Development and Application Fundamentals (ISTN103)

Business Applications Notes

Microsoft Excel and PowerPoint 2019
 Development and Application Fundamentals (ISTN103)
Microsoft Excel and PowerPoint 2019 Notes

Table of Contents

Microsoft Excel 2019 ...................................................................................... 3

Lookup Functions ........................................................................................................... 3
Pivot Tables and Pivot Charts......................................................................................... 8
Macros.......................................................................................................................... 16
Validation ...................................................................................................................... 21
Working with Templates ............................................................................................... 25
Importing Data into Excel .............................................................................................. 27
Using Scenario Manager .............................................................................................. 32

Microsoft PowerPoint 2019 ......................................................................... 37

Introduction ................................................................................................................... 37
Determining the purpose of your presentation and its audience .................................... 37
Structuring the presentation .......................................................................................... 37
Presenting an effective presentation ............................................................................. 37
Launching Microsoft PowerPoint................................................................................... 38
PowerPoint’s interface .................................................................................................. 38
Interface elements explained ........................................................................................ 39
Creating a new presentation ......................................................................................... 40
Opening an existing presentation.................................................................................. 40
Saving a presentation ................................................................................................... 40
Slide Content Layouts................................................................................................... 41
Entering slide text ......................................................................................................... 42
Adding a new slide ....................................................................................................... 42
Slide Master.................................................................................................................. 43
Printing in PowerPoint .................................................................................................. 45
PowerPoint Slides Views .............................................................................................. 46
Header and Footer ....................................................................................................... 47
Working with Illustrations .............................................................................................. 48
Import Spreadsheets .................................................................................................... 53
Creating Tables ............................................................................................................ 53
Transitions .................................................................................................................... 55
Animations .................................................................................................................... 57
References ................................................................................................................... 59

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Microsoft Excel 2019

Lookup Functions

Case Perspective

Wayne Smith is a sales representative for the Eddy’s Sports Warehouse and promotes
sporting equipment to both small and large sports stores. He also assists customers with their
orders and maintains timely product and pricing information, which he retrieves immediately
when he has to answer customer questions. There are other sales representatives that work
with Wayne and they have a large file that contains details of each product line. Wayne refers
to this file when customers have queries such as the price of certain products or if volume
discounts exist for certain products. In order to answer their questions, Wayne has to find
the correct page in the file, find the corresponding data that relates to the item queried by
the customer and thereafter perform the necessary calculations (for example, the cost or
discount of an item). He has decided to automate these processes by creating order forms in
Excel. These forms will serve as templates to effortlessly look up essential data and perform
calculations, for instance, determining the unit and total product pricing.

Lookup Tables

Last semester you learnt how to create formulas using the IF and nested IF functions in order
to make decisions based on specific criteria. However, using the IF function may be
insufficient in some cases, for example, if you wish to find a certain value from a list of values.
In such circumstances, you may use the Lookup and Reference functions. These functions
allow you to take any value entered, find it in a designated table and then return a value from
that same table.

A data list that categorises values to be retrieved is referred to as a lookup table. Data in a
lookup table can be used to create worksheets that list items such products and their
corresponding prices, which can then be used to perform calculations on order invoices. In
Excel, on the Formulas tab, the Lookup & Reference dropdown contains the functions (i.e.
VLOOKUP and HLOOKUP). Both functions look up a value in a table and return a corresponding
value from the table, to a cell containing the function. The HLOOKUP is used when the lookup
table direction is horizontal, or across the worksheet. The VLOOKUP is used when the lookup
table is vertical, or down the worksheet. The VLOOKUP function is most often used because
most tables are vertical.

Wayne has created a workbook in which he has developed a Cricket Bats worksheet that
contains a unit price lookup table (see Figure 1). His company sells in bulk so the unit prices
are based on the total quantity being ordered. He has then included an order table, which
contains the order information and calculates the total price. Wayne has entered the order
number, customer ID, shipping method and quantity ordered. He wants to calculate the unit
price based on values from the Unit Pricing table, as well as the unit delivery charge based on
the values stored in the Delivery Costs table. He can then calculate all the necessary totals.
Wayne can use the VLOOKUP function to look up a unit price based on the quantity ordered,
as well as the delivery charge based on the mode of transport.

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Figure 1 - Spreadsheet for Eddy’s Sports Warehouse

Vertical Lookup (VLOOKUP) Function

The VLOOKUP function moves vertically down the rows of a lookup table, looking for matching
information in one of the columns of the table. Below is the formula used when searching for
information using a vertical lookup function. The table on the next page explains each or the
functional arguments of the VLOOKUP function. It is important to know the syntax of a
function, in addition to its description, so that you can apply it to any example.

Syntax =VLOOKUP (lookup_value; table_array; col_index_num; range_lookup)

This function starts by searching the data in the first column and, when the required data is
found, it retrieves the value in a specific column that is in the same row as the data found by
the lookup. VLOOKUP is used when the data you are looking up is found in the first column of
the lookup table. This is referred to as key data and the related information you require is in
one of the columns to the right of the key data column. Wayne wants to use the VLOOKUP
function in cell E14 to look up the unit price based on the quantity in cell D14.

NB. If you want to understand these concepts better, you can see the VLOOKUP function in
action during your practical session. Additionally, the web has many examples that you can
search for, in order to get more exposure to these Excel functions. While these functions may
seem like Greek to you at first, remember that ‘practice makes perfect’. You will use many of
these functions when you go into industry, but first you need to focus on achieving good
results. 

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VLOOKUP function arguments

Argument Description
lookup_value The data you want to look up and can be a number, text, a logical value,
or a name or cell reference that refers to a value.
table_array The range containing the data you want to search to find the lookup
value. This range must start in the column with the lookup values and
extend at least as far as the column containing the data to be returned.
col_index_num The number of the column containing the data that you want to retrieve.
The number 1 indicates the first column of the lookup table, 2 indicates
the second column, and so on.
range_lookup The type of lookup you want to perform – TRUE or FALSE. With a true
type (the default), the VLOOKUP function finds the greatest value that
does not exceed the lookup_value. When the lookup type is TRUE, the
values in the first column of the lookup table must be sorted in ascending
sort order; otherwise, VLOOKUP function looks only for an exact match
of the lookup_value. If it does not find an exact match, the text #N/A is
displayed in the cell.

If index_number is less than 1, the VLOOKUP function will return

#VALUE!.
If index_number is greater than the number of columns in table, the
VLOOKUP function will return #REF!.
If you specify FALSE for the not_exact_match parameter and no exact
match is found, then the VLOOKUP function will return #N/A.
(Extracted verbatim from Succeeding in Business Applications with Microsoft Office, 2003: p. 515)

To perform a VLOOKUP function:

1. Click on the cell that requires the VLOOKUP. In this case, Wayne has clicked on E14.

2. On the Formulas tab, in the Function Library group, click Lookup & Reference.

3. Select VLOOKUP from the list box. The Function Arguments dialog box will be displayed
similar to Figure 2 below.

Figure 2 - A portion of the Function Arguments dialog box

This formula in the formula bar will look like the one below:
=VLOOKUP (D14;A$7:B$10;2;TRUE)

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5. Enter D14 in the Lookup_value field, A$7:B$10 in the Table_array field, 2 in the
Col_index_num and TRUE in Range_lookup.

6. Click OK and the column will look like Figure 3 below.

Figure 3 - Unit Price Calculated

This formula takes the value in cell D14 and tries to find a match in the first column of the
range A7:B10. When it finds the value 150 (cell A10), it looks in column 2 to retrieve the unit
cost and places this result in cell E14.

For Wayne to complete column E, he will need to change the formula. To determine the value
in cell E15, the lookup_value should change to D15 and the table_array should contain
absolute row references. So the formula in cell E15 should be: =VLOOKUP
(D15;A$7:B$10;2;TRUE)

The column_index_num and the range_lookup will remain the same because they are
constants. The Total Price is equal to the product of the Unit Price and the Quantity.

Retrieving an Exact Match

In using FALSE as your range_lookup, the VLOOKUP function will try to find an exact match of
the lookup_value. In this case, the values do not need to be sorted in ascending order. If no
match is found, #N/A is displayed in the relevant cell. Wayne then tries to calculate the unit
delivery charge in cell G14 by using the following formula: =VLOOKUP
(C14;D$7:E$10;2;FALSE)

Total Delivery is the product of the Unit Delivery and the Quantity.

Figure 4 - Total Price and Unit Delivery Calculated

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Horizontal Lookup (HLOOKUP) Function

Eddy’s Sports Warehouse gives delivery discounts to customers based on the total price of
the customer’s order. For instance, if a customer’s order totals R400, they will receive a 5%
discount with Discount 1 or 10% with Discount 2. Wayne inserts this Delivery Discount table
into his Cricket Bats worksheet. Due to the fact that delivery discounts are displayed in a
horizontal format, Wayne can only use the HLOOKUP function to obtain the correct discount
amount to be displayed in the Delivery Discount column. The HLOOKUP function moves
horizontally across the columns of a lookup table looking for matching information in one of
the rows of the table.

Syntax =HLOOKUP (lookup_value; table_array; row_index_num; range_lookup)

The range_lookup for the HLOOKUP function differs from that of the VLOOKUP. The type of
lookup you want to perform – TRUE or FALSE. With a true type (the default), the HLOOKUP
function finds the greatest value that does not exceed the lookup_value. When the lookup
type is TRUE, the values in the first row of the lookup table must be sorted in ascending sort
order; otherwise, the HLOOKUP function looks only for an exact match of the lookup_value.
If it does not find an exact match, the text #N/A is displayed in the cell (Extracted verbatim
from Succeeding in Business Applications with Microsoft Office, 2003: p. 525).

