Developing skills of Microsoft Office 2007

Hand Book
of
Office Applications for Smart Office

Institute of Information Technology (IIT)

University of Dhaka
 Hand Book of Office Applications for Smart Office
Second Edition

Edited by
Md. Shafiul A Khan and Sumon Ahmed
Institute of Information Technology
University of Dhaka

All right reserved @ Institute of Information Technology (IIT), University of

Dhaka. No part of this handbook may be reproduced or transmitted in any form,
by any means (electronic, photocopying, recording or otherwise with the prior
written permission of IIT.

The sale of this book is illegal in any place without notification of the copyright
owner.

First Print: October 2011

Second Print: February, 2012

Dhaka
 Tutorial on MS Word 2007

PART- A: MICROSOFT WORD 2007

LECTURE - 01 ...................................................................................................................................................... 1

INTRODUCTION TO MICROSOFT OFFICE 2007 .................................................................................................... 1

1.1MENUS ........................................................................................................................................................ 1
1.1.1The Microsoft Office/ Word button ...................................................................................................... 1
1.1.2 Customizing the Microsoft Word environment/ Word options ............................................................ 2
1.1.3 Quick access toolbar ........................................................................................................................... 6
1.1.4 Ribbons .............................................................................................................................................. 7
1.1.5 Groups ............................................................................................................................................... 8
1.2 SCREEN LAYOUT ............................................................................................................................................. 8
WORKING WITH DOCUMENTS ........................................................................................................................... 8
1.3 CREATE A NEW DOCUMENT .............................................................................................................................. 8
1.4 OPENING AN EXISTING DOCUMENT ..................................................................................................................... 9
1.5 SAVING A DOCUMENT...................................................................................................................................... 9
1.6 RENAMING DOCUMENTS ................................................................................................................................ 10
1.7 WORKING ON MULTIPLE DOCUMENTS ............................................................................................................... 10
1.8 CLOSE A DOCUMENT ..................................................................................................................................... 11
LECTURE -02 ..................................................................................................................................................... 12

EDITING A DOCUMENT ..................................................................................................................................... 12

2.1 TYPING AND INSERTING TEXT ........................................................................................................................... 12
2.2 SELECTING TEXT ........................................................................................................................................... 12
2.3 INSERTING ADDITIONAL TEXT ........................................................................................................................... 12
2.4 REARRANGING BLOCKS OF TEXT ....................................................................................................................... 13
2.5 DELETING BLOCKS OF TEXT.............................................................................................................................. 13
2.5.1 Search and replace text .................................................................................................................... 14
2.5.2 Undo changes .................................................................................................................................. 14
2.6 STYLES ....................................................................................................................................................... 14
2.6.1 Change font typeface and size .......................................................................................................... 14
2.6.2 Font styles and effects ...................................................................................................................... 15
2.6.3 Change text color ............................................................................................................................. 15
2.6.4 Highlight text ................................................................................................................................... 16
2.7 COPY FORMATTING ....................................................................................................................................... 16
2.8 CLEAR FORMATTING ...................................................................................................................................... 16
LECTURE -03 ..................................................................................................................................................... 18

FORMATTING PARAGRAPH .............................................................................................................................. 18

3.1 CHANGE PARAGRAPH ALIGNMENT .................................................................................................................... 18
3.2 INDENT PARAGRAPHS .................................................................................................................................... 18
3.3 ADD BORDERS AND SHADING ........................................................................................................................... 19
3.4 APPLY STYLES .............................................................................................................................................. 20
3.5 CREATE LINKS .............................................................................................................................................. 20
3.6 CHANGE SPACING BETWEEN PARAGRAPHS AND LINES ............................................................................................ 21
LECTURE -04 ..................................................................................................................................................... 22

STYLES .............................................................................................................................................................. 22
4.1 APPLY STYLES .............................................................................................................................................. 22
4.2 CREATING NEW STYLES .................................................................................................................................. 22
4.2.1 New styles ........................................................................................................................................ 22
4.2.2 New quick style ................................................................................................................................ 23
4.3 Style Inspector ..................................................................................................................................... 24
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LIST .................................................................................................................................................................. 25
4.4 BULLETED AND NUMBERED LISTS ...................................................................................................................... 25
4.5 NESTED LISTS .............................................................................................................................................. 25
4.6 FORMATTING LISTS ....................................................................................................................................... 25
LECTURE -05 ..................................................................................................................................................... 27

ADDING TABLES ............................................................................................................................................... 27

5.1 CREATE A TABLE ........................................................................................................................................... 27
5.2 MODIFY THE TABLE STRUCTURE AND FORMAT A TABLE ........................................................................................... 28
GRAPHICS ......................................................................................................................................................... 28
5.3 SYMBOLS AND SPECIAL CHARACTERS.................................................................................................................. 29
5.4 EQUATIONS................................................................................................................................................. 29
5.5 ILLUSTRATIONS, PICTURES, AND SMART-ART........................................................................................................ 30
5.6 RESIZE GRAPHICS ......................................................................................................................................... 32
5.7 WATERMARKS ............................................................................................................................................. 32
LECTURE -06 ..................................................................................................................................................... 33

PROOFING A DOCUMENT ................................................................................................................................. 33

6.1 SPELLING AND GRAMMAR ............................................................................................................................... 33
6.2 THESAURUS ................................................................................................................................................ 34
6.3 CUSTOMIZE AUTOCORRECT ............................................................................................................................. 35
6.4 CREATE A NEW DEFAULT DICTIONARY ................................................................................................................ 36
6.5 CHECK WORD COUNT.................................................................................................................................... 37
PAGE FORMATTING ......................................................................................................................................... 37
6.6 MODIFY PAGE MARGINS AND ORIENTATIONS ...................................................................................................... 37
6.7 APPLY A PAGE BORDER AND COLOR................................................................................................................... 38
6.8 INSERT COMMON HEADER AND FOOTER INFORMATION .......................................................................................... 38
6.9 CREATE A PAGE BREAK................................................................................................................................... 39
6.10 INSERT A COVER PAGE ................................................................................................................................. 39
6.11 INSERT A BLANK PAGE.................................................................................................................................. 40
TABLE OF CONTENT .......................................................................................................................................... 40
6.12 INSERTING AUTOMATIC TABLE OF CONTENT....................................................................................................... 40
6.13 INSERTING A MANUAL TABLE OF CONTENT ........................................................................................................ 41
LECTURE -07 ..................................................................................................................................................... 43

মাইক্রাসফট ওয়ার্ড সফটওয়যাক্ে বাাংলায় ললখা ...................................................................................................... 43

বাাংলা ললখন সফটওয়যাে ইন্সটল ........................................................................................................................ 43
বাাংলা ফন্ট ইন্সটল ............................................................................................................................................ 43
LECTURE -08 ..................................................................................................................................................... 47

সফটওয়যাক্ে বাাংলা ললখা শুরু ............................................................................................................................... 47

অভ্র সফটওয়যাে সম্পক্কড লকছু প্রক্য়াজনীয় লজজ্ঞাসা .................................................................................................. 52

LECTURE -09 ..................................................................................................................................................... 53

REVIEW OF MICROSOFT WORD 2007. .............................................................................................................. 53

LECTURE -10 ..................................................................................................................................................... 53

EXAMINATION ON MICROSOFT WORD 2007. .................................................................................................. 53

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 Tutorial on MS Word 2007

LECTURE - 01

Introduction to Microsoft Office 2007

Welcome to the new world of Microsoft Office 2007. As you may have heard, Office 2007 is a major change
from previous Office versions. If you are new to Microsoft Office you will find Office 2007 very intuitive.
When you click on “something”; like an image, text, or spreadsheet area; special Ribbons, customized to your
selection will appear to assist you. For this reason, we are creating an introduction to some of the new features
of Office applications in this section of the lecture. First, we’ll take you through the Microsoft Office Button,
the Quick Access Toolbar, Ribbons, Tabs and Groups – to familiarize you with these common features. Then
we’ll show you some of the unique Ribbons, Tabs and Groups of Microsoft Word 2007. The new features for
other Office 2007 application will be discussed during the lectures of that specific application.

To open an application, Double click quickly on the application icon (Word, PowerPoint, Excel, etc.) on the
Windows desktop. Or, click the Start button, in the lower left corner of the screen, then click All
Programs, move the cursor over Microsoft Office and select the application you desire.

In this section, when we indicate that you need to click a mouse button, it will mean to click the left mouse
button – unless we indicate that you should click the RIGHT mouse button. So, always move the cursor over
the “place” we indicate and “click left” unless we tell you otherwise.

1.1Menus
When you begin to explore Word 2007 you will notice a new look to the menu bar. There are three features
that you should remember as you work within Word 2007: the Microsoft Office Button, the Quick Access
Toolbar, and the Ribbon. These three features contain many of the functions that were in the menu of
previous versions of Word. The functions of these three features will be more fully explored below.

1.1.1The Microsoft Office/ Word button

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

The first thing you’ll notice, when you

open a 2007 Office application is that
there is no longer a File choice in the
Menu Bar. The arrow above points to the
Microsoft Office Button which replaces
File from the older version of Microsoft
office.

As you move your cursor over the Microsoft Office

Button a preview image (image on right) will appear.

Click the Microsoft Office button.

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When you click the Microsoft Office button, it will turn orange and a “File like” menu will appear (similar
to the image on the right).

You’ll notice that you now have little images for choices
and that some of them have little arrows pointing to the
right. These arrows indicate that there are additional
choices for a selection.

On the right side of the Microsoft Office Button menu

screen you will see your most recently used files – Recent
Documents (see arrow above on right).

Each Microsoft Office Button menu is tailored to its

Office application (Word, Excel, PowerPoint, etc).

Move your cursor over the arrow to the right of 2.

the Print button (1.). A menu of print choices will
3.
appear on the right, under Preview and print the
document (2.) (image on right) Click Print (3.) at
the top of the Menu.

1.
A standard Print Menu screen will appear as
follows.

The Microsoft Office button performs many of the functions

that were located in the File menu of older versions of
Word. This button allows you to create a new document,
open an existing document, save or save as, print, send
(through email or fax), publish or close.

It is suggested that you spend a few minutes clicking the

various choices in the Microsoft Office Button menu screen
to familiarize yourself with what they do.

1.1.2 Customizing the Microsoft Word environment/ Word options

If you look at the bottom of the Microsoft

Office Button menu screen you will see two
buttons. Since we’re using Word, the buttons
indicate Word Options and Exit Word.
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The buttons change with each application (e.g. PowerPoint will indicate PowerPoint Options).

When you click the Word Options button the image below will appear. Notice, on the left side of the
menu screen there are a number of choices (e.g. Popular, Display, Proofing, etc.) when you click a choice on
the left side of the screen, the options for that choice appear on the right. Take a few minutes and move
through these choices to familiarize yourself with this menu screen. You will see that Microsoft has
placed a lot of resources that were under File-Tools-Options, in previous versions of Office, in this menu.

Popular
Popular feature allow you to personalize your work environment with language, color schemes, user name and
allow you to access the Live Preview feature. The Live Preview feature allows you to preview the results of
applying design and formatting changes without actually applying it.

Display
Display feature allows you to modify how the document content is displayed on the screen and when printed.
You can opt to show or hide certain page elements.

Proofing
Proofing feature allows you personalize how word corrects and formats your text. You can customize auto
correction settings and have word ignore certain words or errors in a document.

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Save
Save feature allows you personalize how your document is saved. You can specify how often you want auto
save to run and where you want the documents saved.

Advanced
Advanced feature allows you to specify options for editing, copying, pasting, displaying, printing and saving.

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Customize
Customize allows you to add features to the Quick Access Toolbar. If there are tools that you are utilizing
frequently, you may want to add these to the Quick Access Toolbar.

The last choice – Resources – furnishes a lot of online resources for the application which you are using. We
clicked the Microsoft Word Resources text link and the image below appeared.

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Notice all of the useful online resources available to you.

1.1.3 Quick access toolbar

In the upper left corner – to the right of the Microsoft Office

Button - you will see an area called the Quick Access
Toolbar (image on left). This area is quite handy as it
currently contains several of the most used buttons in Office
applications – Save, Undo, Redo, Print and Print Preview. You can customize this toolbar by adding and
removing as many Quick Access button choices as you desire. In general, the quick access toolbar is a
customizable toolbar that contains commands that you may want to use.

In the Quick Access Toolbar (on the left) you can see we
added the Insert Picture button – since we are using it a lot
for this tutorial.

To add this button to the toolbar we first clicked the

Insert Tab and then RIGHT clicked the Insert
Picture button. One of the choices was Add to
Quick Access Toolbar. When we clicked this choice
the Insert Picture button was added. You can add any
button you choose by doing this.

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To remove buttons from the

Quick Access Toolbar just
RIGHT click on the button
you desire to remove and
choose Remove from
Quick Access Toolbar.

1.1.4 Ribbons
This is the new term you hear a lot about in 2007 Office. Ribbons stretch across the top of your application
screen with features to assist you as you click the Ribbon Tabs. To us, Tabs and Ribbons are the same. It has
seven tabs: Home, Insert, Page Layout, References, Mailings, Review, and View that contain many new and
existing features of Word. Each tab is divided into groups. The groups are logical collections of features
designed to perform functions that you will utilize in developing or editing your Word document. Commonly
used features are displayed on the Ribbon, to view additional features within each group, click on the arrow at
the bottom right of each group.

Below the Microsoft Office Button and Quick Access Toolbar we see a series of Tabs/Ribbons.
Tabs are similar to the drop down Menu choices in previous versions of Office. The Tabs are, logically, a bit
different for each 2007 Office application to assist you with the most common features of that application. All
the 2007 Office applications begin with the Home tab.

Each of the tabs contains the following tools:

Home: Clipboard, Fonts, Paragraph, Styles, and Editing.
Insert: Pages, Tables, Illustrations, Links, Header & Footer, Text, and Symbols
Page Layout: Themes, Page Setup, Page Background, Paragraph, Arrange
References: Table of Contents, Footnote, Citation & Bibliography, Captions, Index, and Table of Authorities
Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish
Review: Proofing, Comments, Tracking, Changes, Compare, Protect
View: Document Views, Show/Hide, Zoom, Window, Macros

The Home Tab/Ribbon for Word 2007 looks like the image below.

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1.1.5 Groups
In the image below, the arrows point to a new topic – Groups.

Clipboard Font Paragraph Styles Editing

1.2 Screen Layout

Working with Documents

1.3 Create a New Document

There are several ways to create new documents, open existing documents, and save documents in Word:

 Click the Microsoft Office Button and Click New or

 Press CTRL+N (Depress the CTRL key while pressing the “N”) on the keyboard
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You will notice that when you click on the Microsoft Office button and Click New, you have many choices
about the types of documents you can create. If you wish to start from a blank document, click Blank. If you
wish to start from a template you can browse through your choices on the left, see the choices on center screen,
and preview the selection on the right screen.

