty , reveals
additional alternatives or helps in eliminating irrelevant poor ones, and influences individuals and
motivates them to action. Successful presentations are the result of careful research, thorough
preparation, repeated rehearsals and reflect intellectual talent and the ability to sell new ideas in an
interesting and exciting way and all of this topped with a little luck!

The ingredients of any successful presentation are the same

You and your audience are clear about the aim and purpose of the event.

You understand the audience and their needs.

You know the subject and have done your research.

You have planned the presentation and have used the presentation aids that are best suited for the
situation.

You have rehearsed properly

You are confident in manner and style.

Today the most presentations are created by a group rather than a single person. But , the ultimate
responsibility of making the success of presentation lies with the person who takes a vital role.

In presentation there are two parties involved – the presenter and the audience. The presenter is the person
who makes the presentation. The
audience is the group of people to whom the presentation is addressed. It is very important for the
success of the presentation that the details of the audience are researched. The presentation style ,
content, depth , and details vary with the audience. In fact , the presentation should be prepared
keeping in mind the taste , the knowledge level and other details of the audience. For an example , a
presentation that is aimed at young people will not be well received by a group of middle-aged people.

Presentations should be in the correct length. You should convey what you want to tell and when you
have made your point it is time to stop. Good presentations eliminate those which are not essential to
the point that you are making. So, the presentation is a great responsibility.

Even though there are many software packages in the market for presentations, the power point
designed by Microsoft is best suited for presentations. It is powerful and easy to use.

The presenter has to follow some tips while designing presentations.

Design Tips

Slides should be of a consistent design throughout the presentation

Use graphics and pictures when possible

Remove unnecessary information and graphics

Use contrasting background and text colors

Keep the number of fonts used in the presentation to 3

Keep the fonts consistent throughout the presentation

Presentation Tips

Identify the critical information for your presentation

Use no more than 6 bullets per page

Bullets should be short ideas, not complete sentences (these shouldbe your talking points)

 To start the Slide Show, Click Slide Show on the Presentation Views group on
the View tab

Use the arrow keys to move forward or backward in a presentationPress the Escape (Esc) key
to end the slide show
A pen tool is available for drawing on the screen with the mouse.Press CTRL+P or click the
right mouse button at any time and a popup window will appear. Choose Pen and the pointer will
change to a pen that allows you to draw freehand on the screen using the mouse. Press the E key to
erase all pen strokes. Press CTRL+A to disable the pen feature and revert the pen back to a pointer
arrow.

If you would like to use the pen to draw on a blank screen during apresentation, press the B or
W keys, or select Screen/Black Screen from the popup menu and the screen will turn black. Press
B or W again or choose Next from the popup menu to return to the presentation when you are
finished drawing.

To hide the pointer and button from the screen press theAkey.

Be sure to preview the slide show using a projector if one will beused during the presentation.
Words or graphics that are close to the edge of the screen may be cut off by the projector.

Spell Check

To check the spelling throughout a presentation:

Click theSpellingbutton in theProofinggroup on theReviewtab.

Fig 5.68 Spell check

Summary
The Ribbon and other groups are not same as we used in word or excel. So you must notice the differences
in the ribbons and groups of particular component such as word or excel of ms office. One more thing to
remember that PowerPoint 2007 has many similar features to previous versions. You will also notice that
there are many new features that you’ll be able to utilize.

The difference between themes and PowerPoint design templates

Beginning with Office PowerPoint 2007, templates are “starter” documents, just like those in Office Word 2007
and Office Excel 2007, and can contain
starting content or boilerplate text. Themes replace the PowerPoint slide designs and contain one
or more slide masters.

A slide master isn’t actually a slide and it doesn’t store theme information. The slide master is a separate layer
that only looks like a slide. It is where you can set the master layout and design elements, such as slide
background appearance and graphics that all slide layouts follow by default. For example, you can specify a slide
background, the layout of content placeholders, and add your company logo on a slide master to have all of those
elements apply by default to all slide layouts that are attached to that slide master.

You can undo and redo up to 100 actions in Microsoft Office programs, such as Microsoft Office
Word 2007, Microsoft Office PowerPoint 2007, Microsoft Office Excel 2007, and Microsoft
Office Access 2007. You can repeat actions as many times as you want.

We can also make tighten or lose the text , that is the required space can be provided between the
characters . Strike through and shadow facilities can also be applied to the text.

When you insert a sound on a slide, an icon that represents the sound

file appears. To play the sound while you give your presentation, you can set the sound to start
automatically when the slide is displayed, start on a mouse-click, start automatically but with a time
delay, or play as part of an animation sequence. You can also play music from a CD or add narration to
your presentation.You can add sounds from files on your computer, a network, or Microsoft Clip
Organizer. You can also record your own sounds to add to a presentation or use music from a CD.

Movies are desktop video files with formats such as AVI (Audio Video Interleave)or MPEG(Moving
Picture Experts Group) and file extensions such as .avi, .mpg, and .mpeg. A typical movie can include a
speaker talking, such as an executive who cannot attend the actual presentation. You can use a movie to
train others or to perform a demonstration.

You can add one shape to your presentation or combine multiple shapes to make a drawing or a
more complex shape. Available shapes include lines, basic geometric shapes, arrows, equation
shapes, flowchart shapes, stars, banners, and callouts.

Slide transitions are the animation-like effects that occur in Slide Show view when you move from
one slide to the next during an on-screen presentation. You can control the speed of each slide
transition effect, and you can also add sound.
 Animate: To add a special visual or sound effect to text or an object. For example, you can
have your text bullet points fly in from the left, one word at a time, or hear the sound of applause
when a picture is uncovered.) the text or objects (object: Atable, chart, graphic, equation, or other
form of information. Objects created in one application, for example spreadsheets, and linked or
embedded in another application are OLE objects.) in your presentation to give them sound effects
or visual effects, including movement. You can use animation to focus on important points, to
control the flow of information, and to increase viewer interest in your presentation.

You can print your entire presentation — the slides, outline, notes pages, and audience
handouts — in color, grayscale (grayscale: A series of shades from white to black used in
displaying or printing text and graphics.), or pure black and white. Most often, however,
you will probably choose to print in either black and white or grayscale.

Before printing handouts or slides, consider placing the presentation in a shared location. Just prior
to the delivery time, advise viewers of the location and those who require hard copies, can print and
bring them to the presentation delivery meeting. This can help to conserve paper and printer ink.