Figure 5 - Delivery Discount

Wayne is sure that they will make a higher profit if the company offers lower discounts. He
therefore decides to explore this option using Discount 1 (see Figure 5). The function needs
to look up the total price in cell F14 and find its corresponding discount by applying the rules

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in the Delivery Discount table. The delivery discount value will be calculated by multiplying
the delivery discount percentage by the delivery cost.

To perform a HLOOKUP function:

1. Click on the cell that requires the HLOOKUP. In this case, Wayne has clicked on G14.
2. On the Formulas tab, in the Function Library group, click Lookup & Reference.
3. Select HLOOKUP from the list box. The Function Arguments dialog box will be displayed.
4. Enter F14 in the Lookup_value field, H$6:J$8 in the Table array field, 2 in the
Row_index_num, and TRUE in the Range_lookup.
5. Click OK.
6. Once you have performed the HLOOKUP, activate the cell that contains the formula then
click in the formula bar and type * H14. The formula is: =HLOOKUP(F14;H$6:J$8;2;TRUE)
* H14
7. Copy the formula to the remaining cells and your delivery discount fields should look
similar to those in the table below.

Figure 6 - Delivery Discount Calculated

The final total can be calculated using simple BODMAS rules in a formula and NOT an Excel
function. The formula is thus the total price plus the total delivery, minus the discount on the
delivery.

In cell J14, your formula should be: =F14+H14-I14

Pivot Tables and Pivot Charts

Case Perspective

Wayne Smith from Eddy’s Sports Warehouse requires a summary of all sales reps and their
sales for each month. Wayne has a meeting with his manager to discuss sales figures from
January to May. Wayne is responsible for the sales department and has to determine if the
current sales figures for each month meet the company’s overall sales target. If he does not
meet the target, his sales team will not receive their 12% salary increase, which can assist
them with rising fuel and food prices. They will only receive a 5% increase if sales are bad.
Even though there are other ways of analysing the data, the best approach to generating the
information that Wayne requires is to create a Pivot Table and present the data in a Pivot
Chart report.

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Pivot Tables

A Pivot Table is way of presenting information in a report format. The principle is that you
can select criteria from drop down lists and change the data that is displayed. Pivot Tables
allow you to group the spreadsheet by any of your data fields. For example, choose just one
sales representative from a drop-down list and view only his or her sales for each month. An
advantage of Pivot Tables is that you can easily rearrange, hide and display different category
fields to provide alternative views of the data.

Figure 1 - Pivot Table Structure

1. The Pivot Table Field List is located in the top right and displays the fields in your
spreadsheet. You may check a field or drag it to a quadrant in the lower portion.

2. The lower right quadrants define where and how the data shows on your Pivot Table i.e.
you can have a field show in either a column or row.

3. The Pivot Table is the result of your selections from (1) and (2).

Pivot Tables are a lot easier to grasp when you see them in action (see Figure 2). Here is the
Pivot Table we are going to create:

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Figure 2 - Pivot Table

Look at check-box 4 (see Figure 3). This shows that the Salesrep is Robby. If we click Robby’s
drop-down arrow, we will see this:

Figure 3 - Sales Reps

Notice that we have other sales reps to select. We could uncheck Robby, and check Smith
instead and his information would display. The Sport and Month cells also have drop down
lists. So, if necessary, we could view information for a single month only, and just for Golf
and Tennis, for example. This is a Pivot Table - a report that we can manipulate by selecting
items from drop down lists.

It is often useful to filter the results of a Pivot Table to view only the relevant
information you require, as I have done in Figure 3. Not only is it possible to filer
the values from the sale rep data, but you can also filter the data from the row
labels and column labels. In this example, the Sport was used for the column labels
and Month was used for the row labels. An easy way to remember this is, a row
label is where each row has a label, and a column label is where each column has a label.
An important point to note is that all Pivot Tables first require some data (see Figure 4).

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Figure 4 - Data for Pivot Table

To create a Pivot Table:

When you create a PivotTable report from worksheet data, that data becomes the source
data for the PivotTable report.
1. Do one of the following:
 To use worksheet data as the data source, click a cell in the range of cells that contains
the data.
 To use data in an Excel table as the data source, click a cell inside the Excel table.

Note: Make sure that the range has column headings or that headers are displayed in the
table, and that there are no blank rows in the range or table.

2. On the Insert tab, in the Tables group, click PivotTable.

3. Excel displays the Create PivotTable dialog box.

Tip: To create a PivotTable and PivotChart report at the same time, on the Insert tab, in the
Charts group, click on PivotChart. Excel then displays the Create PivotChart dialog box.

4. Under Choose the data that you want to analyse, make sure that Select a table or range
is selected, and then in the Table/Range textbox, verify the range of cells that you want
to use as the underlying data.

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Excel automatically determines the range for the PivotTable report, but you can replace it by
typing a different range or a name that you defined for the range.

5. Under Choose where you want the PivotTable report to be placed, specify a location by
doing one of the following:

 To place the PivotTable report in a new worksheet starting at cell A1, click New
Worksheet.
 To place the PivotTable report in an existing worksheet, select Existing Worksheet, and
then in the Location box, specify the first cell in the range of cells where you want to
position the PivotTable report.

6. Click OK.

Excel adds an empty PivotTable report to the specified location and displays the
PivotTable Field List so that you can add fields, create a layout, and customize the
PivotTable report.

Note: If you create a PivotChart report at the same time that you create a PivotTable
report, Excel displays the chart with the associated PivotTable report. A PivotChart and
its associated PivotTable must always be in the same workbook.

7. To add fields to the report, do one or more of the

following:

 To place a field in a specific area of the layout section,

right-click the field name in the field section, and then
select one of the following options: Add to Report
Filter, Add to Column Label, Add to Row Label, or
Add to Values.

 To drag a field to the area that you want, left-click and

hold the field name, and then drag it to a respective
area in the quadrant section below.

Figure 5 - PivotTable Fields

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Figure 6 - Complete Pivot Table with Field List

To Delete a Pivot Table report:

1. Click the Pivot Table report.

2. On the Analyze tab, in the Actions group, click Select and then click
Entire Pivot Table.

3. Press DELETE on your keyboard.

Deleting the associated Pivot Table report of a Pivot Chart report creates a
static chart that you can no longer change.

Pivot Charts

A Pivot Chart report provides a graphical representation of the data in a Pivot Table report.
You can change the layout and data displayed in a Pivot Chart report just as you can in a Pivot
Table report. A Pivot Chart report always has an associated Pivot Table report. The Pivot Table
report supplies the source data to the Pivot Chart report. When you change the layout of
either report, the other also changes. Both reports have fields that correspond to each other.
When you change the position of a field in one report, the corresponding field in the other
report also moves.
A data series consists of related data points that are plotted in a chart and originate from
datasheet rows or columns. Each data series in a chart has a unique colour or pattern. You
can plot one or more data series in a chart. Related data markers in a chart constitute a data
series and axes. The y-axis is usually the vertical axis and contains data. You can automatically
create a Pivot Chart report when you first create a Pivot Table report, or you can create a
Pivot Chart report from an existing Pivot Table report.

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Wayne Smith’s manager prefers graphs to tables. Therefore, Wayne needs to create a Pivot
Chart report from the Pivot table he has created so that he can present his manager with a
graphical representation of the information he has asked for.

To create a Pivot Chart report from an existing Pivot Table report:

1. Click the PivotTable report.

This displays the PivotTable Tools contextual tab, which
comprises the Analyze and Design tabs.

2. On the Analyze tab, in the Tools group, click PivotChart.

3. In the Insert Chart dialog box, select the Clustered Column chart.

4. Click OK. The PivotChart report that appears has PivotChart report filters that you can
use to change the data displayed in the chart.

Figure 7 - Pivot Chart

If you click on the arrow in cell B21 (see Figure 7) and change the Salesrep to Robby, the
Pivot Chart will automatically change to show only his information.

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Notes
• A PivotChart report and its associated PivotTable report must always be in the same
workbook.
• If you insert a standard chart for the PivotTable data (Insert tab, Charts group), the
chart will be a PivotChart that is associated with the PivotTable report.

To move a Pivot Chart report to a new sheet:

1. Right-click the Pivot Chart and select Move Chart. The Move Chart dialog box will
display (see Figure 8).

Figure 8 - Move Chart Dialog Box

2. You can either select New Sheet or enter a name for the new worksheet you want to
insert the chart into, or you can select Object in and select the worksheet name that you
want the chart to move to.

3. Click OK.

To delete a Pivot Chart report:

1. Select the Pivot Chart report.

2. Press DELETE on your keyboard.

Note: Deleting the Pivot Chart report does not automatically delete the associated Pivot
Table report.

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Macros

Case Perspective

Smith and Sons is a financial planning and investment company that is located in Durban and
was founded by Allan Woodworth and Fred Horton. The company provides services mainly in
Kwazulu-Natal and has a large client base. Eric Burton is a financial planner working at Smith
and Sons. Eric is required to create an Excel workbook that reports the activity of selected
stocks. Eric is concerned about the amount of retyping that the users would be required to
do. Eric requires some method of recording those actions so that users can rerun the steps
without having to retype everything.