1.4 Opening an Existing Document

 Click the Microsoft Office Button and Click Open, or

 Press CTRL+O (Depress the CTRL key while pressing the “O”) on the keyboard, or

 If you have recently used the document you can click the Microsoft Office Button and click the
name of the document in the Recent Documents section of the window

1.5 Saving a Document

 Click the Microsoft Office Button and Click Save or Save As (remember, if you’re sending
the document to someone who does not have Office 2007, you will need to click the Office Button,
click Save As, and Click Word 97-2003 Document), or

 Press CTRL+S (Depress the CTRL key while pressing the “S”) on the keyboard, or

 Click the Save icon on the Quick Access Toolbar

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1.6 Renaming Documents

To rename a Word document while using the program:

 Click the Office Button and find the file you want to rename.

 Right-click the document name with the mouse and select Rename from the shortcut menu.

 Type the new name for the file and press the ENTER key.

1.7 Working on Multiple Documents

Several documents can be opened simultaneously if you are typing or editing multiple documents at once. All
open documents will be listed in the View Tab of the Ribbon when you click on Switch Windows. The
current document has a checkmark beside the file name. Select another open document to view it.

Document Views

There are many ways to view a document in Word.

 Print Layout: This is a view of the document as it would appear when printed. It includes all tables,
text, graphics, and images.

 Full Screen Reading: This is a full view length view of a document. Good for viewing two pages at
a time.

 Web Layout: This is a view of the document as it would appear in a web browser.

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 Outline: This is an outline form of the document in the form of bullets.

 Draft: This view does not display pictures or layouts, just text.

To view a document in different forms, click the document views shortcuts at the bottom of the

screen or:

 Click the View Tab on the Ribbon

 Click on the appropriate document view.

1.8 Close a Document

To close a document:

 Click the Office Button

 Click Close

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LECTURE -02
Editing a Document
2.1 Typing and Inserting Text
To enter text, just start typing! The text will appear where the blinking cursor is located. Move the cursor by
using the arrow buttons on the keyboard or positioning the mouse and clicking the left button. The keyboard
shortcuts listed below are also helpful when moving through the text of a document:

Move Action Keystroke

Beginning of the line HOME

End of the line END

Top of the document CTRL+HOME

End of the document CTRL+END

2.2 Selecting Text

To change any attributes of text it must be highlighted first. Select the text by dragging the mouse over the
desired text while keeping the left mouse button depressed, or hold down the SHIFT key on the keyboard
while using the arrow buttons to highlight the text. The following table contains shortcuts for selecting a
portion of the text:

Selection Technique

Whole word double-click within the word

Whole paragraph triple-click within the paragraph

Several words or drag the mouse over the words, or hold down SHIFT while using the arrow
lines keys

Entire document choose Editing | Select | Select All from the Ribbon, or press CTRL+A

Deselect the text by clicking anywhere outside of the selection on the page or press an arrow key on the
keyboard.

2.3 Inserting Additional Text

Text can be inserted in a document at any point using any of the following methods:

 Type Text: Put your cursor where you want to add the text and begin typing

 Copy and Paste Text: Highlight the text you wish to copy and right click and click Copy, put your
cursor where you want the text in the document and right click and click Paste.

 Cut and Paste Text: Highlight the text you wish to copy and right click and click Cut, put your
cursor where you want the text in the document and right click and click Paste.

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 Drag Text: Highlight the text you wish to move, click on it and drag it to the place where you want
the text in the document.

You will notice that you can also use the Clipboard group on the Ribbon.

2.4 Rearranging Blocks of Text

To rearrange text within a document, you can utilize the Clipboard Group on the Home Tab of the Ribbon.
Insert picture of clipboard group labeled

 Move text: Cut and Paste or Drag as shown above

 Copy Text: Copy and Paste as above or use the Clipboard group on the Ribbon

 Paste Text: Ctrl + V (hold down the CTRL and the “V” key at the same time) or use the Clipboard
group to Paste, Paste Special, or Paste as Hyperlink

2.5 Deleting Blocks of Text

Use the BACKSPACE and DELETE keys on the keyboard to delete text. Backspace will delete text to the
left of the cursor and Delete will erase text to the right. To delete a large selection of text, highlight it using
any of the methods outlined above and press the DELETE key.

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2.5.1 Search and replace text

To find a particular word or phrase in a document:

 Click Find on the Editing Group on the Ribbon

 To find and replace a word or phrase in the document, click Replace on the Editing Group of the
Ribbon.

2.5.2 Undo changes

To undo changes:

 Click the Undo Button on the Quick Access Toolbar

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

2.6.1 Change font typeface and size

To change the font typeface:

 Click the arrow next to the font name and choose a font.

 Remember that you can preview how the new font will look by highlighting the text, and hovering
over the new font typeface.

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To change the font size:

 Click the arrow next to the font size and choose the appropriate size, or

 Click the increase or decrease font size buttons.

2.6.2 Font styles and effects

Font styles are predefined formatting options that are used to emphasize text. They include: Bold, Italic, and
Underline. To add these to text:

 Select the text and click the Font Styles included on the Font Group of the Ribbon, or

 Select the text and right click to display the font tools

2.6.3 Change text color

To change the text color:

 Select the text and click the Colors button included on the Font Group of the Ribbon, or

 Highlight the text and right click and choose the colors tool.

 Select the color by clicking the down arrow next to the font color button.

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2.6.4 Highlight text

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

 Select the text

 Click the Highlight Button on the Font Group of the Ribbon, or

 Select the text and right click and select the highlight tool

 To change the color of the highlighter click on down arrow next to the highlight button.

2.7 Copy Formatting

If you have already formatted text the way you want it and would like another portion of the document to have
the same formatting, you can copy the formatting. To copy the formatting, do the following:

 Select the text with the formatting you want to copy.

 Copy the format of the text selected by clicking the Format Painter button on the Clipboard Group
of the Home Tab

 Apply the copied format by selecting the text and clicking on it.

2.8 Clear Formatting

To clear text formatting:

 Select the text you wish to clear the formatting

 Click the Styles dialogue box on the Styles Group on the Home Tab

 Click Clear All

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LECTURE -03

Formatting Paragraph
Formatting paragraphs allows you to change the look of the overall document. You can access many of the
tools of paragraph formatting by clicking the Page Layout Tab of the Ribbon or the Paragraph Group on the
Home Tab of the Ribbon.

3.1 Change Paragraph Alignment

The paragraph alignment allows you to set how you want text to appear. To change the alignment:

 Click the Home Tab

 Choose the appropriate button for alignment on the Paragraph Group.

 Align Left: the text is aligned with your left margin

 Center: The text is centered within your margins

 Align Right: Aligns text with the right margin

 Justify: Aligns text to both the left and right margins.

3.2 Indent Paragraphs

Indenting paragraphs allows you set text within a paragraph at different margins. There are several options for
indenting:

 First Line: Controls the left boundary for the first line of a paragraph

 Hanging: Controls the left boundary of every line in a paragraph except the first one

 Left: Controls the left boundary for every line in a paragraph

 Right: Controls the right boundary for every line in a paragraph

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To indent paragraphs, you can do the following:

 Click the Indent buttons to control the indent.

 Click the Indent button repeated times to increase the size of the indent.

 Click the dialog box of the Paragraph Group

 Click the Indents and Spacing Tab

 Select your indents

3.3 Add Borders and Shading

You can add borders and shading to paragraphs and entire pages. To create a border around a paragraph or
paragraphs:

 Select the area of text where you want the border or shading.

 Click the Borders Button on the Paragraph Group on the Home Tab

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 Choose the Border and Shading

 Choose the appropriate options

3.4 Apply Styles

Styles are a present collection of formatting that you can apply to text. To utilize Quick Styles:

 Select the text you wish to format.

 Click the dialog box next to the Styles Group on the Home Tab.

 Click the style you wish to apply.

3.5 Create Links

Creating links in a word document allows you to put in a URL that readers can click on to visit a web page.
To insert a link:

 Click the Hyperlink Button on the Links Group of the Insert Tab.

 Type in the text in the “Text to Display” box and the web address in the “Address” box.

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3.6 Change Spacing Between Paragraphs and Lines

You can change the space between lines and paragraphs by doing the following:

 Select the paragraph or paragraphs you wish to change.

 On the Home Tab, Click the Paragraph Dialog Box

 Click the Indents and Spacing Tab

 In the Spacing section, adjust your spacing accordingly

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LECTURE -04

Styles
The use of Styles in Word will allow you to quickly format a document with a consistent and professional
look. Styles can be saved for use in many documents.

4.1 Apply Styles

There are many styles that are already in Word ready for you to use. To view the available styles click the
Styles dialog box on the Styles Group in the Home Tab. To apply a style:

 Select the text

 Click the Styles Dialog Box

 Click the Style you choose

4.2 Creating New Styles

You can create styles for formatting that you use regularly. There are two ways to do this: New Styles or
New Quick Styles.
4.2.1 New styles
To create a new style:

 Click the Styles Dialog Box

 Click the New Style Button

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 Complete the New Style dialog box.

 At the bottom of that dialog box, you can choose to add this to the Quick Style List or to make it
available only in this document.

4.2.2 New quick style

Insert your cursor anywhere in the chosen style

 Click the Styles dialog box

 Click Save Selection as New Quick Style

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4.3 Style Inspector

To determine the style of a particular section of a document:
 Insert cursor anywhere in the text that you want to explain the style
 Click the Styles Drop Down Menu
 Click the Style Inspector Button

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List
Lists allow you to format and organize text with numbers, bullets, or in an outline.

4.4 Bulleted and Numbered Lists

Bulleted lists have bullet points, numbered lists have numbers, and outline lists combine numbers and letters
depending on the organization of the list.

To add a list to existing text:

 Select the text you wish to make a list

 From the Paragraph Group on the Home Tab, Click the Bulleted or Numbered Lists button

To create a new list:

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

 Click the Bulleted or Numbered Lists button

 Begin typing

4.5 Nested Lists

A nested list is list with several levels of indented text. To create a nested list:

 Create your list following the directions above

 Click the Increase or Decrease Indent button

4.6 Formatting Lists

The bullet image and numbering format can be changed by using the Bullets or Numbering dialog box.

 Select the entire list to change all the bullets or numbers, or place the cursor on one line within the list
to change a single bullet

 Right click

 Click the arrow next to the bulleted or numbered list and choose a bullet or numbering style.

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LECTURE -05

Adding Tables
Tables are used to display data in a table format.

5.1 Create a Table

To create a table:

 Place the cursor on the page where you want the new table

 Click the Insert Tab of the Ribbon

 Click the Tables Button on the Tables Group. You can create a table one of four ways:

 Highlight the number of row and columns

 Click Insert Table and enter the number of rows and columns

 Click the Draw Table, create your table by clicking and entering the rows and columns

 Click Quick Tables and choose a table

Enter Data in a Table

Place the cursor in the cell where you wish to enter the information. Begin typing.

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5.2 Modify the Table Structure and Format a Table

To modify the structure of a table:

 Click the table and notice that you have two new tabs on the Ribbon: Design and Layout. These
pertain to the table design and layout.

On the Design Tab, you can choose:

 Table Style Options

 Table Styles

 Draw Borders

To format a table, click the table and then click the Layout Tab on the Ribbon. This Layout tab allows you
to:

 View Gridlines and Properties (from the Table Group)

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

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

 Merge or Split Cells (from the Merge Group)

 Increase and Decrease cell size (Cell Size Group)

 Align text within the cells and change text directions (Alignment Group)

Graphics
Word 2007 allows you to insert special characters, symbols, pictures, illustrations, and watermarks.

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5.3 Symbols and Special Characters

Special characters are punctuation, spacing, or typographical characters that are not generally available on the
standard keyboard. To insert symbols and special characters:

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

 Click the Insert Tab on the Ribbon

 Click the Symbol button on the Symbols Group

 Choose the appropriate symbol.

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

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

 Click the Insert Tab on the Ribbon

 Click the Equation Button on the Symbols Group

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

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

5.5 Illustrations, Pictures, and Smart-Art

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

 Place your cursor in the document where you want the illustration/picture

 Click the Insert Tab on the Ribbon

 Click the Clip Art Button

 The dialog box will open on the screen and you can search for clip art.

 Choose the illustration you wish to include

To insert a picture:

 Place your cursor in the document where you want the illustration/picture

 Click the Insert Tab on the Ribbon

 Click the Picture Button

 Browse to the picture you wish to include

 Click the Picture

 Click Insert

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

 Place your cursor in the document where you want the illustration/picture

 Click the Insert Tab on the Ribbon

 Click the SmartArt button

 Click the SmartArt you wish to include in your document

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

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5.6 Resize Graphics

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

5.7 Watermarks
A watermark is a translucent image that appears behind the primary text in a document. To insert a
watermark:

 Click the Page Layout Tab in the Ribbon

 Click the Watermark Button in the Page Background Group

 Click the Watermark you want for the document or click Custom Watermark and create your own
watermark

 To remove a watermark, follow the steps above, but click Remove Watermark

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LECTURE -06

Proofing a Document
There are many features to help you proofread your document. These include: Spelling and Grammar,
Thesaurus, AutoCorrect, Default Dictionary, and Word Count.

6.1 Spelling and Grammar

To check the spelling and grammar of a document

 Place the cursor at the beginning of the document or the beginning of the section that you want to
check

 Click the Review Tab on the Ribbon

 Click Spelling & Grammar on the Proofing Group.

 Any errors will display a dialog box that allows you to choose a more appropriate spelling or
phrasing.

If you wish to check the spelling of an individual word, you can right click any word that has been underlined
by Word and choose a substitution.

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

 Click the Review Tab of the Ribbon

 Click the Thesaurus Button on the Proofing Group.

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

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

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6.3 Customize AutoCorrect

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

 Click the Microsoft Office button

 Click the Word Options Button

 Click the Proofing tab

 Click AutoCorrect Options button

 On the AutoCorrect Tab, you can specify words you want to replace as you type

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6.4 Create a New Default Dictionary

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

 Click the Microsoft Office button

 Click the Word Options Button

 Click the Proofing tab

 Click the When Correcting Spelling tab

 Click Custom Dictionaries

 Click Edit Word List

 Type in any words that you may use that are not recognized by the current dictionary.

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6.5 Check Word Count

To check the word count in Word 2007 look at the bottom left corner of the screen. It will give you a total
word count or if you have text highlighted it will tell you how many words are highlighted out of the total.

Page Formatting

6.6 Modify Page Margins and Orientations

The page margins can be modified through the following steps:

 Click the Page Layout Tab on the Ribbon

 On the Page Setup Group, Click Margins

 Click a Default Margin, or

 Click Custom Margins and complete the dialog box.

To change the Orientation, Size of the Page, or Columns:

 Click the Page Layout Tab on the Ribbon

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 On the Page Setup Group, Click the Orientation, Size, or Columns drop down menus

 Click the appropriate choice

6.7 Apply a Page Border and Color

To apply a page border or color:

 Click the Page Layout Tab on the Ribbon

 On the Page Background Group, click the Page Colors or Page Borders drop down menus

6.8 Insert Common Header and Footer Information

To insert Header and Footer information such as page numbers, date, or title, first, decide if you want the
information in the header (at the top of the page) or in the Footer (at the bottom of the page), then:

 Click the Insert Tab on the Ribbon

 Click Header or Footer

 Choose a style

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

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

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6.9 Create a Page Break

To insert a page break:

 Click the Page Layout Tab on the Ribbon

 On the Page Setup Group, click the Breaks Drop Down Menu

 Click Page Break

6.10 Insert a Cover Page

To insert a cover page:

 Click the Insert Tab on the Ribbon

 Click the Cover Page Button on the Pages Group

 Choose a style for the cover page

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6.11 Insert a Blank Page

To insert a blank page:

 Click the Insert Tab on the Ribbon

 Click the Blank Page Button on the Page Group

Table of Content
6.12 Inserting Automatic Table of Content
The easiest way to create a Table of Contents is to utilize the Heading Styles that you want to include in the
Table of Contents. For example: Heading 1, Heading 2, etc. based on the content of your document. When
you add or delete headings from your document, Word updates your Table of content.

Move your insertion point.

Click References.
Then choose Automatic Table 1 or Automatic Table 2

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6.13 Inserting a Manual Table of Content

Move your insertion point.

Click References.
Then choose Table of Contents and Manual Table

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To fill it out, click on each entry and type the desired text

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LECTURE -07

মাইক্রাসফট ওয়ার্ড সফটওয়যাক্ে বাাংলায় ললখা

আভাদদয ভাতৃবালা ফাাংরা। তাই কম্পিউটাদয দদনম্পিন কাজকভম কযদত ম্পগদে আভাদদয ফাাংরা
লরখায প্রদোজন ঴দত ঩াদয। আ঩াতদৃম্পিদত কম্পিন ভদন ঴দরও কম্পিউটাদয ফাাংরা লরখা খুফই
঳঴জ। আভযা দুইম্পট ধাদ঩ ফাাংরা লরখা ম্প঱খফ। প্রথভ ধাদ঩ আভযা ফাাংরা লরখায জন্য
প্রদোজনীে ঳পটওেযায ইন্সটর কযফ এফাং ম্পিতীে ধাদ঩ ফাাংরা ম্পরখফ।

ফাাংরা ম্পরখন ঳পটওেযায ইন্সটর

ফাজাদয ম্পফম্পবন্ন ধযদনয ফাাংরা ঳পটওেযায ঩াওো মাে লমভন– অভ্র, ম্পফজে ইতযাম্পদ। আভযা
ক্লাক্স অভ্র ঳পটওেযায ফযফ঴ায কযফ । ঩যফতমী ধা঩গুম্পর অনু঳যণ কদয অভ্র ঳পটওেযায
ইন্সটর করুন :
 প্রথদভ আ঩নায ম্প঳ম্পি অথফা ঴ািম- ম্পিদে যম্পিত অভ্র Setup এ িাফর ম্পিক করুন।
 তায঩য Next  Next …….. Finish এ ম্পিক করুন।

ফাাংরা ফন্ট ইন্সটর

 প্রথদভ My Computer এ িাফর ম্পিক করুন।
 এয঩য C Drive এ িাফর ম্পিক করুন।
 এফায Windows এ িাফর ম্পিক করুন।
 তায঩য Fonts এ িাফর ম্পিক করুন (Show the content of this folder ম্পিক করুন মম্পদ
Fonts না আদ঳)
 তায঩য File  Install New Font এ ম্পিক করুন ।
 এফায Drives এয জােগাে Font লম Drive এ আদে তা ম্প঳দরক্ট কদয ম্পদদত ঴দফ ।
 তায঩য Folders এয জােগাে Font যে Folder এ আদে তা ম্প঳দরক্ট কদয ম্পদদত ঴দফ ।
 এফায ম্পকেুিন অদ঩িা কযায ঩য List of fonts জােগাে ঳ফ Font এয নাভ চদর আ঳দফ ।
 তায঩য Select All এ ম্পিক কযায ঩য Ok লত ম্পিক কযদরই Font ইন্সটর ঴দে মাদফ ।

Microsoft Word এ ফাাংরা লরখাে জন্য আমো অভ্র ফক্নলটক বযবহাে কেক্বা।

বাাংলা ললখাে লক্ে অভ্র keyboard mode সম্পক্কড লনক্ে ধােনা লেওয়া হলঃ

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LECTURE -08

সফটওয়যাক্ে বাাংলা ললখা শুরু

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অভ্র সফটওয়যাে সম্পক্কড লকছু প্রক্য়াজনীয় লজজ্ঞাসা

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LECTURE -09

Review of Microsoft Word 2007.

LECTURE -10

Examination on Microsoft Word 2007.

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PART- B: MICROSOFT EXCEL 2007

LECTURE – 01.................................................................................................................................................... 54
INTRODUCTION TO MICROSOFT EXCEL 2007 .................................................................................................... 54

1.1 LOAD MICROSOFT OFFICE EXCEL 2007 PROGRAMS .............................................................................................. 54

1.2 CREATE A PROGRAM SHORTCUT FROM THE START MENU ...................................................................................... 54
1.3 SPREADSHEET BASICS .................................................................................................................................... 54
1.4 RIBBON ..................................................................................................................................................... 55
1.5 MOVING AROUND THE WORKSHEET AND ENTERING INFORMATION .......................................................................... 55
1.5.1 Selecting cells ................................................................................................................................... 56
1.5.2 Deleting and editing data ................................................................................................................. 56
1.5.3 Saving and opening worksheets ........................................................................................................ 57
1.6 MOVING AROUND AND WORKING WITH WORKBOOKS .......................................................................................... 57
1.6.1 Creating new worksheets.................................................................................................................. 58
1.6.2 Naming worksheets .......................................................................................................................... 58
1.6.3 Deleting worksheets ......................................................................................................................... 58
LECTURE – 02.................................................................................................................................................... 59
EXCEL FORMULAS............................................................................................................................................. 59

2.1 WORKING WITH FUNCTIONS ........................................................................................................................... 60

2.1.1 Arrow key and anchor method .......................................................................................................... 60
2.1.2 Mouse method ................................................................................................................................. 60
2.2 USING THE FUNCTION WIZARD ........................................................................................................................ 61
2.3 FUNCTION LIBRARY ....................................................................................................................................... 62
2.4 FILLING A FORMULA...................................................................................................................................... 63
2.5 USING AUTO DATA FILL ................................................................................................................................. 63
2.6 TO USE SOME IMPORTANT FORMULA ............................................................................................................... 63
LECTURE – 03.................................................................................................................................................... 65
CHECK YOUR PROGRESS ................................................................................................................................... 65
BASIC SORTS..................................................................................................................................................... 65
3.1 CUSTOM SORTS ........................................................................................................................................... 65
3.2 FILTERING .................................................................................................................................................. 66
3.3 PAGE PROPERTIES ........................................................................................................................................ 67
3.3.1 Set print titles ................................................................................................................................... 67
3.3.2 Create a header or footer ................................................................................................................. 67
3.3.3 Set page margins.............................................................................................................................. 68
3.3.4 Change page orientation .................................................................................................................. 68
3.3.5 Set page breaks ................................................................................................................................ 68
BASIC PRINTING OPTIONS ................................................................................................................................ 69
3.4 SEE PRINT PREVIEW ...................................................................................................................................... 69
3.5 PRINT A RANGE ........................................................................................................................................... 69
3.6 PAGE LAYOUT VIEW...................................................................................................................................... 70
LECTURE – 04.................................................................................................................................................... 71
4.1 INSERT CELLS, ROWS, AND COLUMNS ............................................................................................................... 71
4.2 DELETE CELLS, ROWS AND COLUMNS ................................................................................................................ 71
4.3 ROW HEIGHTS AND COLUMN WIDTHS .............................................................................................................. 72

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4.4 MOVING INFORMATION................................................................................................................................. 72

4.5 ALIGNING CELLS .......................................................................................................................................... 73
4.6 CONVERT TEXT TO COLUMNS .......................................................................................................................... 73
4.7 APPLYING FONTS AND STYLES .......................................................................................................................... 74
4.8 FORMATTING NUMBERS ................................................................................................................................ 74
4.9 USING BORDERS .......................................................................................................................................... 74
4.10 FORMATTING CELLS .................................................................................................................................... 75
LECTURE – 05.................................................................................................................................................... 76
CHARTS ............................................................................................................................................................ 76
5.1 COMMON CHARTS ....................................................................................................................................... 76
5.2 CREATING CHARTS ON THE PAGE...................................................................................................................... 76
5.2.1 Column chart .................................................................................................................................... 76
5.2.2 Apply a chart layout ......................................................................................................................... 77
5.2.3 Add labels ........................................................................................................................................ 78
5.2.4 Switch data ...................................................................................................................................... 80
5.2.5 Change the style of a chart ............................................................................................................... 81
5.2.6 Change the size and position of a chart ............................................................................................. 81
5.2.7 Move a chart to a chart sheet ........................................................................................................... 82
5.2.8 Change the chart type ...................................................................................................................... 83
5.3 CHECK YOUR PROGRESS................................................................................................................................. 84
5.4 COPY A CHART TO WORD ............................................................................................................................... 84
5.5 LINE CHART ................................................................................................................................................ 84
5.6 PIE CHART .................................................................................................................................................. 85
CHECK YOUR PROGRESS ................................................................................................................................... 86

LECTURE – 06.................................................................................................................................................... 87
LOGICAL FUNCTIONS ........................................................................................................................................ 87

6.1 INTRODUCTION ............................................................................................................................................ 87

6.2 CREATE RESULT SHEET USING IF FUNCTION AND OTHER FORMULA .......................................................................... 88

LECTURE – 07.................................................................................................................................................... 90
CREATE SALARY SHEET USING IF FUNCTION AND OTHER FORMULA ................................................................ 90

CHECK YOUR PROGRESS ................................................................................................................................... 91

PROBLEM 1: ..................................................................................................................................................... 91
PROBLEM 2: ..................................................................................................................................................... 91
LECTURE – 08.................................................................................................................................................... 92

PREPARING COMPLETE GRADE SHEET .............................................................................................................. 92

CHECK YOUR PROGRESS ................................................................................................................................... 93
LECTURE -09 ..................................................................................................................................................... 93
REVIEW OF MICROSOFT EXCEL 2007................................................................................................................. 93

LECTURE -10 ..................................................................................................................................................... 93

EXAMINATION ON MICROSOFT EXCEL 2007. .................................................................................................... 93

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LECTURE – 01

Introduction to Microsoft Excel 2007

Microsoft Excel is the most popular spreadsheet program that provides worksheet, Chart, Databases and list
operations all in once software environment. Excel is used in Automatic financial statements, business
forecasting transaction registers, Inventory control & accounts receivable and payable, financial modeling,
scientific and engineering presentation graphics and charts etc.

1.1 Load Microsoft Office Excel 2007 Programs

Click the Start Button => Select Programs => move to Microsoft Office => Move down to Microsoft
Office Excel 2007 and click on the mouse button or quickly click twice on the Microsoft Office Excel 2007
Windows Icon in the Windows Desktop.

1.2 Create a Program Shortcut from the Start Menu

Click the Start Button => Select Programs => move to Microsoft Office => Move
down to Microsoft Office Excel 2007 and right click on the mouse button => Select
Desktop (Create Shortcut) and click.

1.3 Spreadsheet Basics

A spreadsheet is an electronic document that stores various types of data. All spreadsheets are organized
into rows and columns. Your initial spreadsheet will look something like the one below:

The ―main‖ part of the spreadsheet is composed of Rows (Labeled 1, 2, 3, 4, etc.) and Columns (Labeled
A, B, C, D, etc.). There are a lot of rows and columns in a spreadsheet. The ―intersection‖ of each row
and column is called a cell. A cell can contain data and can be used in calculations of data within the
spreadsheet. In the image above the cursor is on the ―home‖ cell – A1. Notice Row 1 and Column A are
“bold,” and colored “orange.” This indicates what is called the ―address of the cell. Notice right above
cell A1, that A1 is displayed in a small box called the Name Box. Whenever you ―click‖ on a cell the
address of that cell will be shown in the Name Box. An Excel spreadsheet can contain workbooks and
worksheets.

What are Workbook and Worksheet?

A workbook is a multi-page Excel document. When you lunch Excel, the Excel Application window opens
with a new Excel Workbook Each Page in the Workbook is called a worksheet and the active worksheet is
displayed in the document window. Each worksheet is divided into columns, rows, and cells,
separated by gridlines as show in the image above. Columns are vertical divisions.

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1.4 Ribbon
The ribbon has seven tabs: Home, Insert, Page Layouts, Formulas, Data, Review, and View. Each tab is
divided into groups which are logical collections of features designed to perform function that you will
utilize in developing or editing your Excel spreadsheets.

Commonly utilized features are displayed on the Ribbon. To view additional features within each group,
click the arrow at the bottom right corner of each group.

Home: Clipboard, Fonts, Alignment, Number, Styles, Cells, Editing

Insert: Tables, Illustrations, Charts, Links, Text
Page Layouts: Themes, Page Setup, Scale to Fit, Sheet Options, Arrange
Formulas: Function Library, Defined Names, Formula Auditing, Calculation
Data: Get External Data, Connections, Sort & Filter, Data Tools, Outline
Review: Proofing, Comments, Changes
View: Workbook Views, Show/Hide, Zoom, Window, Macros

1.5 Moving around the Worksheet and Entering Information

You can move around the spreadsheet/cells by clicking your mouse on various cells, or by using the up,
down, right and left arrow movement keys on the keyboard.
Notice how the alphabet changes from single letters (A, B, C,
.…. Z) to several letter combinations (AA, AB, AC….) and
how the Name Box always tells you ―where you are.‖

Entering data into a worksheet always a three step process:

 Click on the cell where you want the data to go.
 Type your data into the cell.
 Press ENTER or TAB key on the keyboard or click on another cell with the mouse.

To start data on a new line within a cell, you can enter a line break by pressing ALT+ENTER.

By default, pressing ENTER moves the selection down one cell, and pressing TAB moves the selection one
cell to the right. Pressing TAB to enter data in several cells in a row and then pressing ENTER at the end of
that row will take you to the beginning of next row. After entering the following information into
corresponding cells the worksheet should look similar to the image on the right.

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Type –in Cell

Jenie and Greg‘s Budget C1
Income A3
Parents B4
Job B5
Investments B6
Total B7
300 C4
50 C5
150 C6

If you make a mistake while entering data simply retype the entries. Any time you want to replace
something in a cell you can simply retype and the new entry and it will replace the old one.

1.5.1 Selecting cells

At least one cell is always selected. To select a cell or data click the cell. A group of cells is called a
range. To select a range, move to first cell in the range, hold down the mouse button and drag to the
last cell you want to select before releasing the mouse.

To select all the cells in a column or row, click on the column heading/header or row heading/header.

To select entire worksheet, you need to click on the intersection of the column and row heading or
need to press Ctrl+A.

1.5.2 Deleting and editing data

To delete an entry in a cell or a group of cells, you place the cursor in the cell or select the group of cells and
press Delete. To edit a Cell in Excel, double click the cell you want to edit (A1 for this example) and then
the insertion point will appear in the cell or first click inside the cell and then click inside the formula bar.

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1.5.3 Saving and opening worksheets

To save worksheet, click the Microsoft Office Button => move the cursor over Save As => Select one of
many different formats => Go to the directory in which you want to save your file => Type ―Name of the
worksheet‖ in the File Name field => Click Save.