Eric has realised that the data he has captured in a Sales Figures table is inaccurate. Therefore
he needs to change the data. However, changing the table data does not automatically
change the Pivot Table he has created for his meeting this week. He has done some reading
on Excel and realised that he requires macros to solve his problem of updating the Pivot Table
once he updates the Sales Figures table.

Introduction to Macros

A Macro is an action or a set of actions that are stored and can be run every time you need
to perform a repetitive task. Macros assist in speeding up editing or formatting you may
perform. They record sequences of menu selections that you choose so that a series of actions
can be completed in one step. It is generally used to automate repetitive tasks. For instance,
a macro can be created to print a worksheet. Macros can carry out repetitive tasks faster than
you can and it eliminates human errors that may occur during retyping. Once you have
created a macro, you can assign it to an object (e.g. a graphic, a control or a toolbar), which
you can run by clicking the object.

Macro Viruses

Viruses can be attached as Macros to documents created in Excel. Once users open these
infected workbooks, Excel runs the attached virus-infected macro automatically. It is
therefore imperative that you ensure that the workbook comes from a trusted source. Before
creating macros for Eric’s application, you have to define how Excel will treat macros that it
encounters. You can modify the macro security settings to influence which macros run (and
under what circumstances) when you open a workbook. For instance, if you want to allow
macros to run based on whether they are digitally signed by a trusted developer. The macro
security settings include the following:

• Disable all macros without notification

• Disable all macros with notification
• Disable all macros except digitally signed macros
• Enable all macros
• Trust access to the VBA project object model

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To change a macro setting:

1. The macro security settings in the Trust Centre can be changed, except if a system
administrator in your organisation has altered the default settings to prevent you from
altering the settings. Click on the File tab. The Microsoft Office Backstage view appears.

2. Select Options and the Excel Options dialog appears.

3. Click Trust Center on the left-hand side of the dialog box, then click Trust Center
Settings and the Trust Center dialog box appears.

4. On the left pane of the Trust Center dialog box, select Macro Settings.

5. On the right pane, under Macro Settings, select the option Enable all macros (not
recommended; potentially dangerous code can run).

6. Click OK.

Note: Changing Trust Center settings can greatly reduce or increase the security of your
computer, its data, data on your organization's network, and other computers on that
network. It is advisable to consult with your system administrator, or carefully consider the
risks, before making Trust Center settings changes in other circumstances outside ISTN103.

 Before you record a macro

Make sure the Developer tab is visible on the ribbon. By default, the Developer tab is not
visible, so do the following:

1. Click the File tab, click Options and then click the Customize Ribbon category.
2. Under Customize the Ribbon, in the Main Tabs list, click Developer, and then
click OK.

Record a macro

Eric is new to macros so he has created a sample

table (as shown). His goal is to create a macro
to update a Pivot Table.

The macro recorder records all steps that are

required to complete the actions that you want
to record when you need to record a macro.

1. In the Code group on the Developer tab, click

Record Macro.
2. The Record Macro dialog box will be displayed (see
Figure 2 below).

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Figure 2 - Record Macro Dialog Box

3. In the Macro name box, enter a name for the macro. The first character of the macro
name must be a letter. Subsequent characters may be letters, numbers or underscore
characters. Spaces are not allowed in a macro name. An underscore character works well
as a word separator. If you use a macro name that is also a cell reference, you may get an
error message that the macro name is not valid.

4. To assign a CTRL combination shortcut key to run the macro, in the Shortcut key box (see
Figure 2), type any lowercase letter or uppercase letter that you want to use. The shortcut
key will override any equivalent default Excel shortcut key while the workbook that
contains the macro is open. For a list of CTRL combination shortcut keys that are already
assigned in Excel, see Excel shortcut and function keys.

5. In the Store macro in list (see Figure 2), select the workbook in which you want to store
the macro.

6. To include a description of the macro, in the Description box (see Figure 2), type text that
best describes what actions the macro will perform.

7. Click OK to start recording.

8. Perform some actions in your worksheet, such as

typing some text, selecting some columns or rows,
or filling down some data.

9. Once you have completed the actions you wish to perform, in the Code group on the
Developer tab, click Stop Recording.

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Recording a Macro to update a pivot table

Eric has created a sample pivot table earlier and he wants to record a macro that will update
the data in the pivot table, every time he changes the data in the source table that the pivot
table gets its data from and then runs the macro.

Figure 3 - Refresh Menu Item

To accomplish this, he needs to:

1. In the Code group on the Developer tab, click Record Macro, and then click OK to
start recording.

2. Right-click the Pivot Table and select Refresh (as shown in Figure 3 above).

3. In the Code group on the Developer tab, click Stop Recording.

He then needs to test the macro to ensure that it works. So he needs to:

1. Go to the table that was used to create the Pivot Table and change some values in a
column.

2. In the Code group on the Developer tab, select the Macros command.

3. Select your macro and click the Run button. The macro will update the Pivot Table
data.

Edit a macro

1. Select the Macros command from the Code group in the Developers tab or you could
select View Macros from the Macros group on the View tab.

2. Select the SampleMacroForPivotUpdate macro and click the Edit button.

3. The Visual Basic for Applications code editor will then open and the macro code will be
displayed.

4. Add a new line by writing the following MsgBox code immediately after the code
Sub SampleMacroForPivotUpdate():
MsgBox "Pivot Table data has been refreshed", vbExclamation, "Macro Finished"

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5. Save and close the editor and run the macro again (see Figure 4 to view the result).

Figure 4 - Macro Finished Message Box

Assign a Macro to a Button

1. Select Insert from the Controls group in the Developer tab.

2. Click on Button (Form Control), i.e. the one highlighted in orange.

3. Click on the worksheet that you want the button to appear on.
An Assign Macro dialog box will display (as shown below).

4. Select the name of the macro, you wish to assign to the button, listed in the dialog as the
Macro name.

5. Click OK.

6. You may also click on the button and change its name.

7. Click on the button to see if the macro works.

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Delete a macro

1. Select the View Macros command from the Macros group in the View tab or you could
select Macros from the Code group on the Developer tab.

2. Select the name of the macro you wish to delete from the Macro name box.

3. Click Delete.

Validation

Case Perspective

Wayne Smith from Eddy’s Sports Warehouse plans to share his application with other sales
reps in the company. He is afraid that they might unintentionally change essential parts of the
workbook or even delete important data or a formula. Wayne therefore needs to control
what values users can enter into the workbook and also control where they can enter those
values. He needs to create a series of validation checks that must be designed to prevent
users form inserting incorrect data values. Before he works on his actual data, he wants to
test how Data Validation works in Excel.

Introduction to Validation

Data Validation allows the creator of an Excel file to limit the values that may be entered into
any cell. If your spreadsheet contains incorrect data, this will result in incorrect calculations.
Another possibility you want to avoid that is when you have correct information in your
spreadsheet but the formula is incorrect. This produces misleading and incorrect results. It is
good practice to recheck calculations even though Excel may appear to be calculating
formulas accurately. There are a few errors that can result in incorrect calculations:

• Your formula is not correct, i.e. it is getting the data from an incorrect cell.
• The formula is not using all the data required for the calculation to accurately calculate
the result.
• The formula is incorrectly calculating the result.

If your formula is resulting in incorrect calculations, this means that you probably did not type
the formula in correctly. For instance, you wanted the formula to multiply two numbers but
you accidentally typed in the formula to add two numbers. To determine if the formula
performs the correct calculation, give it data for which you already know the result. For
instance, it you typed 3 and 9 into the formula that should multiply the two numbers, but it
returns 12, you will then know that it is performing the incorrect calculation. If the formula is
correct, but returns the incorrect result, this could mean that it is not getting the data from
the right cells. Excel has auditing features that will help you determine if a formula is receiving
all the data it requires. These features visually show you which cells supply data to which
formulas. In this way, you can find out immediately if a formula is correct.

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To find out where a formula gets its data:

1. Click a cell that contains the formula

you want to verify. In Figure 1, the Unit
Price in row 14 was selected.

2. On the Formulas tab, click Trace

Precedents in the Formula Auditing
group. Excel then draws arrows which
indicate all cells that feed data into the
formula chosen in Step 1. Figure 1
below demonstrates this.

3. Click the Remove Arrows button so

that the auditing arrows disappear.

Figure 1 - Trace Precedents

It is good practice to identify all formulas that are dependent on a specific cell. A formula that
gets data from a cell is called a dependent.

To find which formulas a cell might affect:

1. Click a cell that contains data but not a

formula.

2. Click the Formulas tab.

3. Click Trace Dependents and notice that

Excel will draw an arrow pointing to a
cell that contains a formula. This means
that if you change the value of the cell
that contains a formula, it will
automatically change the result of the
calculation (see Figure 2).

4. Click the Remove Arrows button so that

the auditing arrows disappear.

Figure 2 - Trace Dependents

Specifying a data type and acceptable values

Due to the fact that formulas rely on the accuracy of the data they get, it is imperative that
your spreadsheet contains valid data. To avoid your spreadsheet accepting invalid data, you
may define a cell to accept certain types of data only, e.g. only positive numbers. If someone
attempts to capture invalid data, Excel instantly warns him/her.

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Wayne wants to assist users to enter valid data. His friend, Ned, is experienced in Excel and
has shown him a few ways to validate data. Ned has created a table of his own to demonstrate
to Wayne how this can be achieved. The most popular method of validation is validating
against a list of values. The list can be included in the validation definition or can be a region
in the sheet referenced from the dialog.