If you save as Excel Workbook, it will

save your spreadsheet in an .xlsx format.
This will save your spreadsheet in an
Extensible Markup Language (XLS)
format.

You can also save your files in Portable

Document Format (PDF). One of the
neat new features of 2007 Office is the
ability to save applications as PDF.

For this introductory Excel tutorial, it is

suggested that you save in the Excel 97-
2003 Workbook format.

It‘s your choice, so select the format you

desire.

To open worksheet, click the Microsoft Office Button => Select Open => Go to the directory where resides
desired file => Select the file => Click Open.

1.6 Moving around and Working with Workbooks

To create workbook, click the Microsoft Office Button => Select New => Choose Blank Document

To save workbook, click the Microsoft Office Button => move the cursor over Save or Save As => Go to
the directory in which you want to save your file => Type ―Name of the workbook‖ in the File Name field
=> Click Save.

To open an existing workbook, click the Microsoft Office Button => click Open => Browse to the
workbook => click the title of the workbook => click Open.

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1.6.1 Creating new worksheets

To insert a new worksheet, do one of the following:
 To quickly insert a new worksheet at the end of the existing worksheets, click the Insert
Worksheet tab at the bottom of the screen.

 To insert a new worksheet in front of an existing worksheet, select that worksheet and then, on the
Home tab, in the Cells group, click Insert, and then click Insert Sheet.

 You can also right-click the tab of an existing worksheet, and then click Insert. On the General
tab, click Worksheet, and then click OK.

1.6.2 Naming worksheets

 Select the worksheet or worksheets that you want to delete. On the Home tab, in the Cells group,
click the arrow next to Format, and then under Organize Sheets, click Rename Sheet.
 You can also right-click the sheet tab of a worksheet or a sheet tab of any selected worksheets that
you want to delete, and then click Rename.
If you want to change the color of the sheet tab, right-click the sheet tab, click Tab Color, and then
click the color that you want to use.

1.6.3 Deleting worksheets

 Select the worksheet or worksheets that you want to delete. On the Home tab, in the Cells group,
click the arrow next to Delete, and then click Delete Sheet.
 You can also right-click the sheet tab of a worksheet or a sheet tab of any selected worksheets that
you want to delete, and then click Delete.

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LECTURE – 02

Excel Formulas
You can create formulas in a number of ways, but some are more efficient than others. We'll begin
with simple formulas that have one mathematical operation. You can approach this formula in two
different ways. The first method is highly reliable point-and-click method for which Excel is known.
The other method is the traditional spreadsheet approach: typing in the formula called complex
formula, using the cell addresses of each cell you want to include in the formula.

Point-and-click method
[1] Select the cell where you want the result to appear.
[2] Type=(equal sign)
[3] Click on the first cell you want to include the formula.
[4] Type an operator
[5] Click on the next cell in the formula
[6] Repeat steps 4 & 5 until the entire formula is entered
[7] Finish the entry by pressing Enter or clicking the Enter button on the formula bar.

Type-in method
[1] Select the cell where you want the result to appear.
[2] Type=(equal sign) and the formula to be calculated
[3] Finish the entry by pressing Enter or clicking the Enter button on the formula bar.

Let, you want to add the three numbers in cells C6, C7 and C8. To use this formula type-in (using the
keys on the keyboard) the following formula in cell C9:

= C6 + C7 + C8

Now press the Enter key. Then, click on cell

C9 again. The total of these cells will now
appear in C9.

When you have completed typing your equation, you will see this
formula in the area below the menu bar.

Now Change the number in cell C6 to 500 (and press Enter). See how the total AUTOMATICALLY
recalculates!!!
The type in Method is easy if you have a few numbers and can see their cell locations on the screen. If you
have a lot of cells in the formula, which are on several screens, this is not such a great method. The point-
and-click method will work a lot better for numbers ―all over the place‖.

Move to cell C9 again and click-on it. We'll now add the numbers point-and-click method. Press the
Delete key on the keyboard to delete the current formula.

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First, tap the = and then POINT (move) the cursor over cell C6
and tap the LEFT mouse button on cell C6 (you will see a
marquee box go around the cell). Now tap a + and move cursor
to C7, tap the left mouse button, and tap another + and move
the cursor to C8 and tap the left mouse button, now tap Enter.
Use the following to indicate the other type of calculation you
wish to perform:
- Subtraction
* Multiplication
/ Division
^ Exponential

2.1 Working with Functions

There are a number of formulas built into Excel. These formulas are called Functions. A function has a
name and arguments (the mathematical function) in parentheses.
To calculate a function
[1] Select the cell where you want the result to appear.
[2] Type=(equal sign) and insert function to be calculated with proper arguments
[3] Finish the entry by pressing Enter or clicking the Enter button on the formula bar.

Now Move again to cell C9 and Delete the formula by tapping the Delete key.

Now type in the following: =SUM(

[This tells Excel that we are going to sum

some numbers in a RANGE which will
follow the =SUM ( ]

As you are typing SUM in cell C9 that a pop-up menu appears under the cell which shows mathematical
functions, one of these is SUM. You can select the functions from this list you need without typing in the
entire function.

There are two ways to put in this range:

2.1.1 Arrow key and anchor method

With the keyboard arrow keys, move the cursor to cell C6. As you move you will notice that the cell
where the cursor is located appears after the =SUM(. When you get to C6 tap the . (Period) Key. This is
called an ANCHOR and holds one end of the RANGE in place. You will notice that a C6:C6 appears in
the formula area under the button bar. This is a one cell range. Now move, with the arrow keys, to
cell C8. See how cells C6, C7 and C8 are highlighted. This indicates the Range is C6:C8. Excel
assumes, logically, that these are the numbers you want to add. Now tap Enter. The numbers still add, but
now the formula reads =SUM(C6:C8) instead of =C6+C7+C8 like it did before.

2.1.2 Mouse method

Move again to cell C9. Delete the formula in cell C9 by tapping the Delete key. Type in =SUM( as you
did before. Point to Cell C6 – with your mouse cursor. Click and hold down the left mouse button and
move/drag the cursor down to Cell C8 (Cells C6, C7 and C8 should be highlighted) – take your finger off
the left mouse button. Tap Enter.

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2.2 Using the Function Wizard

Move to cell C9 and Delete the formula

by tapping the Delete key.

Look at the top of your Excel screen and

click on the Formulas Tab. The Formulas
Ribbon will display.

On the left of the Formulas Tab/Ribbon,

click the Insert Function button.

The Insert Function menu screen will appear

(image at right).

Click the small down arrow to the right of Or select a

category.
In the drop down menu that appears you can see that there are
all kinds of formulas (functions) that come with Excel
spreadsheet (e.g. statistical, mathematical, financial, etc.).
Instead of having to go to math, financial, or statistical tables in
a book, you can enter data from your spreadsheet into the
formulas and receive answers.

Click All in the drop down menu. The Select a function menu will look like the image on the next page.

ss

Use the elevator bar on the right side of the Select a function menu screen to move down the list until you
see SUM. Click SUM and then click OK.

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When you clicked OK, the Function Arguments menu screen (above) appeared. If you look at the top of
the screen in the SUM area, you‘ll see that Excel has ―guessed‖ that you desire to add the numbers above
cell C9 – where you clicked in your spreadsheet. It indicates that cells C6:C8 will be added (sum cells C6
through C8 – the colon (:) means ―through.‖ It also indicates the numbers in cells C6, C7 and C8 and gives
you the sum {300;50;150} = 500 (right arrow above). Click OK.

But it‘s a little unclear how Excel did this. So, to see how this SUM equation works, we‘ll go to Help. To
do this, click Help on this function in the lower left corner of the screen.

You will see a Microsoft Office

Excel Help window appear (similar
to the one right) that will show you
how to use this SUM function (or
any function).

2.3 Function Library

The function library is a large group of functions on the Formula Tab of the Ribbon. These functions
include:
AutoSum: Easily calculates the sum of a range
Recently Used: All recently used functions
Financial: Accrued interest, cash flow return rates and additional financial functions
Logical: And, If, True, False, etc.
Text: Text based functions
Date & Time: Functions calculated on date and time
Math & Trig: Mathematical Functions

Using AutoSum METHOD - ∑

Select the cell => Click the Formulas tab => Click the AutoSum button arrow =>
Click the function you want to use, such as AVERAGE, COUNT, MAX, and MIN.

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Move to cell C9 again and tap the Delete key to erase your last formula. You should still be on the
Formulas Tab/Ribbon. Click the AutoSum button.

An image similar to the one on the

right will appear.

Click ∑ Sum.

This will perform Automatic addition! Notice that the cells, you‘d logically desire to add, have a marquee
around them and that the SUM function is displayed in cell C9. You‘ll need to confirm that this is the
correct formula. So, tap the Enter key, and the SUM function will now be set in cell C9. Any time you
want to add using this method just click-on the cell where you desire the total to be and click ∑ Sum.

2.4 Filling a Formula

[1] Select the cell that contains the formula you want to copy to other cells
[2] Drag the fill handle to select the cells where you want the formula copied
[3] Release the fill handle to fill the formula

2.5 Using Auto Data Fill

The Auto Fill feature fills cell data or series of data in a worksheet into a selected range of cells.
If you want the same data copied into the other cells, you only need to complete one cell.
If you want to have a series of data (for example, days of the week) fill in the first two cells in the series.
Then to use the auto fill feature:
Select this/these cell/s and put the mouse pointer on left down corner, check to be sure the mouse
pointer is tinny cross. Now drag the mouse to the row or column to auto fill the desired data.

2.6 To Use Some Important Formula

Type the following data in excel sheet

A B C D E F G H I
Roll Name Subject wise Obtained Numbers
Bang-I Bang-II Eng-I Eng-II Math. Total Average
1001 Rafiq 55 60 70 45 90
1002 Sattar 59 58 65 56 88
1003 Sadeque 65 55 76 50 20
1004 Ashraf 45 60 55 60 77
1005 Helal 30 65 50 30 12

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For Addition:
Activate the cell where you want the result to appear (here H3 cell) sum (C3:G3) and Press Enter or
click Enter button Type=sum (c3:g3) and press enter.
To fill this formula in other cell:
1 Select the cell that contains the formula you want to copy to other cell
2 Drag the fill handle to select the cells where you want the formula copied

3 Release the fill handle to fill the formula.

For Average:
Activate the cell where you want the result to appear (here 13 cell) Type Type = Average
(C3:G3) and Press Enter or click Enter button
To fill this formula in other cell:
1 Select the cell that contains the formula you want to copy to other cell

2 Drag the fill handle to select the cells where you want the formula copied

3 Release the fill handle to fill the formula.

For Maximum:
1. Activate the cell where you want the result to appear
2. Type = Max (H3:H7) and Press Enter or click Enter button to standard toolbar l or

For Minimum:
1. Activate the cell where you want the result to appear
2. Type = Min (H3:H7) and Press Enter or click Enter button to standard toolbar l or

For Count:
1. Activate the cell where you want the result to appear
2. Type = count (A3:A7) and Press Enter or click Enter button to standard toolbar.
CHEC

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LECTURE – 03
Check Your Progress
A B C D E F G H
1 Average Sum Max Min Count
2 32 21 34 ? ? ? ? ?
3 76 54 76 ? ? ? ? ?
4 54 66 21 ? ? ? ? ?

Find the formula of your own

Sorting and Filtering allow you to manipulate data in a worksheet based on given set of
criteria.

Basic Sorts

To execute a basic descending or ascending sort based on one column:

 Highlight the cells that will be sorted

 Click the Sort & Filter button on the Home tab
 Click the Sort Ascending (A-Z) button or Sort Descending (Z-A) button

3.1 Custom Sorts

To sort on the basis of more than one column:

 Click the Sort & Filter button on the Home tab

 Choose which column you want to sort by first
 Click Add Level
 Choose the next column you want to sort
 Click OK

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3.2 Filtering

Filtering allows you to display only data that meets certain criteria. To filter:

 Click the column or columns that contain the data you wish to filter
 On the Home tab, click on Sort & Filter
 Click Filter button
 Click the Arrow at the bottom of the first cell
 Click the Text Filter
 Click the Words you wish to Filter

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 To clear the filter click the Sort & Filter button

 Click Clear

3.3 Page Properties

3.3.1 Set print titles
The print titles function allows you to repeat the column and row headings at the beginning of each new
page to make reading a multiple page sheet easier to read when printed. To print titles:

Click the Page Layout tab on the Ribbon => Click the Print Titles button => Click the box to select the
rows/columns to be repeated, in the Print Titles section => Select the row or column => Click the Select
Row/Column Button => Click OK

3.3.2 Create a header or footer

Click the Header & Footer button on the Insert tab. This will display the Header & Footer Design Tools
Tab. To switch between the Header and Footer, click the Go to Header or Go to Footer button.

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 To insert text, enter the text in the header or footer

 To enter preprogrammed data such as page numbers, date, time, file name or sheet name, click the
appropriate button in Header & Footer Element.
 To change the location of data, click the desired cell.

3.3.3 Set page margins

Click the Margins button on the Page Layout tab => Select one of the give choices, or Click Custom
Margins and Complete the boxes to set margins => Click Ok.

3.3.4 Change page orientation

Click the Orientation button on the Page Layout tab => Choose Portrait or Landscape

3.3.5 Set page breaks

You can manually set up page breaks in a worksheet for ease of reading when the sheet is printed.
Click the Breaks button on the Page Layout tab => Click Insert Page Break

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Basic Printing Options

3.4 See Print Preview
Click the Microsoft Office Button => move your cursor over Print => click the Print Preview choice.

Now click the Page Setup button on the Print Preview Tab and then Page Setup menu screen will
appear.

To print the document, click the Print button => Click OK.

3.5 Print a Range

There may be times when you only want to print a portion of a worksheet. This is easily done through the
Print Range function. To print a range:

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Select the area to be printed => Click the Print Area button on the Page Layout tab => Click Select Print
Area => Click the Microsoft Office Button => move your cursor over Print => click the Print or Print
Preview (to see the preview) choice.

3.6 Page Layout View

In the lower right corner of your Excel screen you‘ll see the Excel 2007 Toolbar.

Page Layout View Zoom

Normal View Page Break View

Normally you are in Normal View. Look at your screen and then click the Page Layout button (as shown
above) on the Excel View Toolbar. Your screen now has all the settings you entered in Print Preview and
you have accurate Print Preview as you are working.

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LECTURE – 04

4.1 Insert Cells, Rows, and Columns

To insert cells, rows, and columns in Excel:
[1] Place the cursor in the row below where you want the new row, or in
the column to the left of where you want the new column
[2] Click the Insert button on the Cells group of the Home tab
[3] Click the appropriate choice: Cell, Row, or Column

You can also perform inserting as follows:

[1] Select the row where you want the new inserted row to appear, or Select the column where you
want the new inserted column to appear. The whole row or column will become light blue and the
row or column number will be dark blue.
[2] Now move the cursor arrow on the selected row or column and Click the RIGHT mouse button. A
drop down menu will appear.
[3] Point to Insert. Click the left button on Insert. Notice how one row or column has been inserted

4.2 Delete Cells, Rows and Columns

To delete cells, rows, and columns:
[1] Place the cursor in the cell, row, or column that you want to delete
[2] Click the Delete button on the Cells group of the Home tab
[3] Click the appropriate choice: Cell, Row, or Column

Deleting can also be done as follows:

[1] Select the row/s or column/s you want to be deleted.
[2] Now move the cursor arrow on the selected row/s or column/s and Click the RIGHT mouse button.
A drop down menu will appear.
[3] Point to Delete. Click the left button on Insert. Notice how one row/s or column/s have been
deleted.