To define valid data types for a cell:

1. Click on a cell that the user will use to enter data or a cell that is used by a formula.

2. On the Data tab, select the Data Validation icon in the Data Tools group.

3. Click the Allow list box (see Figure 3) and choose one of the following:

Figure 3 - Data Validation Dialog Box

• Any value accepts anything that the user inputs
• Whole number accepts only whole numbers, e.g. 10 or 20
• Decimal accepts whole and decimal numbers, e.g. 25.05 or 2.00
• List allows you to define a list of valid data
• Date accepts dates only
• Time accepts time only
• Text length defines a minimum and maximum length for text
• Custom allows you to define a formula to specify valid data

5. Click the Input Message tab in the Data Validation dialog box.

6. Click the Title text box and type a desired title.

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7. Click the Input Message text box and type a message that you want to display when a
user selects a specific cell. Figure 4 is an example of an input message that Ned has
illustrated:

Figure 4 Cell Restrictions

An input message is a message that appears when a cell is selected. This message is optional,
but is strongly advised if your workbook will be used by more than one person. You can write
a message that allows the user to see the valid inputs, or valid input requirements, before
they enter a value.

8. Click the Error Alert tab.

9. Click the Style list box and select an alert icon.

10. Click the Title text box and type a title for the error message.

11. Click the Error Message text box and type a message that will appear if a user captures
invalid data into the cell.

12. Click OK.

Figure 5 is an example of an error message. Ned has put a validation on this cell to ensure
that the values entered are between 500 and 2000. Therefore, the value 450 will result in an
error alert.

Figure 5 Error Message

To remove a data validation:

1. Click in the cell that contains a data validation.

2. Click the Data tab.
3. Click the Data Validation icon in the Data Tools group.
4. The Data Validation box dialog box appears. Click Clear All.
5. Click OK.

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Working with Templates

Case Perspective

Ned Wilkins works for a clothing store and creates monthly sales reports that include the
company’s sales by region, plus several summary calculations. This task is time consuming,
because he has to create the document from scratch every month. Ned has read up on Excel’s
functionality and has realised that he can create a template file that consists of everything
except the input values so that when he needs to create a report, he can simply open the
template and fill in the blanks. He is excited that he will not have to recreate the entire
workbook every time.

Introduction to Templates

Templates enable users to develop consistent documents. Excel's Template design includes
creating, editing and formatting templates. Templates provide consistency of layout structure
and save time and repetition of work. Templates can include formulas, formatting
information, macros, headers and footers, layouts, styles, text and graphics. Creating a
template takes a little time, but may save a lot of work in the long term.

For example, you enjoy using a specific header or footer on your printouts. Initially you need
to spend time entering the header and footer information before you print a worksheet. The
solution is to modify the template that Excel uses to create new workbooks. In this case, you
can modify the template file by inserting your header into the template and then saving the
template file. Every new workbook that you create will have your customised page settings.

To explore the Excel templates:

1. Click on the File tab, then select New.

2. A few sample templates will be displayed. Select the template that best suits the sort of
information you want to capture. If you are logged onto the Internet, you will get a
greater variety of templates displayed.

Microsoft Office Online has a wide range of templates. Some templates may be more useful
than others. Even if a template may not be ideal, you can often modify it to suit your needs.
Editing an existing template is often easier than creating a workbook from scratch.

A workbook template is simply a workbook that contains one or more worksheets set up with
formatting and formulas all set up for you to enter data and get instant results. A workbook
template can use any of Excel’s features, including charts, formulas, and macros. Excel
includes templates that automate the frequent tasks of completing budgets, statements,
sales reports and so on.

Creating a template from a workbook:

You can save worksheets as templates. It is useful to create templates for office work that
comes up periodically, such as invoices and reports, because it allows you to create
documents with the same layout and formatting.

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1. Open a blank workbook and create a layout that will enable you to reuse the workbook
as a template.

2. Once you have completed the layout of your document, click File and then click Save As
to open the Save As pane.

3. Click on Browse to open the Save As dialog box.

4. Enter the template name in the File name box.

5. Select Excel Template from the Save as type dropdown menu and then click the Save
button to save the worksheet you have created as a template.

Note: Excel saves templates with an .xltx file extension. If the template contains macros, Excel
provides the option to save the template without macros or to save in a format that supports
macros (.xltm).

Creating a workbook from a template:

1. Click File and then click New.

2. On the Templates page, do ONE of the following:

• To base the workbook on an installed template, click FEATURED and select the
template that you want to use.
• To base the workbook on a template that you created, click PERSONAL, and select
the template that you want to use.

3. Modify the template to suit your requirements by replacing the generic information with
your own. It is imperative to understand that you are now working with a workbook that
was created from a template file and not with the actual template file.

4. Click the Save button to save the workbook. Excel suggests a named based on the
template’s name, however you can use a name that you prefer.

Guidelines on creating templates:

• Clear out unwanted data
• Assume formulas will remain the same
• Use lists and outlining

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• Turn off worksheet gridlines

• Add the finishing touches
• Delete unused worksheets
• Assign relevant names to worksheets
• Add custom macros to make more professional spreadsheets
• Save your custom templates

Importing Data into Excel

Case Perspective

Reynolds and Edward, is a brokerage company based in Durban. Founded by Jeff Reynolds
and Mary Edward, the company has provided financial planning and investment services to
corporations and individuals in and around Durban for the last seven years. As part of the
investment services business, the company advises clients on their investment portfolios.
Therefore, it requires a variety of stock market information to be available constantly.
Reynolds and Edward, is connected to many financial and investment information services.
The investment counsellors at Reynolds and Edward must have access to current financial
data and reports so that they can examine information on trends in the market.

Some of their information is obtained from Excel workbooks, but other information is stored
in text files. Caroline Horton is an investment counsellor at Reynolds and Edward. She needs
to manage different types of data that are available as she works on one of the company’s
most important portfolios. She needs to retrieve some sample data into a workbook before
she can start with the import of actual data from the company.

Introduction to Importing Data into Excel

Data can be imported from text files, databases and the Internet but for the purposes of this
exercise we will look at text files only. A text file contains only text and numbers. It does not
have any formulas, graphics, special fonts or formatted text. Text files are one of the simplest
and most widely used methods of storing data. This is because most software programs can
save and retrieve data in text file format. For instance, Excel has the ability to open a text file
into a worksheet which can then be formatted. Excel can also save the workbook as a text
file, keeping only data values without any formatting.

Text File Formats

Due to the fact that text files do not contain formatting codes to give it structure, there are
other ways of making it understandable to the program that reads it. When importing or
creating a text file, it is important to know how the data is organised within the file. One
method of structuring text files is to use a delimiter, which is a symbol (generally a space, a
comma or a tab) that separates one column of data from the other. Each record is a separate
row in the text file and the fields are separated by commas, spaces or tabs. Delimited means
"separated." Delimited text is text that is separated by a delimiter. Below are examples of
delimiters.

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There are two ways to import data from a text file using Excel. You can open the text file in
Excel or you can import the text file as an external data range. An external data range is a
range of data that is brought into a worksheet but that originates outside of Excel, such as a
database or text file. Once in Excel, you can format the data or use it in calculations. You can
import or export up to 1,048,576 rows and 16,384 columns.

Caroline has created a sample text file with data named import file. She wants to test how
she can import the data into Excel using the two methods discussed. First, she will try to
import the data from a delimited text file by opening it and then import the data by
connecting to it.

To import from a delimited text file by opening the text file:

You can open a text file that you created in another program
as an Excel workbook by using the Open command. Opening
a text file in Excel does not change the format of the file —
you can see this in the Excel title bar, where the name of the
file retains the text file name extension (for example, .txt or
.csv).

1. Click the File tab, and then click Open. The Open dialog
box appears.

2. Browse for the text file that you wish to import. If you
cannot find it, ensure that you have selected Text files
from the dropdown menu on the Open dialog box.

3. If the file is a text file (.txt), Excel starts the Import Text
Wizard (as shown below).

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Figure 1 – Step 1 of the Text Import Wizard

5. In Step 1 of the Text Import Wizard, select Delimited.

6. Click Next.

7. Step 2 of the will look like Figure 2 below. Uncheck Tab and check Space in the Delimiters
section. Space was selected for this example because the spaces were used to separate
columns and not tabs or commas. Select {none} for the Text qualifier.

8. Click Next to move on to Step 3 of the Text Import Wizard (as shown below).

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Figure 2 - Step 2 of the Text Import Wizard

9. Step 3 of 3 from the Text Import Wizard will then display. Make your selection for the
Column data format. In this case General was used.

10. Click Finish and the data from the text file will be displayed in your Excel workbook.

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Figure 3 - Step 3 of the Text Import Wizard

To import a text file by connecting to it:

1. On the Data tab, in the Get & Transform Data group, click From Text/CSV.

2. In the Import Data dialog box, locate and double-click the text file that you want to
import, and click Import.

3. In the preview dialog box, you have several options:

o Select Load if you want to load the data directly to a new worksheet.
o Alternatively, select Load to if you want to load the data to a table,
PivotTable/PivotChart, an existing/new Excel worksheet, or simply create a
connection. You also have the choice of adding your data to the Data Model.
o Select Transform Data if you want to load the data to Power Query, and edit it
before bringing it to Excel.
Note: Excel will place the external data range in the location that you specify. If Excel does
not convert a column to the format that you desire, you can convert the data after you
import it.