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4.3 Row Heights and Column Widths

[1] Position the mouse pointer on the right edge of the colu-
mn header or the bottom edge of the row header.
[2] When the mouse pointer changes to a doubleheaded arr-
ow, click and drag the pointer to a new width or height.

Another way of adjusting row heights and column widths is:

[1] Select the respective row or column
[2] Move the cursor somewhere in the selected row or column, click the RIGHT Mouse Button. A
menu with Row Height or Column Width will appear.
[3] Click-on Row Height or Column Width. A new Row Height or Column Width menu will appear.
[4] Type your desired height or width and click-on OK.

Copying and

4.4 Moving Information

To copy data:
[1] Select the cell(s) that you wish to copy
[2] On the Clipboard group of the Home tab, click Copy or Move the cursor somewhere in the
selected cell(s), click the RIGHT Mouse Button, A menu will appear and click-on Copy.

To cut data:
[1] Select the cell(s) that you wish to cut or move
[2] On the Clipboard group of the Home tab, click Cut or Move the cursor somewhere in the selected
cell(s), click the RIGHT Mouse Button, A menu will appear and click-on Cut.

To paste data:
[1] Select the cell(s) where you would like to copy the data
[2] On the Clipboard group of the Home tab, click Paste or Move the cursor somewhere in
the selected cell(s), click the RIGHT Mouse Button, A menu will appear and click-on Paste.

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4.5 Aligning Cells

To align cell contents, click the cell or cells you want to align and click on the options within the Alignment
group on the Home tab. There are several options for alignment of cell contents:

Top Align: Aligns text to the top of the cell

Middle Align: Aligns text between the top and bottom of the cell

Bottom Align: Aligns text to the bottom of the cell

Align Text Left: Aligns text to the left of the cell

Center: Centers the text from left to right in the cell

Align Text Right: Aligns text to the right of the cell

Decrease Indent: Decreases the indent between the left border and the text

Increase Indent: Increase the indent between the left border and the text

Orientation: Rotate the text diagonally or vertically

4.6 Convert Text to Columns

Sometimes you will want to split data in one cell into two or more cells. You can do this easily by utilizing
the Convert Text to Columns Wizard.

 Highlight the column in which you wish to split the data

 Click the Text to Columns button on the Data tab
 Click Delimited if you have a comma or tab separating the data, or click fixed widths to set the data
separation at a specific size.

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4.7 Applying Fonts and Styles

Modifying fonts in Excel will allow you to emphasize titles and headings. To modify a font:
[1] Select the cell or cells that you would like the font applied
[2] On the Font group on the Home tab, choose the font type, size, bold, italics, underline, or color

To modify style:
[1] Select the cell or cells that you would like the style applied
[2] On the Style group on the Home tab, choose the cell style

4.8 Formatting Numbers

To format numbers:
[1] Select the cell or cells
[2] On the Number group on the Home tab, perform formatting

 Click the Comma Style button . Excel separates thousands with a comma.
 Click the Accounting Number Format button . Excel adds a dollar sign to your number.
 Click twice on the Increase Decimal button to change the number format to four decimal
places.
 Click the Decrease Decimal button if you wish to decrease the number of decimal places.

4.9 Using Borders

Borders can be added to cells cells manually or through the use of styles.

To add borders manually:

[1] Click the Borders drop down menu on the
Font group of the Home tab
[2] Choose the appropriate border

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To apply borders using styles:

[1] Click Cell Styles on the
Home tab
[2] Choose a style or click
New Cell Style

4.10 Formatting Cells

In Excel, it is possible to apply specific formatting to a cell. To apply formatting to a cell or group of cells:
[1] Select the cell or cells that will have the formatting
[2] Then do one of the following which will bring Format Cells menu screen:
a) Click the Dialog Box arrow on the Alignment group of the Home tab
b) Click the Format tab on the Cell group of the Home tab and then from the pop-up menu click-
on Format Cells
c) Move the cursor on the selected cell(s) and click RIGHT mouse button and then from the
menu select and click-on Format Cells

(a)

(c) (b)

ss

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LECTURE – 05
Charts
A chart is a visual representation of data, in which the data are represented by symbols such as bars in a bar
chart or lines in a line chart. A chart can represent tabular numeric data, functions or some kinds of
qualitative structures.

5.1 Common Charts

Four of the most common charts are:

Line chart
Pie chart
Histogram Column chart

This gallery shows:

 A histogram typically shows the quantity of points that fall within various numeric ranges (or
bins).
 A column chart uses bars to show frequencies or values for different categories.
 A pie chart shows percentage values as a slice of a pie.
 A line chart is a two-dimensional scatter plot of ordered observations where the observations are
connected following their order.

5.2 Creating Charts on the Page

To create a chart:

 Select the cells that contain the data you want to use in the chart
 Click the Insert tab on the Ribbon
 Click the type of Chart you want to create

5.2.1 Column chart

To create a column chart on the following data:
[1] Select cells A3 to D6. You must select all the cells containing the data you want in your chart. You
should also include the data labels.
[2] Choose the Insert tab.

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[3] Click the Column button in the Charts group. A list of column chart sub-types types appears.
[4] Click the Clustered Column chart sub-type. Excel creates a Clustered Column chart and the Chart
Tools context tabs appear.

5.2.2 Apply a chart layout

Context tabs are tabs that only appear when you need them. Called Chart Tools, there are three chart context
tabs: Design, Layout, and Format.

The tabs become available when you create a new chart or when you click on a chart. You can use these tabs
to customize your chart.

Within the Design tab you can control the chart type, layout, styles, and location.

Within the Layout tab you can control inserting pictures, shapes and text boxes, labels, axes, background,
and analysis.

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Within the Format tab you can modify shape styles, word styles and size of the chart.

You can determine what your chart displays by choosing a layout. For example, the layout you choose
determines whether your chart displays a title, where the title displays, whether your chart has a legend,
where the legend displays, whether the chart has axis labels and so on. Excel provides several layouts from
which you can choose.

To Apply a Chart Layout

[1] Click your chart. The Chart Tools become available.
[2] Choose the Design tab.
[3] Click the Quick Layout button in the Chart Layout group. A list of chart layouts appears.
[4] Click Layout 5. Excel applies the layout to your chart.

5.2.3 Add labels

While applying a layout, Excel may create areas where you can insert labels. You use labels to give your
chart a title or to label your axes. When you applied layout 5, Excel created label areas for a title and for the
vertical axis.

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To modify the labels and titles:

[1] Click the Chart
[2] On the Layout tab, click the Chart Title or the Data Labels button
[3] Change the Title and click Enter

To modify the Axis titles:

[1] Click the Chart
[2] On the Layout tab, click the Axis Title and Select Axis type from the drop-down menu
[3] Change the Axis Title and click Enter

To modify the Legend:

[1] Click the Chart
[2] On the Layout tab, click the Legend and Select Legend style from the drop-down menu

To modify the Data table:

[1] Click the Chart
[2] On the Layout tab, click the Data table and from the drop-down menu Select your choice.

Now do the following:

[1] Select Chart Title. Click on Chart Title and then place your cursor before the ‗C‘ in Chart and hold
down the Shift key while you use the right arrow key to highlight the words Chart Title.
[2] Type Toy Sales. Excel adds your title.
[3] Select Axis Title. Click on Axis Title. Place your cursor before the ‗A‘ in Axis. Hold down the Shift
key while you use the right arrow key to highlight the words Axis Title.
[4] Type Sales. Excel labels the axis.
[5] Click anywhere on the chart to end your entry.

Before After

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5.2.4 Switch data

If you want to change what displays in your chart, you can switch from row data to column data and vice
versa.
To reverse which data are displayed in the rows and columns:
[1] Click the Chart
[2] Click the Switch Row/Column button on the Design tab

Before After

To change the data included in the chart:

[1] Click the Chart
[2] Click the Select Data button on the Design tab

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5.2.5 Change the style of a chart

A style is a set of formatting options. You can use a style to change the color and format of your chart. Excel
2007 has several predefined styles that you can use. They are numbered from left to right, starting with 1,
which is located in the upper-left corner.

To Change the Style of a Chart:

[1] Click your chart. The Chart Tools become available.

[2] Choose the Design tab.
[3] Click the More button in the Chart Styles group. The chart styles appear.
[4] Click Style 42. Excel applies the style to your chart.

5.2.6 Change the size and position of a chart

When you click a chart, handles appear on the right and left sides, the top and bottom, and the corners of the
chart. You can drag the handles on the top and bottom of the chart to increase or decrease the height of the
chart. You can drag the handles on the left and right sides to increase or decrease the width of the chart. You

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can drag the handles on the corners to increase or decrease the size of the chart proportionally. You can
change the position of a chart by clicking on an unused area of the chart and dragging.

To change the size and position of a chart:

Use the handles to adjust the size of your chart.
Click an unused portion of the chart and drag to position the chart beside the data.

5.2.7 Move a chart to a chart sheet

By default, when you create a chart, Excel embeds the chart in the active worksheet. However, you can
move a chart to another worksheet or to a chart sheet. A chart sheet is a sheet dedicated to a particular chart.
By default Excel names each chart sheet sequentially, starting with Chart1. You can change the name.

To move a chart to a chart sheet:

[1] Click your chart. The Chart Tools become available.

[2] Choose the Design tab.
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[3] Click the Move Chart button in the Location group. The Move Chart dialog box appears.

[4] Click the New Sheet radio button.

[5] Type Toy Sales to name the chart sheet. Excel creates a chart sheet named Toy Sales and places
your chart on it.

5.2.8 Change the chart type

Any change you can make to a chart that is embedded in a worksheet, you can also make to a chart sheet.
For example, you can change the chart type from a column chart to a bar chart.

To change the chart type:

[1] Click your chart. The Chart Tools become available.

[2] Choose the Design tab.
[3] Click Change Chart Type in the Type group. The Chart Type dialog box appears.
[4] Click Bar.
[5] Click Clustered Horizontal Cylinder.
[6] Click OK. Excel changes your chart type.

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5.3 Check Your Progress

Type following data into excel sheet.

Create column chart using above data with title, axis and legend.

5.4 Copy a Chart to Word

[1] Select the chart
[2] Click Copy on the Home tab
[3] Go to the Word document where you want the chart located
[4] Click Paste on the Home tab

5.5 Line Chart

You can use line chart to compare the runs of both teams in previous example.
To create a line chart on the following data:
[1] Select cells A2 to F4. You must select all the cells containing the data you want in your chart. You
should also include the data labels.
[2] Choose the Insert tab.
[3] Click the Scatter button in the Charts group. A list of Scatter chart sub-types types appears.
[4] Click the Scatter with smooth lines chart sub-type.

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5.6 Pie Chart

To create a line chart on the following data:
[1] Select cells A3 to B6.
[2] Choose the Insert tab.
[3] Click the Pie button in the Charts group. A list of Pie chart sub-types types appears.
[4] Click the Pie in 3-D chart sub-type.

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Total capacity=80GB

e drive
c drive
25%
37%

d drive
38%

c drive
d drive
e drive

Check Your Progress

Generate Pie chart for the following sets of data:

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LECTURE – 06
Logical Functions
6.1 Introduction
Conditional logic can be used in a formula to return a specific result depending on whether a certain test, or
condition, is met. If the condition is true, one result will be calculated. If the condition is false, a difference
result will be displayed.

Microsoft Office Excel 2007 uses seven logical

functions — AND, FALSE, IF, IFERROR, NOT, OR,
and TRUE — which appear on the Logical command
button‘s drop-down menu on the Excel Formulas tab
of the Ribbon. All the logical functions return either
the logical TRUE or logical FALSE when their
functions are evaluated.

Here is an Excel functions list that shows the logical function with its argument syntax:
 AND(logical1,logical2,...) tests whether the logical arguments are TRUE or FALSE. If they are all
TRUE, the AND function returns TRUE to the cell. If any are FALSE, the AND function returns
FALSE.
 IF(logical_test,value_if_true,value_if_false) tests whether the logical_test expression is TRUE or
FALSE. If TRUE, the Excel IF function returns the value_if_true argument. If FALSE, the IF
function returns the value_if_false argument.
 IFERROR(value,value_if_error) tests whether the value expression is an error. IFERROR returns
value_if_error if the expression is an error, or value of the expression if it is not an error.
 NOT(logical) tests whether the logical argument is TRUE or FALSE. If TRUE, the NOT function
returns FALSE. If FALSE, the NOT function returns TRUE.
 OR(logical1,logical2,...) tests whether the logical arguments are TRUE or FALSE. If any are
TRUE, the OR function returns TRUE. If all are FALSE, the OR function returns FALSE.
 FALSE() — takes no argument and simply enters logical FALSE in its cell.
 TRUE() takes no argument and simply enters logical TRUE in its cell.

The logical_test and logical arguments that you specify for these logical functions usually employ the
comparison operators (=, <, >, <=, >=, and <>), which themselves return logical TRUE or logical FALSE
values. For Example, type the following data

Now execute the following steps:

 Put the cell pointer on C1 Cell

 Type =IF(A1=B1,‖True‖,‖False‖) press Enter key and use
auto fill procedure for fill other cell.

You will get the output as follows

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Now execute the following steps and observe the output.

 Put the cell pointer on other cell
a) Type = IF ( A1>B1, “True”,”False”). Press Enter and use autofill procedure.
b) Type =AND(20<A1, B1<100). Press Enter and use autofill procedure..
c) Type =OR(20<A1, B1<100). Press Enter and use autofill procedure.
d) Type =AND(2+2=4, 2+3=5). Press Enter and use autofill procedure.
e) Type =IF(AND(15<A1, A1<100), A1, "The value is out of range."). Press Enter and
use autofill procedure.

6.2 Create Result Sheet Using IF Function and Other Formula

Type and prepare the following table:

To evaluate total Marks in cell P5 execute the following steps

 Put the cell pointer on P5 cell
 Type = SUM (E5,H5,I5,L5,M5,N5,O5) press Enter key and use auto fill procedure for fill other cell

To evaluate obtained Division/Grade in Cell Q5 execute the following steps

 Put the cell pointer on Q5 cell
 Type =IF(P5>=750, ―Star‖, IF(P5>=600, ―First Division‖, IF(P5>=450,‖2nd Division‖,
IF(P5>=330,‖3rd Division‖, ‖Fail‖)))) press Enter key and use auto fill procedure for fill other cell

Check the result you get from the previous operations. Can you find any ambiguity in the result?

The correct result will be as follows.