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Using Scenario Manager

Case Perspective

Freddy’s Outdoor Equipment is a heaven for outdoor fanatics. Both tourists and residents can
choose from camping, skiing, horseback riding and mountain climbing. Brian Bedford is an
outdoor enthusiast and is considering purchasing the company. He needs to determine the
profitability of the enterprise. He estimates on the average number of customers each year
as well as the company’s operating expenses. However, he is uncertain what the impact will
be if the company has a bad year or if the operating expenses increase. He therefore needs
to determine the risk of buying the company. Brian needs help to evaluate several financial
scenarios for the future of Freddy’s Outdoor Equipment.

Scenarios

A scenario is a set of values that Excel saves and can substitute automatically on your
worksheet. You can use scenarios to predict the outcome of a worksheet model. You can
create and save different groups of values on a worksheet and then switch to any of these
new scenarios to view different results.

Figure 1 is a table of the revenue and expense scenarios that Brian wants to evaluate.

Average Slow Busy Reduced

Revenue and Expense Categories
Season Season Season Prices
Customers per Day (cell B6) 50 40 55 60
Fee per Customer (cell B10) 60 60 60 45
Insurance (cell B19) 10,000 10,000 10,000 8,000
Maintenance (cell B20) 25,000 25,000 30,000 20,000
Salary and Benefits (cell B21) 95,000 75,000 105,000 90,000
Administrative (cell B22) 35,000 35,000 45,000 25,000
Est. Taxes (cell B23) 35,000 25,000 40,000 35,000
Figure 1 - Revenue and Expense Scenarios

Brian has captured the revenue and expenses for the Average Season in Excel and wants to
look at changing other values in the worksheet to see what impact they would have on the
company’s net income.

In the respective cells in the Figure 2 below, Brian has entered the following formulas:

• B7 =B5*B6
• B11 =B10*B7
• B16 =(B14*B7)+(B15*B7)
• B24 =B19+B20+B21+B22+B23
• B29 =B27-B28

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Figure 2 - Revenue and Expense Worksheet

Create a scenario:

1. On the Data tab, in the Forecast group, click What-If Analysis, and then select Scenario
Manager.

2. In the Scenario Manager dialog box, click Add. The Add Scenario dialog box then
appears.

3. In the Scenario name box (see Figure 3), type a name for the scenario Slow Season.

4. In the Changing cells box (see Figure 3), enter the references for the cells that you want
to change. To preserve the original values for the changing cells, create a scenario that
uses the original cell values before you create scenarios that change the values.

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Figure 3 - Add Scenario Dialog Box

5. Under Protection (see Figure 3), select the options that you want i.e. Prevent changes.

6. Click OK. The Scenario Values dialog box then appears.

7. In the Scenario Values dialog box (see Figure 4 below), type the required values that
you want for the changing cells.

Note: The values in the figure below are taken from Figure 1. At this stage, the Add button
allows you to add another scenario.

Figure 4 - Scenario Values Dialog Box

8. Click OK, to create the scenario.

9. If you want to create additional scenarios, repeat Steps 2 through 8. When you finish
creating scenarios, click OK and then click Close in the Scenario Manager dialog box.

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Display a scenario:

When you display a scenario, you change the values of the cells that are saved as part of that
scenario.

1. On the Data tab, in the Forecast group, click What-If Analysis and then click Scenario
Manager.

2. Click the name of the scenario that you want to display from the Scenario Manager
dialog box.

3. Click Show.

Brian has created scenarios for all four categories (from Figure 1) and now wants to create a
scenario summary report to compare the scenarios. He has the option to create a report that
summarises them on the same page. The report can list the scenarios side by side or
summarise them in a Pivot Table report.

Delete a scenario:

1. On the Data tab, in the Forecast group, click What-If Analysis and then click Scenario
Manager.

2. Select a scenario that you want to delete from the Scenario Manager dialog box.

3. Click Delete.

Create a scenario summary report:

1. On the Data tab, in the Forecast group, click What-If Analysis and then click Scenario
Manager.

2. Click Summary.

3. Click Scenario summary or Scenario PivotTable report (see Figure 5).

Figure 5 - Scenario Summary

4. In the Result cells box (see Figure 5), enter the references for cells that refer to cells whose
values are changed by the scenarios. Separate multiple references with commas.

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5. Click OK.

Figure 6 is an example of a Scenario Pivot Table Report that Brian created after creating all
four scenarios. This report is automatically created on a new worksheet named Scenario Pivot
Table. The column labels can be edited to more appropriate labels that make sense to the
reader.

Figure 6 - Scenario Pivot Table Report

Figure 7 is an example of a Scenario Summary created by Brian after creating all four
scenarios. This report is also automatically created on a new worksheet named Scenario
Summary.

Figure 7 - Scenario Summary Report

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Microsoft PowerPoint 2019

Introduction
PowerPoint 2019 is a convenient, easy to use tool provided by Microsoft and is capable of
combining numerous features like: text, graphics, sound and even video. You will learn to
create dynamic PowerPoint presentations that contain necessary content with a professional
design. You will also learn the basic skills for conveying key ideas to your audience and how
to customise the presentations, using slide designs, varying colours and fonts. Most
importantly, you will learn to make your presentations more dynamic by adding multimedia,
such as sound and video, and linking files from other applications to be displayed in your slide
show.

Determining the purpose of your presentation and its audience

Before attempting to design an effective and persuasive presentation, it is important to
identify the purpose of the presentation and understand the audience you are trying to
target. The design of your presentation will depend on what message you are trying to relay
and who you are trying to appeal to. Here are some questions you need consider before
designing your presentation:

• What is the purpose of this presentation?

• What is the age range of the target audience?
• Is it meant to be formal or familiar?
• What do the audience already know about the topic?
• What do you want them to learn?

Structuring the presentation

When structuring the presentation, you should state a clear purpose for your presentation
and provide a reason as to why the audience will want to listen. You need to provide an
introduction that will foretell the content of the speech that will inspire the audience. The
body of the presentation should flow logically from one point to the next. Finally, the end of
the presentation should include a summary of the main points of your speech and possibly
offer recommendations or what the audience could expect at a subsequent presentation, if
appropriate. In order to achieve all of this, you need to create a plan for your presentation.

Presenting an effective presentation

In order to present an effective presentation, you need to do the following:

• Make your slides legible – do not use dark coloured fonts on dark backgrounds and
the font size on each slide must be large enough to be visible to the entire audience.
• Enhance the presentation with graphics and possibly sound without distracting the
audience from the content. Too much text can be uninteresting to view but an
interesting visual will help focus your audience on your ideas.
• Do not over-utilise the sound, animation and colour.
• Use text moderately – follow the 6 x 6 Rule, that is, include no more than six bullet
points per slide and no more than six words per bullet point. Avoid writing complete

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sentences by avoiding articles such as “a” and “the”. Utilise images, charts, tables and
other graphics where possible.

Launching Microsoft PowerPoint

To open the PowerPoint application, double-click the PowerPoint icon, which is located on
the desktop. Alternatively, select Windows Start | Microsoft Office PowerPoint.

Each time you launch PowerPoint, a new presentation will be given a default name, such as
Presentation1, and appears in Normal view with a blank title slide (as seen below).

PowerPoint’s interface

Quick Access
Toolbar Title bar Slide pane

Ribbon

Group
Title placeholder

Content placeholder

Notes pane Status bar Shortcut Zoom slider

to Views

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Content placeholder icons:

Icon To insert a
Insert Table

Insert Chart

Insert SmartArt Graphic

Insert Pictures

Online Pictures

Insert Video

Interface elements explained

The Ribbon is a wide band that runs across the entire PowerPoint window, designed to
organise all of PowerPoint’s primary commands. Each set of primary command is identified
by a tab (e.g. the Home tab). Commands are then further arranged into groups on the Ribbon
based on their function. For example, text formatting commands such as bold, underline and
italics are located on the Home tab, in the Font group.

The Thumbnails pane displays the slides in your presentation as small images, called
thumbnails. You can quickly navigate through the slides by clicking the thumbnails on this tab.
You can also add, delete or rearrange slides using this tab.

The Slide pane displays the current slide in your presentation. Slides are the basic building
blocks of a presentation.

The Notes pane is used to type text that corresponds to a slide’s content. You can also print
these notes and give them to your audience. The notes pane is not visible to your audience
when you show a presentation in Slide Show view.

The Quick Access Toolbar (QAT) provides immediate access to common commands that you
use frequently, such as Save, Undo and Print. The QAT is visible no matter which Ribbon tab
is selected. You can also customise the QAT to suit your requirements.

The Shortcut to Views on the status bar allows you to quickly switch between PowerPoint
views.

The status bar is located at the bottom of the PowerPoint window and displays messages
about what you are doing and seeing in PowerPoint, including which slide you are viewing.

An object is any item on a slide that can be modified and are considered the building blocks
that make up a slide.

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Creating a new presentation

When you launch Powerpoint 2019, a blank PowerPoint presentation is displayed, with one
Title Slide. Similarly, when you create a new presentation, the first slide, by default has the
Title Slide layout. By default, PowerPoint 2019 applies the Blank Presentation template, which
appears in the previous illustration, to new presentations. Blank Presentation is the simplest
and most generic of the templates in PowerPoint 2019, and is a good template to use when
you first start to work with PowerPoint.