To prepare the above table execute the following steps

 Active the cell where you want the result to appear (here Q3 cell)

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 Type = IF(OR(E3<66, H3<66, I3<33, L3<66, M3<33, N3<33, O3<33),‖FAIL‖, IF(P3<450,‖3rd

Division‖, IF(AND(P3>=450,P3<600),‖2nd Division‖, IF(AND(P3>=600, P3<750),‖1st Division‖,
‖Star‖)))) press Enter key and use auto fill procedure for fill other cell

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LECTURE – 07

Create Salary Sheet Using IF Function and Other Formula

The following conditions are pre-defined for the concerned salary sheet
1. House rent = 50% of Basic
2. Medical Allowance = 10% of Basic
3. Provident fund = 10% of Basic
4. Income tax = 0, if Basic<2500
Income tax = 5% of Basic, if Basic>=2500 and Basic <=5000
Income tax = 10% of Basic, if Basic>5000

Type and prepare the following table to complete the salary sheet:

To evaluate house rent

 Put the cell pointer on D2 cell
 Type = C2*50% and press Enter. Use auto fill procedure to fill other cell.

To evaluate medical allowance

 Put the Cell pointer on E2 cell

 Type = C2*10% press Enter and use auto fill procedure for fill other cell
To evaluate provident fund

 Put the Cell pointer on F2 cell

 Type = C2*10% press Enter and use auto fill procedure for fill other cell

To evaluate income tax

 Put the Cell pointer on G2 cell

 Type = IF(C2<2500,0,IF(AND(C2>=2500,C2<=5000),C2*5%, C2*10%)) press Enter and use auto
fill procedure for fill other cell

To evaluate net salary

 Put the Cell pointer on H2 cell

 Type = SUM (C2:E2) – SUM (F2:G2) press Enter and use auto fill procedure for fill other cell

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Check Your Progress

Problem 1:
A B C D
1 Bengali English Math Max in
2 70 73 81 Math
3 79 67 78 ?
4 62 33 79 ?

Find the formula of your own to find the unknown.

Problem 2:
A B C D
1 Bengali English Math Max in
2 30 73 81 Fail
3 79 67 78 ?
4 62 32 79 ?

Condition:
If any subject is less than 33 then the result will be fail

Find the formula of your own to find the unknown.

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LECTURE – 08
Preparing Complete Grade Sheet

Copy the following table except the GPA and CGPA colum

Calculate GPA for Bengali

 Point E4 cell
 Type=IF(C4="a+",4,IF(C4="a",3.75,IF(C4="b+",3.5,IF(C4="b",3.25,IF(C4="c+",3,IF(C4="c",2.75,IF
(C4="d+",2.5,IF(C4="d",2.25,0))))))))
 Press enter

Calculate GPA for English

 Point H4 cell
 Type=IF(F4="a+",4,IF(F4="a",3.75,IF(F4="b+",3.5,IF(F4="b",3.25,IF(F4="c+",3,IF(F4="c",2.75,
IF(F4="d+",2.5,IF(F4="d",2.25,0))))))))
 Press enter

Calculate GPA for Math

 Point K4 cell
 Type=IF(I4="a+",4,IF(I4="a",3.75,IF(I4="b+",3.5,IF(I4="b",3.25,IF(I4="c+",3,IF(I4="c",2.75,IF(I4=
"d+",2.5,IF(I4="d",2.25,0))))))))
 Press enter

Calculate GPA for Science

 Point N4 cell
 Type=IF(L4="a+",4,IF(L4="a",3.75,IF(L4="b+",3.5,IF(L4="b",3.25,IF(L4="c+",3,IF(L4="c",2.75,
IF( L4="d+",2.5,IF(L4="d",2.25,0))))))))
 Press enter

Calculate CGPA
 Point Q4 cell
 Type =SUM((D4*E4), (G4*H4), (J4*K4), (M4*N4)) / SUM(D4, G4, J4, M4)
 Press enter

ss

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Check Your Progress

A B C D E F G
1 NAME BASIC H-RENT MEDICAL P-FUND TAX NET
2 AAA 6000
3 BBB 7000
4 CCC 4000

Condition:
House rent is 10% of basic if it is less than 500 add 250 with it
Medical is 5% of basic
P-FUND is 10% of basic
If Basic is less than 2000 then TAX is 0%
If Basic is >=2000 and <3000 than Tax is 5%
If Basic is >=3000 and <4000 than Tax is 10%
If Basic is >=4000 and <5000 than Tax is 15%
Else Tax is 25%
Net is summation of Basic H-rent and Medical

LECTURE -09
Review of Microsoft Excel 2007.

LECTURE -10
Examination on Microsoft Excel 2007.

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PART- C: MICROSOFT POWERPOINT 2007

LECTURE-01 ...................................................................................................................................................... 94

INTRODUCTION TO MICROSOFT POWERPOINT ................................................................................................ 94

1.1 LOAD MICROSOFT OFFICE POWERPOINT 2007 PROGRAMS ................................................................................... 94
1.2 BECOMING FAMILIAR WITH THE POWERPOINT SCREEN .......................................................................................... 94
1.3 CREATING A NEW PRESENTATION..................................................................................................................... 95
1.4 SAVING AND OPENING WORKSHEETS ................................................................................................................ 97
1.5 BEGINNING THE PRESENTATION ....................................................................................................................... 97
1.5.1 Slide 1 .............................................................................................................................................. 97
1.5.2 Adding slides .................................................................................................................................... 98
1.5.3 Slide 2 .............................................................................................................................................. 99
LECTURE-02 .................................................................................................................................................... 100
ADDING CLIP ARTS ......................................................................................................................................... 100
SELECTING AND RESIZING............................................................................................................................... 102
ADDING AUDIO .............................................................................................................................................. 102

TABLES ........................................................................................................................................................... 103

2.1 CREATE A TABLE ........................................................................................................................................ 103
2.2 ENTER DATA IN A TABLE .............................................................................................................................. 103
2.3 MODIFY THE TABLE STRUCTURE AND FORMAT A TABLE ....................................................................................... 103
2.4 INSERT A TABLE FROM WORD OR EXCEL........................................................................................................... 104
LECTURE-03 .................................................................................................................................................... 105

CHARTS .......................................................................................................................................................... 105

ADDING VIDEO ............................................................................................................................................... 108
USING DIFFERENT VIEWS................................................................................................................................ 109
PRINTING THE PRESENTATION ....................................................................................................................... 109

3.1 CREATE SPEAKER NOTES .............................................................................................................................. 109

3.2 PRINT A PRESENTATION ............................................................................................................................... 110
3.3 PACKAGE A PRESENTATION ........................................................................................................................... 111
LECTURE-04 .................................................................................................................................................... 112
ANIMATIONS .................................................................................................................................................. 112
4.1 SLIDE TRANSITIONS..................................................................................................................................... 112
4.2 SLIDE ANIMATION ...................................................................................................................................... 113
4.2.1 Slide show options .......................................................................................................................... 117
4.2.2 Record narration ............................................................................................................................ 118
4.2.3 Rehearse timings ............................................................................................................................ 118
LECTURE-05 .................................................................................................................................................... 119
TEXT & DRAWING........................................................................................................................................... 119
5.1 WORKING WITH AND DRAWING OBJECTS ......................................................................................................... 119
5.1.2 Drawing preset shapes ................................................................................................................... 119
5.1.3 Drawing custom shapes .................................................................................................................. 119
5.1.4 Adding text to a shape .................................................................................................................... 120

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5.1.5 Editing custom shapes .................................................................................................................... 120

5.1.6 Grouping and ungrouping ............................................................................................................... 121
5.1.7 Adding smart art ............................................................................................................................ 122
5.1.7 Adding a photo album .................................................................................................................... 122
5.2 FORMATTING TEXT ..................................................................................................................................... 123
5.2.1 Change font typeface and size ........................................................................................................ 123
5.2.2 Font styles and effects .................................................................................................................... 124
5.2.3 Change text color ........................................................................................................................... 124
5.2.4 WordArt ......................................................................................................................................... 124
5.2.5 Change paragraph alignment ......................................................................................................... 125
5.2.6 Indent paragraphs .......................................................................................................................... 125
5.2.7 Text direction ................................................................................................................................. 126
5.2.8 Text box ......................................................................................................................................... 126
LECTURE-06 .................................................................................................................................................... 127

ADDING COLOR .............................................................................................................................................. 127

6.1 SLIDE COLOR SCHEMES ................................................................................................................................ 127
6.1.1 Changing colors in color schemes.................................................................................................... 129
6.1.2 Backgrounds .................................................................................................................................. 130
6.1.3 Gradient ......................................................................................................................................... 130
6.1.4 Picture or texture fill ....................................................................................................................... 131
6.1.5 Picture............................................................................................................................................ 132
6.2 THEMES ................................................................................................................................................... 133
LECTURE -07 ................................................................................................................................................... 135
REPORT WRING AND GROUP PRESENTATION. ............................................................................................... 135

LECTURE -08 ................................................................................................................................................... 135

LECTURE ON BASIC INTERNET SURFING, EMAILING, ETC. ............................................................................... 135

LECTURE -09 ................................................................................................................................................... 135

REVIEW OF WHOLE SMART OFFICE SYLLABUS. ............................................................................................... 135

LECTURE -10 ................................................................................................................................................... 135

FINAL EXAMINATION ON WHOLE SMART OFFICE SYLLABUS. ......................................................................... 135

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LECTURE-01
Introduction to Microsoft PowerPoint
PowerPoint is used to create electronic slide that can liven up even the most apathetic crowd. If you don‟t
want to give your presentation electronically you can create vivid overheard transparencies and valuable
audience handouts that will rival the most polished presenters. With PowerPoint you can create presentations
that run automatically. Automated presentations are often used as kiosks at trade shows and such
presentations are also seeing increased use on the Internet.

1.1 Load Microsoft Office PowerPoint 2007 Programs

Click the Start Button => Select Programs => move to Microsoft Office => Move down to
Microsoft Office PowerPoint 2007 and click on the mouse button or quickly click twice on
the Microsoft Office PowerPoint 2007 Windows Icon in the Windows Desktop.

1.2 Becoming Familiar with the PowerPoint Screen

The image below shows the Tabs and Ribbons. The Tabs and Ribbons are then divided into Groups.

Tabs
Ribbons Groups

Notice, in the image, that the screen is “sort of” divided into three sections.
Across the top are the Microsoft Office Button, the Quick Access Toolbar and the Tabs, Ribbons and
Groups.

Microsoft Office Button

Quick Access Toolbar

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On the left side of the PowerPoint screen you‟ll see an area

that indicates Outline and Slides at the top. When you first
open PowerPoint 2007 you‟ll notice that the Slides Tab is
“white.” This means that you‟ll be able to see a small
version of each slide as we create it.

To the lower right-center of the screen, you‟ll

see a PowerPoint Design Template. We‟ll be
using these templates to create our slide show.
We‟ll come back to this in more detail later in
the tutorial.

1.3 Creating a New Presentation

You can start a new presentation from a blank slide, a template, existing presentations, or a Word outline.
To create a new presentation from a blank slide:
[1] Click the Microsoft Office Button
[2] Click New
[3] Click Blank Presentation

To create a new presentation from a template:

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[1] Click the Microsoft Office Button

[2] Click New
[3] Click Installed Templates or Browse through Microsoft Office Online Templates
[4] Click the template you choose

To create a new presentation from an existing

presentation:

[1] Click the Microsoft Office Button

[2] Click New
[3] Click New from Existing
[4] Browse to and click the presentation

To create a new presentation from a Word outline:

[1] Click the slide where you would like the outline to begin
[2] Click New Slide on the Home tab
[3] Click Slides from Outline
[4] Browse and click the Word Document that contains the
outline

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1.4 Saving and Opening Worksheets

To save presentation, click the Microsoft
Office Button => move the cursor over Save
As => Select one of many different formats =>
Go to the directory in which you want to save
your file => Type “Name of the presentation”
in the File Name field => Click Save.

If you save as PowerPoint Presentation, it will

save your presentation in an .pptx format.
This will save your spreadsheet in an
Extensible Markup Language (XML) format
which is not compatible with older versions of
PowerPoint.
PowerPoint 97-2003 Presentation – as
indicated, this choice is totally compatible with
older versions of PowerPoint.
You can also save your files in Portable
Document Format (PDF). One of the neat
new features of 2007 Office is the ability to
save applications as PDF.

To open worksheet, click the Microsoft Office Button => Select Open => Go to the directory where resides
desired file => Select the file => Click Open.

1.5 Beginning the Presentation

1.5.1 Slide 1
In PowerPoint 2007 a Slide Layout named Title Slide always appears first. PowerPoint “thinks” that you
want to start your presentation with a title. So, logically, the Title Slide appears in the main section of the
screen.
You will notice, in the lower left corner of the screen, Slide 1 of 1 is indicated.

Your screen will looks like the image below.

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Now, place your cursor in the “Click to add title” box and Click the left mouse button. Your text box, after
you click, will look similar to the one below.

To insert the text in this formatted text box, simply enter (type-in) the title.

Now, Click in the second box “Click to add sub-

title” and type subtitle.

1.5.2 Adding slides

There are several choices when you want to add a new slide to the presentation: Office Themes, Duplicate
Selected Slide, or Reuse Slides.

To create a new slide from Office Themes:

[1] Select the slide immediately BEFORE where you want
the new slide
[2] Click the New Slide button on the Home tab
[3] Click the slide choice that fits your material

To create a slide as a duplicate of a slide in the presentation:

[1] Select the slide to duplicate
[2] Click the New Slide button on the Home tab
[3] Click Duplicate Selected Slides

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To create a new slide from another presentation:

[1] Select the slide immediately BEFORE where you want
the new slide
[2] Click the New Slide button on the Home tab
[3] Click Reuse Slides
[4] Click Browse
[5] Click Browse File
[6] Locate the slide show and click on the slide to import

1.5.3 Slide 2
Your new Slide 2 should look like the image below.

The Title and Content slide (on the

right) combines several of the Text
and Content Layouts. We can choose
to use the Bulleted List, or the
Content choices. For Slide 2 we‟ll
use the Bulleted List. We‟ll use the
Content choices for later slide.

Click in the Click to add title box and type: Ingredients.

Click in the  Click to add text box and type:

Crunchy peanut butter (tap Enter)

Homemade strawberry jam (tap Enter)
Two slices of white bread (tap Enter)
Milk

Slide 2 should look like

the image on the right.

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LECTURE-02
Adding Clip Arts
Create a new Slide with the choice Two Content Slide . Your screen should look like the image below.

You may use the two lower

boxes for either Text or Content.

Left Text or Right Text or

Content Box Content Box

Click in the top text box - Click to add title - and type: Tools Needed

Click in the left Text or Content Box -  Click to add text and type:
Knife (tap Enter)
Spoon (tap Enter)
Plate (tap Enter)
Glass

Right Text or Content Box

Notice the small images in the right Text or Content Box of the
new slide. There are six “tiny” icons in this area that will allow you
insert a Table, Chart, Smart Art, Picture, Clip Art or Media Clip.

For this slide we want to insert a Clip Art image in this area. So,
carefully, move your cursor over the tiny image in the center of the
bottom row (see arrow above). When you do, the box will be
highlighted and you‟ll see a small text help box appear which
indicates – Clip Art.

Click-on the Clip Art image (arrow above). An image similar to the
one on the left will appear.

Let we want to tell how to make a peanut butter and jelly sandwich, we
typed sandwich in the Search for: box. Then we clicked the Go
button (see left arrows above). A Microsoft Clip Art Task Pane then
appeared as you see on the left.

Notice that there are a lot of sandwich clip art images available. You
can “run down” the choices by using the “elevator bar” on the right
side of the Clip Art Task Pane.
Move up and down the selections until you find one you like. Don‟t
worry that there aren‟t many selections that look just like what you want
You will be shown how to find a lot more clip art as we go through

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[1] Move down the selections until find an

image you like.
[2] Then move the cursor over the RIGHT
EDGE of the image you chose and a blue
selection bar with a “V” appeared.
[3] Clicke the blue bar and the image and drop
down menu you see on the right appeared.
[4] Moved our cursor over Insert and clicked.
The menu will disappear and you will see the image
you selected on the right side of your slide.

Note: Your clip art selection may not appear, and

you may receive an error message

If you choose a slide and the following message

appears:

Insert CD-ROM or other removable volume

This means that when the Microsoft Clip Art Gallery was installed on your computer, not all of the images
were loaded (to save hard disk drive space). So, if you have your installation CD you can place it in the CD
drive and click a Retry button that will also appear. If you don‟t have the CD, then choose another image
and try again.

If everything goes well slide 3 should look

similar to the image on the right.

Closing the Clip Art Task Pane

To close the Clip Art Task Pane, click the small “X” in the
upper right corner of the Task Pane (image above on right)
and you will see the Task Pane disappear.

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Selecting and Resizing

Create a new Slide with the choice the Title and Content slide.
[1] Click on the top Click to add title box and type: Directions
[2] Click on the bottom  Click to add text box and type:
Open jars of peanut butter and jam (tap Enter)
Spread peanut butter on one slice of bread with a knife (tap Enter)
Use a spoon to get jam and spread it on the other slice of bread (tap Enter)
Put two slices together and cut the sandwich in half (tap Enter)
Put the sandwich on a plate (tap Enter)
Pour a glass of milk (tap Enter)
Enjoy

If your text won’t fit in the box completely, click the box and a border will appear
around the box. You will notice “little circles” at the four corners and in the middle of
the top and bottom, and on each side of you text box. Point to either the center top or
center bottom circle. Your cursor will change to a two headed small arrow like the
one on the right. Click-on either circle and hold down the left mouse button and drag
the top circle up, or the bottom circle down to enlarge the text area so that text fits on
the screen. If your “Directions” are now “mixed-in” with the bulleted text below, click-on
Directions. Then click-on the “edge” of the “box” (a small up-down-left-right arrow will
appear – like the one on the right), hold down the left mouse button, and drag the box up a
bit.

Slide 4 should look like the image

on the right.

Adding Audio
Audio clips can be added to the presentation. To add an audio clip:
[1] Click the Audio button on the Insert tab
[2] Choose Sound from File, Sound from Clip Organizer, Play CD Audio Track, or Record Sound

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To edit the audio options:

[1] Click the audio icon
[2] Click the Format tab

Tables
Tables are used to display data in a table format.

2.1 Create a Table

To create a table:
[1] Place the cursor on the page where you want the new table
[2] Click the Insert Tab of the Ribbon
[3] Click the Tables Button on the Tables Group. You can create a
table one of four ways:
 Highlight the number of row and columns
 Click Insert Table and enter the number of rows and
columns
 Click the Draw Table, create your table by clicking
and entering the rows and columns
 Click Excel Spreadsheet and enter data

2.2 Enter Data in a Table

Place the cursor in the cell where you wish to enter the information. Begin typing.

2.3 Modify the Table Structure and Format a Table

To modify the structure of a table:
 Click the table and notice that you have two new tabs on the Ribbon: Design and Layout. These
pertain to the table design and layout.

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On the Design Tab, you can choose:

 Table Style Options
 Table Styles
 Draw Borders

To format a table, click the table and then click the Layout Tab on the Ribbon. This Layout tab allows you
to:
[1] View Gridlines and Properties (from the Table Group)
[2] Insert Rows and Columns (from the Rows & Columns Group)
[3] Delete the Table, Rows and/or Columns (from the Rows & Columns Group)
[4] Merge or Split Cells (from the Merge Group)
[5] Increase and decrease cell size (Cell Size Group)
[6] Align text within the cells and change text directions (Alignment Group)

2.4 Insert a Table from Word or Excel

[1] Open the Word document or Excel worksheet
[2] Select the chart
[3] Click Copy on the Home tab
[4] Go to the PowerPoint document where you want the chart
located
[5] Click Paste on the Home tab

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LECTURE-03
Charts
In this slide we are interested to create a chart and let it will be a bar chart which will show what type
jam/jelly people like the most on their peanut butter sandwiches.

Create a new Slide with the choice Two Content Slide .

Click the Click to Add title Text box at the top and type: Why use strawberry jam?

Click the left  Click to add text Text or Content box and type:
100 Children and adults were surveyed to find out what goes best with peanut butter. 33 Selected
grape jelly, 11 honey, 46 strawberry jam and 10 sliced bananas (you don‟t have to tap enter, as this is
one long statement).

Now we’ll make a graph to show the survey data.

In the Text or Content box, on the right side of the slide, click the center
icon in the top row (it looks like a bar chart – see arrow at right) and
then the below image will appear.

Right now we are interested on two-dimension, Column Chart (see top two arrows in the image above).
Click the OK button.

When you click the OK button your screen will “split” in two. On the left half of the screen, you‟ll see
your PowerPoint presentation – with a Chart in the right side Text or Content box. On the right of your
screen, you‟ll see that Microsoft Excel 2007 has opened with a number of entries. The entries you see on
the Excel screen created the chart you see on the left in PowerPoint.

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PowerPoint Excel

Chart numbers
and text

Chart from
numbers and
text in Excel

Notice that the Series are the “bars” in the chart. There are three Series in both the Excel spreadsheet and
Power Point Chart. If you have more “things” that you want to present in the char then you need to add
more series. To add more Series to your spreadsheet carefully move your cursor over the small triangle
in the lower right corner of highlighted area.

Now move cursor over the triangle, hold down the left
mouse button on the two headed sizing arrow and
slowly move your mouse to the right. You will see
more series appear.

Click in cell B1 and replace Series 1

with Strawberry. Then do the same in
the next three cells like we‟ve done in
the image on the right. Then type Best
in Cell A2

As you have enter the choices, you will see them appear in the
PowerPoint slide on the left side of your screen.

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Categories 2, 3 and 4 are still in the chart. To remove them from the chart you have to remove the rows
with Categories 2, 3 and 4 from the right side Excel sheet.

After removing categories 2, 3, and 4 your PowerPoint

Chart should look like the image on the right.
If it does not, please give it another try.

If everything is OK, go ahead and close the Excel spreadsheet (that is open on the right side of your screen).
Click the Close “X” in the upper right corner of the screen.

When you close the Excel spreadsheet, your PowerPoint presentation should again fill your screen. If, for
some reason it does not, click the Maximize “square” in the upper right corner of the screen.

If need to edit your chart you can return to Excel at any

time.

To open Excel again, move your cursor over your chart

and DOUBLE CLICK the LEFT MOUSE BUTTON –
TWICE QUICKLY. Your chart should look like the
image on the left.

As soon as you double click the Chart Tools Tab/Ribbon

(image below) will appear.

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To open your Excel spreadsheet

(again), move your cursor over the
Edit Data button in the Chart Tools
Tab/Ribbon and click the Edit Data
button.
Your Excel spreadsheet will open
again on the right side of your screen.

When you have finished editing your Excel data, and your chart looks OK in PowerPoint, close the Excel
spreadsheet and return to working with PowerPoint.

Note: The Excel 2007 tutorial has additional detail on how to edit your Excel charts. These skills work the
same in PowerPoint charts.

Your slide should look similar to the image on

the right.

Adding Video
Video clips can be added to the presentation. To add a video clip:
[1] Click the Movie button on the Insert tab
[2] Choose Movie from File or Movie from Clip Organizer

To edit the video options:

[1] Click the movie icon
[2] Click the Format tab

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Using Different Views

In the lower right corner of the screen you will see some “buttons” that look like the image below. This is
the PowerPoint View Toolbar.

Slide Sorter View Zoom

Normal View Slide Show

Slowly point (move) your cursor arrow over each button and pause a moment (don’t click-on any of
them yet). Note what the Text Help boxes indicate. The first box (which looks “depressed”) indicates:
Normal View. This is the “default” view for PowerPoint. The next: Slide Sorter View. Then, Slide Show.
The Normal View gives you a view of the entire slide as well as the “mini-previews” of each slide in the
area on the left. There is also a Click to add notes section at the bottom of the Normal View screen. In
this area you can type “speaker notes” for each slide in the lower portion of the screen. While printing, you
will see that there is a print selection to print your speaker notes for each slide. Then, during your
presentation, you can refer to your printed notes.
In Slide Sorter View you can see small images of each slide. In this view you can left click-on a slide and,
while holding down the left mouse button, drag your slide to any position in your show that you desire.
This view assists you in arranging your slides in the order that you desire for your presentation.
The last button is Slide Show. Anytime you want to view your presentation, click-on this button. If you
click on it now, you will see how the slide, on which you are working, will look. Give it a try if you desire.
When you are finished looking at your slide, tap the Esc button/key in the top-left part of your Keyboard.
This will take you back to the View in which you were working.

Printing the Presentation

3.1 Create Speaker Notes
Speaker Notes can be added to allow you to create notes for each slide. To add speaker notes:

[1] Select the slide

[2] Click View
[3] Click Note Pages
[4] Click the Click to add Notes
section of the screen
[5] Type in the Notes for that slide

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3.2 Print a Presentation

There are many options for printing a presentation. They are:
 Slides: These are slides that you would see if you were showing the presentation, one slide per page
 Handouts: 1, 2, 3, 4, 6 or 9 per page, this option allows for more slides per page
 Notes Page: This includes the slides and the speaker notes
 Outline View: This will print the outline of the presentation

To access the print options:

[1] Click the Microsoft Office Button
[2] Click Print
[3] In the Print Dialog Box, click the arrow next to Print what
[4] Choose the format and click OK to print

To print preview:
[1] Click the Microsoft Office Button
[2] Place the cursor over Print
[3] Click Print Preview
[4] Click the arrow next to Print What to change print options
[5] To print from Print Preview, click Print

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To Exit Print Preview:

[1] Click the Close Print Preview button

3.3 Package a Presentation

Sometimes you may want to package a presentation with all of the additional files attached as well.

To package a presentation for CD:

[1] Click the Microsoft Office Button
[2] Click Publish
[3] Click Package for CD
[4] Type a name for the CD
[5] Click Copy to CD or Copy to Folder

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LECTURE-04
Animations
4.1 Slide Transitions
Transitions are effects that are in place when you switch from one slide to the next. To add slide transitions:
[1] Select the slide that you want to transition
[2] Click the Animations tab
[3] Choose the appropriate animation or click the Transition dialog box

To adjust slide transitions:

[1] Add sound by clicking the arrow next to
Transition Sound

[2] Modify the transition speed by clicking the arrow

next to Transition Speed

To apply the transition to all

slides:
 Click the Apply to All
button on the Animations
tab

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To select how to advance a slide:

[1] Choose to Advance on Mouse Click, or
[2] Automatically after a set number of seconds

4.2 Slide Animation

Slide animation effects are predefined special effects that you can add to objects on a slide. To apply an
animation effect:
[1] Select the object
[2] Click the Animations tab on the Ribbon
[3] Click Custom Animation
[4] Click Add Effect
[5] Choose the appropriate effect

The following Custom Animation

Task Pane on the right side of your
1.
screen. When this screen appears,
[1] click Add Effect ( 1. ),
[2] click Entrance ( 2. ),
[3] click More Effects ( 3. )
(because we want ALL of 2.
the effects).

3.

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The Add Entrance Effect menu screen will appear

(like the one on the left).

Move your cursor over the blue Add Entrance

Effect “bar” at the top of the menu screen. Click
and hold down the left mouse button and drag
the menu screen to the right of your screen so
that you can see the text in the Title text box.
After you have moved this box raise your finger
from the left mouse button.

Choose one of the effects by clicking-on it. You

will now be able to see the animation effect in the
Text box. You may hear a sound that is “part” of
your Slide Transition. We‟ll show you how to add
sounds for your text in a moment.
Try a lot of different effects. Notice that there is
an elevator bar on the right side of this menu. As
you move down the Add Entrance Effects menu
screen you will notice that there are “groups” of
effects – Basic, Subtle, Moderate, and Exciting.
Try a “bunch” of these to see how they work.
When you have an effect you like, click the OK
button at the bottom of the Add Entrance Effect
screens.

Notice – on the right side of the screen - under Custom

Animation – that the Titles (on which we added effects)
are shown as a part of this screen.

Also notice, on the right side of our second title there is a

small, down pointing arrow. If you click-on this arrow
it will show you each line of text that you animated in
the lower sub-title box.

Now we‟ll enhance our text some more.

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Move your cursor over the first title and click the left mouse button.
Next click the small down arrow on the right side of this box. You
will see a menu screen appear that will let you enhance your title.
Choose (click) Effect Options and the menu screen below will
appear.

Notice that we chose Magnify for our

text effect and then chose Laser for our
sound.
Go ahead and experiment with
Entrance Effects and Sounds for your
Slide!!!

Problem - How do you get the text to enter one letter at a time and have it sound like a typewriter is
typing the text?

Select a slide and type some text. Let you have chosen a
slide similar to the image of the right side.

Now choose „Appear’ from the Add Entrance Effect

shown in the right. We need the text to enter, letter-by-
letter, very quickly. Appear will take care of this. Other
choices may “look funny” when the animation is
“running.” When you become more accomplished with
PowerPoint – try all kinds of effects. Click the OK
button when you have selected Appear.

Look down the Custom Animation Task Pane on the right

side of the screen until you see an area that looks like the image
on the left. Click the small down arrow on the right edge of
the Content Placeholder and select Effect Options.

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When you click Effect Options

an Appear menu screen
(similar to the one on the right)
1.
will become visible. We‟ve
gone ahead and entered the
effects to make our text look 2.
and sound like an “old timey”
typewriter typing.
3.
We clicked the down triangles
to the right of each feature 4.
and did the following:

Sound:
We clicked the down arrow to the right of Sound (1.) and chose Typewriter.

After animation (Dimming):

We noticed that before we clicked the down arrow, that the words “Don’t Dim” appeared in the area to the
right of After animation. We then clicked on the down arrow and chose the light blue color that
appeared ( 2. ). When you are making your PowerPoint presentation, you might like to have the bullet, about
which you are speaking, be more noticeable than the bullets about which you‟ve already spoken. By
choosing the light blue color, as you move through the bulleted items, you will see the last bullet dim and the
new bullet be more noticeable. When you will Play the slide, you‟ll see what we mean.

Animate text:
We clicked-on the down arrow and chose By letter ( 3. ).

Seconds delay between letters:

We used the small “up and down” arrows to indicate 0.1 seconds between letters ( 4. ). When you
“play” this slide you may desire to slow down or speed up the typing sound. To do so simply repeat the
above and vary the seconds.
When you complete your Appear menu => Click OK.