To create a new presentation that is based on the Blank Presentation template, do the
following:

1. Click the File tab to access Backstage view, which provides you with various options
to save, open, print and share a document.

2. Select New and click on Blank Presentation, which opens a new blank presentation. The
keyboard shortcut to open a new blank presentation is Ctrl+n.

Opening an existing presentation

1. Click the File tab and select Open. The keyboard shortcut to display the Open screen is
Ctrl+o.

2. Browse for the desired presentation.

By default, the files that you see in the Open screen in Backstage view are only those
files that are created by PowerPoint. For example, if you are using Microsoft Excel, you
do not see files that are created by Microsoft Word unless you click All Files in the Files
of type box.

3. Select the required PowerPoint file and then click Open.

Saving a presentation

As with any software program, it is a good idea to name and save your presentation
immediately and to save your changes frequently while you work:

1. Click the File tab.

2. Click Save As, and then do one of the following in the Save As dialog box:
 For a presentation that can be opened in PowerPoint 2019, PowerPoint 2013 and
PowerPoint 2007, in the Save as type list, select PowerPoint Presentation
(*.pptx).
 For a presentation that can be opened in either PowerPoint 2019 or earlier
versions of PowerPoint, select PowerPoint 97-2003 Presentation (*.ppt).

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3. On the left-hand pane in the Save As dialog box, browse to the location where you
want to save your presentation.

4. In the File name box, type a name for your presentation, or do nothing to accept the
default file name, and then click Save.

From now on, you can press CTRL+S or click Save in the Quick Access Toolbar to save
your presentation quickly at any time.

Note: As with any other document, it is advisable that you originally save your presentation
once you have at least completed the first slide, to avoid any disappointments if there is a
power failure. Thereafter, as a guideline, save your presentation after each side is completed.

Slide Content Layouts

You can use layouts to arrange objects and text on a slide. A layout is one part of a slide master
that defines positioning information for content that will later appear on a slide. Layouts
contain placeholders, which in turn hold text, such as titles and bulleted lists, and slide
content such as SmartArt graphics, tables, charts, pictures, shapes, and clip art. While you can
add text and object placeholders to a layout or slide master (refer to pages 39 and 40), you
cannot add placeholders directly to a slide. A slide layout can be changed at any time, by
clicking on the Layout button on the Home tab.

Title Slide - Used at the start of your

presentation, or to divide sections of
your presentation. This slide has two
text placeholders (i.e. boxes with
dotted borders) where you enter text.
The top text placeholder is called the
title placeholder and the bottom is
called the subtitle text placeholder.
After you enter text in a placeholder,
the placeholder becomes a text object.

Title and Content - The default slide

layout and the most commonly used
slide layout.

Section Header - Used to separate

different sections of the same
presentation. It can also be used as an
alternate to the Title slide layout.

Two Content - Used to show text in addition to a graphic.

Comparison - Similar to the Two Content slide layout, but includes a heading text box over
each type of content. Use this type of slide layout to:
 compare two types of the same content type (for example - two different charts)

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 show text in addition to a graphic content type.

Title Only - Used to place only a title on the page, rather than a title and subtitle. You can
insert other types of objects such as clip art, WordArt, pictures or charts.

Blank - A blank slide layout is used when a picture or other graphic object that needs no
further information will be inserted to cover the whole slide.

Content with Caption - Content (most often a graphic object such as a chart or picture) will
be placed on the right side of the slide. The left side allows for a title and text to describe the
object.

Picture with Caption - The upper part of the slide is used to place a picture. Under the slide
you can add a title and descriptive text if desired.

Entering slide text

1. Click the title placeholder in the Slide pane.
The insertion point which is the vertical
blinking line indicates where your text will
appear when you type in the placeholder. A
selection box with a dashed line and sizing
handles appears around the placeholder,
indicating that it is selected and ready to
accept text.

2. Type in the necessary text. PowerPoint wraps and centre aligns the text within the title
placeholder. You can use the formatting text commands located on the Home tab, in the
Font group, to format your text.

Note: If your text exceeds the size of the placeholder, Microsoft PowerPoint 2019 reduces
the font size and line spacing incrementally as you type to make the text fit.

Adding a new slide

The single slide that appears automatically when you open PowerPoint has two placeholders,
one formatted for a title and the other formatted for a subtitle. The arrangement of
placeholders on a slide is called a layout. Microsoft PowerPoint 2019 also provides other kinds
of placeholders, such as those for pictures and SmartArt graphics.

When you add a slide to your presentation, do the following to choose a layout for the new
slide at the same time:

1. On the Home tab, in the Slides group, click the arrow next to New
Slide. Or, if you want your new slide to have the same layout that the
slide before it has, you can just click New Slide instead of clicking the
arrow next to it.

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A gallery appears that displays thumbnails of the various slide layouts that are
available.

2. Click the layout that you want for your new slide.

The new slide now appears both on the left on the Slides tab, where it is highlighted
as the current slide, and as the large slide on the right in the Slide pane. Repeat this
procedure for each new slide that you want to add.

Determine how many slides you need

To calculate the number of slides that you need, make an outline of the material that you
plan to cover, and then divide the material into individual slides. You probably want at least:

 A main title slide

 An introductory slide that lists the major points or areas in your presentation
 One slide for each point or area that is listed on the introductory slide
 A summary slide that repeats the list of major points or areas in your
presentation
By using this basic structure, if you have three major points or areas to present, you can
plan to have a minimum of six slides: a title slide, an introductory slide, one slide for each of
the three major points or areas, and a summary slide.

Slide Master

A slide master is the top slide in a hierarchy of slides that stores information about the theme
and slide layouts of a presentation, including the background, colour, fonts, effects,
placeholder sizes, and positioning.

Every presentation contains at least

one slide master. The key benefit to
modifying and using slide masters is
that you can make universal style
changes to every slide in your
presentation, including ones added
later to the presentation. When you
use a slide master, you save time
because you don't have to type the
same information on more than one
slide. The slide master especially
comes in handy when you have
extremely long presentations with lots of slides.

Because slide masters affect the look of your entire presentation, when you create and edit a
slide master or corresponding layouts, you work in Slide Master View.

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A presentation can contain one or more slide masters. Each slide master contains one or more
layouts, which make up a template. Each template can contain theme information, such as
colour, effects, fonts, slide background style, and default information describing how the
theme and other formatting information are applied to the content in your slides.

A slide master consists of two main placeholders:

• Title Placeholder: this controls the format and positioning of text in every title
placeholder in your presentation.
• Object Placeholder: this controls the format and positioning of text in every non-title
placeholder.

Along the bottom of the slide master are three footer placeholders: for the date/time, footer
text, and slide numbering. Your audience never sees the slide master; they see only its effects
on the slides in your presentation. You can override the defaults supplied by the slide master
on any individual slide.

When you want your presentation to contain two or more different styles or themes (such as
backgrounds, colour schemes, fonts, and effects), you need to insert a slide master for each
different theme. In the image that follows, there are two slide masters as you would see them
in Slide Master View. Each slide master would most likely have a different theme applied to
it.

When you go to Slide Master View, you'll see that there are several default layouts associated
with any given slide master. Most likely, you will not use all of the layouts provided. You will
choose from the available layouts, the ones that work best to display your information.

You can create a presentation that contains one or more slide masters, and then save it as a
PowerPoint Template (.potx or .pot) file and then use it to create other presentations.

To add a new slide master:

1. Open a blank presentation, and then, on the View tab, in the Master Views group,
click Slide Master.

2. When you open Slide Master View, a blank slide-master with the default, associated
layouts appear.

Note: In the slide thumbnail pane, the slide master is the larger slide image, and the
associated layouts are positioned beneath the slide master.

3. Create a layout, or customize an existing layout that meets your needs.

 Add or modify placeholders in your layouts (optional).

 Remove any of the built-in slide layouts that accompany the default slide
master, in the slide thumbnail pane, right-click each slide layout that you want
to delete, and then click Delete Layout on the shortcut menu(optional).
 Apply a design or theme-based colours, fonts, effects and backgrounds.

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 To set the page orientation for all of the slides in your presentation, on the
Slide Master tab, in the Page Setup group, click Slide Orientation, and then
click either Portrait or Landscape.

4. On the File tab, click Save As to open the Save As dialog box.

5. In the File name box, type a file name.

6. In the Save as type list, click PowerPoint Template, and then click Save.

7. On the Slide Master tab, in the Close group, click Close Master View.

Printing in PowerPoint

On the Print tab, the properties for your default

printer automatically appear in the first section,
and the preview of your presentation
automatically appears in the second section.

1. Click the File tab, and then click Print.

2. Under Settings, in the first dropdown box, you

have the option to:
 Print All Slides – prints the entire
presentation.
 Print Section – only prints the selected
slide(s).
 Print Current Slide – only prints the current
slide.
 Custom Range – only specific slides are
printed.

3. Under Settings, in the second dropdown box,

you have the option to print:
 Full page slides
 Notes Pages
 Outlines
 Handouts (Here, you can choose the
number of slides that you wish to print
per page).

4. Under Settings, in the third dropdown box, you

can:
 Print One-sided
 Print on Both Sides

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5. Under Settings, in the fourth dropdown box, you have the option to collate pages if you
are printing more than one copy of the presentation.

6. Under Settings, in the last dropdown box, you have the option of printing in Colour,
Grayscale or Pure Black and White.