Now, click-on Play at the bottom right of your screen. You will
see the text enter like it‟s being typed, hear the typewriter sound,
and see the bullets dim as you proceed on to the next bullet.

Animation Preview
To preview the animation on a slide:
 Click the Preview button on the Animations tab

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4.2.1 Slide show options

The Slide Show tab of the ribbon contains many options for the slide show. These options include:
 Preview the slide show from the beginning
 Preview the slide show from the current slide
 Set up Slide Show

Set up slide show

This option allows you to set preferences for how the slide show will be presented. The options include:
 Whether the show will run automatically or will be presented by a speaker
 The looping options
 Narration options
 Monitor resolutions

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4.2.2 Record narration

When you want to record narration for the slides:
[1] Click the Record Narration button
[2] Click Set Microphone Level to check the levels of audio input
[3] Click OK to record the narration

4.2.3 Rehearse timings

Use Rehearsed Timings to rehearse the timings of slide with audio.
[1] Click the Rehearse Timings button
[2] Practice speaking and advance the slides as you would in the presentation
[3] When you have completed this click through the end of the slide
[4] Choose whether or not to keep this timing or to retry

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LECTURE-05
Text & Drawing
5.1 Working with and Drawing Objects
If you are unable to find images or clip art for your presentation, you can draw your own. You can create
simple shapes and objects with the built in drawing tools, choose from the collection of ready-made
shapes, combine simple shapes to create more complex ones, draw an object from scratch, and even add
text to your drawings.

5.1.2 Drawing preset shapes

In the Insert command tab, the Shapes group contains several categories of shapes, including lines, basic
shapes, block arrows, flowchart elements, stars and banners, and callouts. To see PowerPoint's built-in
shapes:
[1] Go to the Insert tab and under the Illustrations group click on
the Shapes button to see the list.
[2] Click on your desired shape.
[3] On the slide, click and drag your mouse to create your shape.
[4] Once your shape is in place you can move it around, use the
handles to change the size and rotation, and edit it as you would
any other object.

5.1.3 Drawing custom shapes

To draw your own shapes you can use the freehand drawing tools, Curve, Freeform and Scribble.

Curve lets you draw shapes with curves.

Freeform lets you draw shapes with both curves and angles.
Scribble lets you draw shapes and lines freehand.

You can also combine these tools with other preset shapes.

From the Insert tab in the Illustrations group click on the Shapes button.
 Under Lines, the last three (3) options are Curve, Freeform and Scribble.

Note: You can use the other options to create shapes as well; however these three are the only ones we will
cover in this tutorial.
To create a Curve
[1] Click and release your mouse button on the slide to begin the shape.
[2] Drag your mouse to draw. Click to anchor a point around which your curve will
form.
[3] To finish your drawing, either double-click to leave it as a line, or link the
curve by clicking the starting point to create a solid shape.

To create a Freeform shape

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[1] Click and release your mouse button to begin the shape.
[2] To anchor the endpoints of straight lines, click and release.
[3] To draw curves, click and drag.
Hint: The Freeform tool allows you to draw both straight and curved lines in
the same picture.
[4] To finish your drawing, either double-click to leave it as a line, or click the
starting point to create a solid shape.

To create a Scribble
[1] Click and drag your mouse to draw a Scribble.
[2] Double-click when you are finished drawing or click the starting point to
create a solid shape.

5.1.4 Adding text to a shape

Rather than going through the hassle of layering text boxes on top of shapes, you can
add text directly to a shape so that it moves, rotates, shrinks and expands when you
format the object.
[1] First click on the shape to select it.
[2] Under the Drawing Tools - Format tab in the Shapes group click on Text Box.
[3] Your mouse cursor will change into a text cursor. Click inside the shape and start typing. Your text will
automatically be aligned to the center of the image.

Whenever you move your mouse over the text area of the shape your pointer will change to the text cursor to
allow you to select and edit your text. Highlight the text and use the options on the Home tab to edit it, or
use the WordArt features under the Drawing Tools tab to add 3D effects.

5.1.5 Editing custom shapes

Drawings in PowerPoint can be formatted just like any other object - you can move them, use the handles to
resize and rotate.

Anchors

With custom shapes you have the additional ability to edit anchor points, the key to making sure your
drawing is just the way you want.

 Double-click on your drawing to activate the Drawing

Tools - Format tab.
 In the Insert Shape group, click on the Edit Shape
button and choose Edit Points.
 Black points will appear around your shape. You can
either click on a point and drag it to stretch or shrink that area of your shape, or you can click on a
point and use the line and handles that appear to alter the curve (as in the bottom left of the shape
below).

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Note: More points will appear for a freehand or scribble shape than for a curve as these have more rough
points. To create a new point click and drag anywhere on the edge of your shape.

Shape Styles

You can also change the color and outline of a shape, or add 3D effects. You can reach these options either
by double-clicking the shape and using the Drawing Tools tab or by using the more condensed Drawing
group in the Home tab.

The Shape Styles group on the Drawing Tools tab provides

the tools to customize your shape. Choose a preset style from
the Style Gallery, or create your own by using the Shape Fill
and Shape Outline menus to pick the color of your shape and border and the Shape Effects menu to add
shadow, bevel, and other 3D effects

The Drawing group on the Home tab has all the options
of the Shape Styles group as well as the Shape gallery
and the Arrange menu. To access the Shape Style
gallery click on the Quick Styles button.

Use 3D effects to make more interesting shapes!

(3D Preset 10 with Warm Sunset lighting)

5.1.6 Grouping and ungrouping

The final option in the Arrange section is the Group button. This button is used to combine objects into one
so that they can be moved and edited all at once.

Note: This button will remain inactive unless you have multiple objects selected.

To select and group multiple objects:

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[1] Click on the first object

[2] Hold down the Shift or Ctrl button on your keyboard while clicking on any other items you wish to
group together
[3] Click the Group button

If you wish to ungroup the objects, select the combined object, click on the Group button and choose
Ungroup.

5.1.7 Adding smart art

Smart Art is a feature in Office 2007 that allows you to choose from a variety of graphics, including flow
charts, lists, cycles, and processes. To add Smart Art:
[1] Click the Insert Tab
[2] Click the Smart Art Button
[3] Click the Smart Art you choose

[4] Click the Smart Art

[5] Drag it to the desired location in the slide

To format the Smart Art:

[1] Click the Smart Art
[2] Click either the Design or the Format tab
[3] Click the Smart Art to add text and pictures.

5.1.7 Adding a photo album

The photo album feature is new in PowerPoint 2007 and allows you to easily create a photo album to share
pictures.
To create a photo album:

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[1] Click the Photo Album button on the Insert tab

[2] Click New Photo Album
[3] Click File/Disk to add pictures to the photo album
[4] Move the pictures up and down in the order of the album but clicking the up/down arrows

5.2 Formatting Text

5.2.1 Change font typeface and size
To change the font typeface:
[1] Click the arrow next to the font name and choose a font.
[2] Remember that you can preview how the new font will look by highlighting the text, and hovering
over the new font typeface.

To change the font size:

[1] Click the arrow next to the font size and choose the appropriate size, or
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[2] Click the increase or decrease font size buttons.

5.2.2 Font styles and effects

Font styles are predefined formatting options that are used to emphasize text. They include: Bold, Italic,
and Underline. To add these to text:
[1] Select the text and click the Font Styles included on the Font group of the Home tab or
[2] Select the text and right click to display the font tools

5.2.3 Change text color

To change the text color:
[1] Select the text and click the Colors button included on the Font Group of the Ribbon, or
[2] Highlight the text and right click and choose the colors tool.
[3] Select the color by clicking the down arrow next to the font color button.

5.2.4 WordArt
WordArt are styles that can be applied to text to create a visual effect. To apply Word Art:
[1] Select the text
[2] Click the Insert tab
[3] Click the WordArt button
[4] Choose the WordArt

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To modify the styles of WordArt

[1] Select the WordArt
[2] Click the Format tab for the Drawing Tools
[3] Click the WordArt Fill button, the WordArt Outline button, or the Text Effects button

5.2.5 Change paragraph alignment

The paragraph alignment allows you to set how you want text to appear. To change the alignment:
[1] Click the Home Tab
[2] Choose the appropriate button for alignment on the Paragraph Group.
 Align Left: the text is aligned with your left margin
 Center: The text is centered within your margins
 Align Right: Aligns text with the right margin
 Justify: Aligns text to both the left and right margins.

5.2.6 Indent paragraphs

To indent paragraphs, you can do the following:
[1] Click the Indent buttons to control the indent.
[2] Click the Indent button repeated times to increase the size of
the indent.

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5.2.7 Text direction

To change the text direction:
[1] Select the text
[2] Click the Text Direction button on the Home tab
[3] Click the selection

5.2.8 Text box

The Text Box button will allow you to insert text in your slides if the template you chose does not have the
desired Title and Bullet boxes.
[1] Click the Insert Tab
[2] Move your cursor over the Text Box button in the Text Group
[3] Click-on the Text Box button to insert text.

After you click the Text Box button, move the cursor into an “open” white area on slide . It will look like a
“little sword.”

When you get to an appropriate place, click the left mouse button and a “text entry area” will appear (it
looks like the image on the below).

Type the following: THE END. Our text box looked like the image on the right. No
problem. Move your cursor over one of the center sizing squares, click and hold down the
left mouse button, and drag your cursor to the right. You‟re THE END should now look
similar to the image below.

Highlight the text, and use the Font formatting methods to make the text larger, change the font, maybe add
Shadow, and pick a color that you like.

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LECTURE-06
Adding Color
There are a several methods you can use to add color and other effects to your slides.

6.1 Slide Color Schemes

Select a slide by clicking the small image on the left side of your screen.

Next, click the Design Tab.

The Slide Design Tab/Ribbon will appear.

Notice the Themes Group takes up much of this ribbon. Once

again, as you move your cursor over these Themes, you‟ll
notice that the Themes become visible on Slide 1.

Now, Look at the arrows on the right side of this page. To

color your slide, using a Color Scheme, you‟ll need to click the
small down arrow to the right of Colors.

When you click Colors, the image above on the right will appear.
These are the default (Built-In) Color Schemes. You can choose
them as you desire. We‟ll click the Create New Theme Colors
selection at the bottom of this menu to create our own Color
Scheme.

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When you click Create New Theme Colors, the

image on the right will appear.

When you click the small down arrows to the

right of several Theme colors selections, the
Sample area, on the right side of this menu
screen, changes with each selection.

Below is an image of the Theme Colors drop

down menu for Text/Background – Dark 1. As
you choose colors – you will see the result in the
Sample area.

When we finished the color selection, the Create

New Them Colors selection, the Color Scheme
looked like the one on the right.

We named our new theme – Your New Theme

Color. You can name your Themes anything you
desire.

As soon as we clicked the Save button, our

ENTIRE slide show changed to the new
Color Scheme.

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Your slides all changed to the new Color Scheme you see on the right.

Notice that your new

color scheme has been
added to the Themes in
the Design Tab/Ribbon.

You can apply any of the Themes to

specific slides, or to all slides. When you
RIGHT click on a theme, a pop-up menu
will appear. You can choose to Apply to
All Slides or to Apply to Selected Slides.

We liked our new Color Scheme for Slide 1. But, we wanted

another theme for Slide 2. We clicked on Slide 2. Then, we
RIGHT clicked on one of the white themes and chose Apply to
Selected Slides. When we did, our Slide 2 changed to the white
theme. Our Slides 1 and 2 look like the image on the left.

Now, experiment as you like!!!

6.1.1 Changing colors in color schemes

To change the colors in your Custom Color
Scheme:
[1] click the down arrow to the right of
Colors
[2] move your cursor over your Color
Scheme and click the RIGHT mouse
button. An image similar to the one on the
right will appear.
[3] Move your cursor over Edit and click. Your Create a New Theme Color menu will appear.

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6.1.2 Backgrounds

Click Slide 2.

On the right side of the Design Tab/Ribbon you‟ll see a

Background Styles choice. Click the down arrow to the
right of Background Styles. The menu screen on the right
will appear.

Click the Format Background selection.

The Format Background menu screen on the right will

appear. Notice that there are several choices: Solid fill,
Gradient fill, and Picture or texture fill. We‟ll now look
at each of these.

6.1.3 Gradient
When you click the small circle to the left of Gradient fill,
the image below will appear.

As soon as you click Gradient fill, you‟ll

notice your Slide 2 changes to the default
Gradient fill (you see on the left image.)

Notice all of the choices. First, click Preset

colors.

When you click the down arrow to the right

of Preset colors the image on the below

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appears. Move your cursor over one of the selections and click on it. Slide 2 will change to this Gradient.
Click a couple of other choices.

6.1.4 Picture or texture fill

Now enhance Slide 2 with Pictures and Textures. Start with Textures. Click the small circle to the left of
Picture or texture fill.

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As soon as you click the circle, your Slide 2 will look similar to
the image above. It has taken the look of the first Texture choice.
To “see” this, click the down arrow to the right of Texture and
your screen will look like the image above. Click several of the
Textures in the selection area.

6.1.5 Picture
Now we‟ll work with adding Pictures to the
background of Slide 2. Look at the Fill menu
again and notice that when you clicked on Picture
or texture fill that an Insert from: set of buttons
appeared. This indicates that you can insert you
picture from a file on your computer, your
Clipboard or from Clip Art.

In the image below we clicked the Clip Art button. When we clicked, the Select Picture menu screen
appeared. The images showing in the Clip Art menu screen are images that we have used recently. We
chose the stack of books and clicked the OK button. Our Slide 2 now looks like the image to the left.

You experiment as you desire with the various Backgrounds!!!

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6.2 Themes
Themes are design templates that can be applied to an entire presentation that allows for consistency
throughout the presentation. To add a theme to a presentation:
[1] Click the Design tab
[2] Choose one of the displayed Themes or click the Galleries button

Once again, as we
move our cursor
over a Theme, we
see that Slide 2
reflects our choice.

To view additional Themes, click the More arrow in

the lower right corner of the Themes Group.
More Arrow

If you click a Theme, PowerPoint will assume you desire to select this Theme for ALL the slides in your
presentation.
If want a different Theme for different slides,
[1] click on a slide,
[2] move your cursor over the theme you
desire and click the RIGHT mouse
button. The
pop-up menu
on the left will
appear.
[3] Choose
Apply to Selected Slides.

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We clicked Slide 2 and followed the instructions above. Our Slide 2 now looks like the image on the right.
Notice that Slide 3 remains the same.

To apply new colors to a theme:

[1] Click the Colors drop down arrow
[2] Choose a color set or click Create New
Theme Colors

Now click the Slide Sorter View button, if you have some slides then screen may look like the image below.

After choosing a theme for all of your slides your screen may look like following.

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LECTURE -07
Report Wring and Group Presentation.
Submitting final report using MS Word and MS Excel. Presenting group presentation on their reports.

LECTURE -08
Lecture on Basic Internet Surfing, Emailing, etc.

LECTURE -09
Review of whole Smart Office Syllabus.

LECTURE -10
Final Examination on whole Smart Office Syllabus.

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