 Color - is used if you print to a colour printer and want to print in colour. However, if
you print to a black-and-white printer, this option prints in grayscale.
 Grayscale - prints images that contain variations of grey tones between black and
white. Background fills are printed as white, so that the text will be more legible.
 Pure Black and White - prints the hand out with no grey fills.

7. When the properties for your printer and presentation appear the way that you want
them to, click Print.
Tips:
 To go back to your presentation and make changes before you print it, click the

icon.
 To change the properties for your printer, under the printer name, click Printer
Properties. You should always preview your presentation first to ensure that there are
no errors.
 To supplement your presentation, you should provide handouts to your audience. You
can choose to print one (full size) slide per page, right up to nine (miniature) slides per
page.

PowerPoint Slides Views

Slides can be viewed in a variety of ways. The Views are

available on the View tab, in the Presentation Views group.
The default view is the Normal View.

Normal view is the most often used view to create presentations.

Outline View displays the presentation as an outline that consists of the titles and text from
each slide. The text contents of each slide is displayed on the left pane, with a slide number
and slide icon.

Slide Sorter view displays miniature versions (thumbnails) of all the slides in horizontal rows.
Effects such as transitions and sounds can be added to several slides at the same time in Slide
Sorter view.

Notes Page shows a smaller version of the slide with an area below for printed notes. Each
slide is created on its own notes page and is not displayed on screen in Slide Show view.

Reading View is used to view the presentation as a slide show that fits within the window.

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Slide Show view is not displayed on the View tab, but can be found on the status bar and is
used for presenting to an audience. The whole screen is taken over by your PowerPoint
presentation. Slide Show view can also be accessed by pressing the F5 key on the keyboard.
To exit Slide Show view, press the Esc key.
Header and Footer

To add information, such as slide numbers, the time and date, a company logo, the
presentation title or file name, the presenter's name, etc. to the top of each handout or notes
page in your presentation, or to bottom of each slide, handout or notes page, use headers
and footers. By default, a slide does not contain a header, but you can move a footer
placeholder to a header position.

Add slide numbers or notes page numbers

1. On the View tab, in the Presentation Views group, click Normal.

2. In the left pane, click the first slide thumbnail in your presentation.

3. On the Insert tab, in the Text group, click Slide Number.

4. In the Header and Footer dialog box, do one of the following:

 If you want to add slide numbers, click the Slide tab, and then select the Slide
number check box.

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 If you want to add notes page numbers, click the Notes and Handouts tab, and then
select the Page number check box.

5. If you want to add numbers to all of the slides or notes pages in your presentation, click
the Apply to All button.

Working with Illustrations

Pictures

You can illustrate slides by inserting pictures created in other

software applications or scanned photographs. PowerPoint
includes a gallery of clip art pictures. The purpose of the
image is to show an example of an important point.
To add a picture from a file or external data source:

1. Click where you want to insert the picture.

2. On the Insert tab, in the Images group, click Pictures.

3. Locate the picture that you want to insert, and then click Insert. For example, you
might have a picture file located in DropBox 1.

To add multiple pictures, press and hold the CTRL key on your keyboard, while you
select the pictures you want to insert, and then click Insert.

To resize a picture, select the picture you have inserted on the slide. To increase or
decrease the size in one or more directions, drag a sizing handle away from or toward
the centre, while you do one of the following:
 To keep the centre of an object in the same location, press and hold CTRL while
you drag the sizing handle.
 To maintain the object's proportions, press and hold SHIFT while you drag the
sizing handle.
 To both maintain the object's proportions and keep its centre in the same
location, press and hold both CTRL and SHIFT while you drag the sizing handle.

Shapes

Shapes are ready-made shapes that you can insert in your presentations. You can add one
shape 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.

1
Dropbox is a cloud storage facility driven by an American company called Dropbox, Inc. offering file
synchronization, client software and personal cloud.

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A text box is a text placeholder that you insert directly on a slide and is found under the basic
shapes section. However, PowerPoint does not show the content of text boxes in the outline
pane. You may use text boxes to place text anywhere on a slide, such as outside a text
placeholder. For example, you can add a caption to a pictureby creating a text box and
positioning it near the picture. You can add a border, fill, shadow, or three-dimensional (3-D)
effect to text in a text box.

You can access the shapes from the Home tab in the Drawing group or
the Insert tab in the Illustrations group.

1. On the Insert tab, in the Illustrations group, click Shapes.

2. Select the shape that you want, click anywhere in the slide, and then drag to place the
shape.

You can add individual shapes to a chart or add shapes on top of a SmartArt graphic to
customize the chart or SmartArt graphic.

Note: to create a prefect square or circle (or constraint the dimensions of other shapes), press
and hold down the Shift key on your keyboard while you drag the mouse when inserting the
shape.

SmartArt graphics

A SmartArt graphic is a visual representation of your information that you can quickly and
easily create, choosing from many different layouts, to effectively communicate your
message or ideas. Before you create your SmartArt graphic, it is important to visualize what
type and layout are best for displaying your data. What do you want to convey with your
SmartArt graphic? Since you can quickly and easily switch layouts, try different layouts (across
types) until you find the one that best illustrates your message. Your graphic should be clear
and easy to follow. Experiment with different types by using the table below as a starting
point.

Purpose of Graphic Graphic Type

Shows non-sequential information List
Shows steps in a process or timeline Process
Shows a continual process Cycle
Shows a decision tree or organization chart Hierarchy
Illustrates connections Relationship
Shows how parts relate to a whole Matrix
Shows proportional relationships with the Pyramid
largest component on the top or bottom

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To create a SmartArt graphic and add text to it:

1. On the Insert tab, in the Illustrations group, click SmartArt.

2. In the Choose a SmartArt Graphic dialog box, select the layout

that you require.

3. Enter your text by doing one of the following:

 Click [Text] in the Text pane, and then type your text.
 Copy text from another location or program, click [Text] in the Text pane, and then
paste your text.

Notes:

 If the Text pane is not visible, click the control.

 To add text in an arbitrary position close to or on
top of your SmartArt graphic, on the Insert tab,
in the Text group, click Text Box to insert a text
box. If you want only the text in your text box to
appear, right-click your text box, click Format
Shape or Format Text Box, and then set the text
box to have no background colour and no
border.

 Click in a text box in the SmartArt graphic, and then type your text. For best results,
use this option after you add all of the boxes that you want.

To change the colors of an entire SmartArt graphic:

You can apply colour variations that are obtained from the theme colours to the shapes in
your SmartArt graphic.

1. Click your SmartArt graphic.

2. Under SmartArt Tools, on the

Design tab, in the SmartArt Styles
group, click Change Colors.

If you do not see the SmartArt

Tools or Design tabs, make sure
that you have selected a SmartArt
graphic. You may have to double-
click the SmartArt graphic to open the Design tab.

3. Click the colour variation that you want.

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Charts
Charts are used to illustrate people’s positions within an organisation
or the structure of components within a physical system or process.
Such charts consist of boxes (for representing people or components)
and lines (for representing their relationships). The most commonly
used types are the following:

Column charts: these are typically used to show figures that are
measured at a particular time. For examples, the number of orders
received by each order method (fax, phone, email) over the last month.

Bar charts: these are typically used to compare distances or speeds.

The bars should be arranged in a logical order, such as highest to
lowest percentage response. For example, the popularity of the top
eight answers to a survey question.

Pie Charts: these are typically used to illustrate the breakdown of

figures as a total. For example, the proportion of funding provided to
the organisation by each level of government in the past year.

You can add a chart or graph to your presentation in one of two ways:
• You can embed and insert a chart in your presentation
• You can paste an Excel chart into your presentation and link to data
in Excel

To insert a chart in your presentation:

1. In PowerPoint, click the placeholder that you want to insert the chart.

2. On the Insert tab, in the Illustrations group, click Chart.

3. In the Insert Chart dialog box, click a chart, and then click OK. Office Excel 2019 opens an
Excel spreadsheet with pre-existing sample data.

4. In the Excel window, replace the sample data with your own data. You can also replace
the sample axis labels in Column A and the legend entry name in Row 1. After you update
the worksheet, the chart in PowerPoint will be updated automatically with the new data.

5. In Excel, click the File tab and then click Save As.
6. In the File name box, type a new name for the file.

7. Click Save.

Note: When you embed data from a chart in PowerPoint, you edit that data in Office Excel
2019, and the worksheet is saved with the PowerPoint file.
To paste an Excel chart into your presentation and link to data in Excel:

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You can insert and link a chart from an Excel workbook into your PowerPoint presentation.
When you edit the data in the spreadsheet, the chart on the PowerPoint slide can be easily
updated.

To insert a linked Excel chart in PowerPoint 2019, do the following:

1. Open the Excel workbook that has the chart that you want.

Notes: The workbook must be saved before the chart data can be linked in the PowerPoint
file. If you move the Excel file to another folder, the link between the chart in the PowerPoint
presentation and the data in the Excel spreadsheet breaks.

2. Select the chart.

3. On the Home tab, in the Clipboard group, click .

4. Open the PowerPoint presentation that you want and select the slide that you want to
insert the chart into.

5. On the Home tab, in the Clipboard group, click the arrow below Paste, and select Paste
Special to open its dialog box.

6. Select the Paste link radio button, choose Microsoft Excel Worksheet Object, and click
OK.

Tip: When you want to update the data in the PowerPoint file, right-click the chart and
select Update Link.

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Import Spreadsheets

PowerPoint allows you to import numerical data from spreadsheets.

1. Click anywhere outside the top placeholder to deselect it.

2. On the Insert tab, in the Text group, click Object.

3. In the Insert Object dialog box shown below, select Create from file, and click Browse.

4. In the Browse dialog box, navigate to the folder where you saved your spreadsheet file,
select the file, and click OK. You are then returned to the Insert Object dialog box.

5. Click OK to close the Insert Object dialog box. The Excel worksheet is then inserted on
your slide.

Creating Tables

When presenting ideas that include references to data, it may be

helpful to illustrate the point using a graph, table or chart. These visual
methods make the point much stronger than simply describing the
data. While they can be powerful methods, they also have the
potential to ruin a presentation if they convey the wrong message or
they confuse the audience. Appropriate use of graphs, tables and
charts is one way to enhance the message you are delivering.

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To add a table:

1. Select the slide that you want to add a table to.

2. On the Insert tab, in the Tables group, click the Table dropdown menu.

3. Do one of the following:

 Move the pointer to select the number of rows and columns that you want, and then
click.
 Click Insert Table, and then enter a number in the Number of columns and Number of
rows lists.
 Click Draw Table to draw the structure of the table, manually.

4. To add text to the table cells, click a cell, and simply type in your text. After you enter your
text, click outside the table. To add a row at the end of a table, click the last cell of the
last row, and then press the TAB key on your keyboard.
To copy a table from Office Excel 2019 or Office Word 2019:

1. In Word, click the table that you want to copy, and then under Table Tools, on the
Layout tab, in the Table group, click the arrow next to Select, and then click Select
Table.

2. On the Home tab, in the Clipboard group, click Copy.

3. In your PowerPoint presentation, select the slide that you want

to copy the table to, and then on the Home tab, click Paste.

Tip: You can also copy and paste a table from your PowerPoint
presentation onto an Excel worksheet or into a Word document.

To draw a table:

1. Select the slide that you want to add a table to.

2. On the Insert tab, in the Tables group, click Table, and then click Draw Table. The pointer
changes to a pencil .

3. To define the outer table boundaries, drag diagonally to the size that you want, and then
drag to create the column and row boundaries.

Note: To erase a line from a cell, row, or column:

 Under Table Tools, on the Design tab, in the Draw Borders group, click Eraser, or
press and hold SHIFT. The pointer changes to an eraser .
 Click the line that you want to erase.

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Transitions

Slide transitions are the animation-like effects that occur in Slide Show view when you move
from one slide to the next. A transition is a graphic effect that controls how one slide replaces
another – for example, the new slide could appear to drop down from the top of the screen.

PowerPoint lets you select two aspects of a transition:

• Effect type: The nature of the special effect with which PowerPoint introduces the
slide.
• Effect timing: The speed with which PowerPoint runs the visual effect when
introducing the slide.

PowerPoint 2019 includes many different types of slide transitions, including (but not limited
to) the following:

Slide Transitions are one of the many final changes to a presentation. Wait until you have the
slides edited and arranged in the preferred order before setting animations. While all this
choice may seem like a great thing, common mistakes made are to use too many transitions,
or to use one that does not fit well with the subject matter. Find a transition that does NOT
distract the presentation and use it throughout the show.

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To add the same slide transition to all of the slides in your presentation:

1. In the pane that contains the Outline and Slides tabs, click the Slides tab and select a slide
thumbnail.

2. On the Transitions tab, in the Transition To This Slide group, click the slide transition
effect that you want for that slide. To see more transition effects, in the Quick Styles list,
click the More button .

3. On the Transitions tab, in the Timing group, click Apply To All.

Tip: To add a different slide transition to another slide, repeat steps 1 and 2.

To set the timing for a transition:

To set the duration of the transition between the previous slide and the current slide, do the
following:
 On the Transitions tab, in the Timing group, in the Duration box, type or select the
speed that you want.

To specify how long before the current slide

advances to the next, use one of the following
procedures:
 To advance the slide when you click the mouse, on the Transitions tab, in the Timing
group, select the On Mouse Click check box.
 To advance the slide after a specified time, on the Transitions tab, in the Timing group,
in the After box, enter the number of seconds that you want.

PowerPoint offers three slide advance methods:

• Manual (operated by the presenter)
• Automatic (after a specified time interval) - often used in unaccompanied
presentations that are left running in public areas
• Whichever comes first (automatic with manual override)

To add sound to slide transitions:

1. In Normal view or Slides Sorter view, select slide thumbnail of the slide that you want
to add a sound to.

2. On the Transitions tab, in the Timing group, click the arrow next to Sound, and then
do one of the following:
 To add a sound from the list, select the sound that you want.
 To add a sound not found on the list, select Other Sound, locate the sound file
that you want to add, and then click OK.

Tip: To add sound to a different slide transition, repeat steps 1 and 2.

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To remove slide transitions from your presentation:

1. In Normal view, click the thumbnail of the slide that you want to remove the transition
from.

2. On the Transitions tab, in the Transition to This Slide group, click None.

Note: To remove the slide transitions from all the slides in your presentation: Repeat steps
1 and 2 above, and then on the Transitions tab, in the Timing group, click Apply To All.

Animations

Animation is a great way to focus on important points, to control the flow of information, and
to increase viewer interest in your presentation. You can apply animation effects to text or
objects on individual slides, to text and objects on the slide master, or to placeholders on
custom slide layouts.

There are four different kinds of animation effects in PowerPoint 2019:

 Entrance effects. For example, you can make an object fade gradually into focus,
fly onto the slide from an edge, or bounce into view.
 Exit effects. These effects include making an object fly off of the slide, disappear
from view, or spiral off of the slide.
 Emphasis effects. Examples of these effects include making an object shrink or
grow in size, change color, or spin on its center.
 Motion Paths. You can use these effects to make an object move up or down, left
or right, or in a star or circular pattern (among other effects).

You can use any animation by itself or combine multiple effects together. For instance, you
can make a line of text fly in from the left while it grows in size by applying a Fly In entrance
effect and a Grow/Shrink emphasis effect to it.

While PowerPoint animations can add variety and interest to your presentation, be careful in
how you use them. The most common mistake in using animations, is in applying too many,
which can overwhelm and distract your audience. Stick to one, or at most, two different
animations throughout the show. Choose animations that are appropriate to subject matter.
Animations are one of the finishing touches to a presentation. Wait until you have the slides
edited and arranged in the preferred order before setting animations

To add Animation Effect to an Object:

1. Select the object that you want to animate.

2. On the Animations tab, in the Animation group, click the More button, and then
select the animation effect that you want.

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Notes:
 If you do not see the entrance, exit, emphasis, or motion path animation affect that you
want, click More Entrance Effects, More Emphasis Effects, More Exit Effects, or More
Motion Paths.
 After you have applied an animation to an object or text, the animated items are
labelled on the slide with a non-printing numbered tag, displayed near the text or
object. The tag appears only in Normal view when the Animations tab is selected or the
Animation task pane is visible.

To Set the Effect Options, Timing, or Order for an Animation:

 To set the effect options for an animation, on the Animations tab, in the Animation
group, click the arrow to the right of Effect Options and click the option that you want.

 You can specify the start, duration, or delay timing for an animation on the Animations
tab.
To set the start timing for an animation, in the Timing group, click the arrow
to the right of the Start menu and select the timing that you want.
To set the duration of how long the animation will run, in the Timing group,
enter the number of seconds that you want in the Duration box.
To set a delay before the animation begins, in the Timing group, enter the
number of seconds that you want in the Delay box.

 To reorder an animation in the list, in the Animation task pane, select the animation
that you want to reorder, and on the Animations tab, in the Timing group, under
Reorder Animation, either select Move Earlier to make the animation occur before
another animation in the list or select Move Later to make the animation occur after
another animation in the list.

Note: Timings are settings that allow you to automate your PowerPoint presentation. You
can set the number of seconds for a specific item to show on screen and when it should start.
In the Timing dialog box you can also modify settings previously set. Attaching timings to
animated objects allows your PowerPoint presentation to run alone.

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Test your Animation Effect

After you add one or more animation effects, to validate that they work, do the
following:

 On the Animations tab, in the Preview group, click Preview.

References

• Akaiwa, F., et al, Succeeding in Business Applications with Microsoft Office 2003: A
Problem-Solving Approach, Thompson Course Technology, 2006.
• Microsoft Office Tutorials, Baycon Group, Inc, 2008.
http://www.baycongroup.com/powerpoint2007/02_powerpoint.htm
• Guide to Presentation Software by Wendy Russell, 2009. http://www.about.com
• Education Techniques for Lifelong Learning: Making a PowerPoint Presentation by
Jannette Collins, 2004.
http://radiographics.rsnajnls.org/content/24/4/1177.abstract
• Making a Good PowerPoint Presentation for the Workplace, 2009.
http://www.makingpresentationseasy.com/makingagoodpowerpointpresentation.ht
ml
• PowerPoint Skills by Ian Price, 2009.
http://www.businesstrainingdirect.co.uk/articlespowerpoint.php
• PowerPoint tips: perfect presentations by Simon Williams, 2007.
http://www.howto-outlook.com/otherprograms/powerpointtips.htm
• Microsoft PowerPoint 2019 Help documentation.
• https://support.microsoft.com/en-us/office/import-or-export-text-txt-or-csv-files-
5250ac4c-663c-47ce-937b-339e391393ba

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