UNIT - 2

MS Word 2003

Word Processing is perhaps the most common and comparatively

easier application to work on any computer. A word processor lets you
to change words or phrases, to move whole sections of text from one
place to another, store blocks of text, align margins all in few seconds.
Use of word processors has changed the look of official correspondence,
reports, and proposals etc. to a great extent. MS Word is an advanced
word processing product by Microsoft company. The powerful features
of Word will allow you to create even graphic based multicolumn
publications such as Fliers, News letters and Internet web pages.

PARTS OF WORD WINDOW

Please see the picture below for a visual image of parts of an active
window has:

Title bar This tells you which application package is currently running
and which document is currently open.
Menu bar This is the traditional windows style drop-down menu. When
you point to any menu title and click once with the mouse, the menu
will open displaying all the commands available under this menu.
Clicking on the desired command would tell Word to execute that
command. Some commands have ellipses (…) in front of them. These
commands have further sub commands. Commands appearing in dim
mode cannot be executed unless the prerequisite functions required by
that command have been performed, e.g. you cannot use the Copy or
Cut command from the Edit menu unless you have selected a piece of
text first. Many commands also have a keyboard shortcuts specified
against their names.

Standard toolbar Toolbars contain buttons, drop-down menus and other

controls that help you to quickly alter the appearance and arrangement
of documents by executing a variety of word commands. Toolbars are
very helpful and convenient in quickly executing commands without
having to go through menus. The standard toolbar contains icons for
basic functions like opening files, saving files, printing files, cut, copy,
paste etc.

Formatting toolbar This contains icons for changing the look of your text
(called “formatting” in computer jargon); for example, there are icons
for changing fonts, styles, font sizes, text alignment etc.

Ruler The Ruler lets you make changes to margins and indents, and
helps you create document as per dimensions required.

Scroll tools These helps you travel within your document. You can go
anywhere, up and down, right and left in your document mainly by two
ways: Using the horizontal and vertical scroll bars with the help of the
mouse; Or using the keyboard to press PgUp, PgDn, Home, End and
arrow keys.

Status bar Also called the Status Area, this is the normally the last line
on your screen. This gives the following information about your work—

a. Current Page
b. Section Number
c. Current/Total pages in the document
d. Current Cursor Position (where the cursor is presently located)
 e. Current Line Number
f. Current Column Number
g. Record Macro-whether macro recording is On or not
h. Track Revision-whether revisions have been made or not
i. Extend Selection
j. Over type mode-whether you are in Insert mode or overwrite
mode

Cursor Also called the Insertion Pointer, this denotes the place where
text, graphics or any other item would be placed when you type,
overwrite or insert them. This looks like a tall, skinny toothpick and
keeps blinking so that you can locate it easily.
Mouse pointer When your mouse pointer looks like an I-beam you
should be able to move it freely on the screen. This is used for either
placing the cursor at the desired place (take the mouse pointer there
and click) or choosing any command either from the menu or from
toolbars. The mouse pointer changes shape when in the process of
doing certain tasks and the cursor disappears.

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TOOLBARS AND THEIR ICONS

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MS WORD Page 6 of 40
File management

Creating a New Document

Click on File Menu

Select and click New option

Otherwise click button on the standard toolbar

Opening an Existing Document:

Click File Menu

Select and click Open option
Otherwise click button on the Standard toolbar.
Double click on the file from the open window

Saving a Document

Click File Menu

Select and click Save button.
Otherwise click buttono on the Standard toolbar.

Moving through the document

Open any word document. You can move the cursor to any
location on the screen by using the arrow keys on the
keyboard.
Right arrow key is used to move one position to the right of
the cursor
Left arrow key is used to move one position to the left of the
cursor.
Up arrow key is used to move one position to the top of the
cursor.
Down arrow key is used to move one position to the down of
the cursor.
Page Up key is used to move down the screen at a time Page
down key is used to move up the screen at a time
Hold down Ctrl key and press Home to move to beginning of
the document.

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 Hold down Ctrl key and press End to move to end of the
document.
You can move to any position on the screen by moving the
cursor with the mouse.
You can use scroll bars to scroll the text upward and down
ward.

Closing a Document

Click File menu

Select and click Close button.
Otherwise click butt on menu bar

Editing Word document

Cut , Copy and Paste options

These options will allow you to Cut or Copy a piece of text

from one location and to paste at a new location.

To do these functions,

Place the cursor at the begining of the text to be selected.

Drag the mouse pointer over the text. The text will now
appear in reverse vedeo as shown below:

Jawahar Knowledge Center

Click Edit menu and then click on Cut option (or) click
icon on the Standard Toolbar. Move the cursor to the place
where you want the text to be pasted.

Click Edit menu and then click Paste option (or) click
icon on the Standard Toolbar.

For copying the text from one location to other location the
same procedure is to be followed. The difference between Cut
and Copy is that while using the Cut option the text will be
removed from its original location and pasted at a new location,
where as when using Copy option a copy of the selected text
is pasted at new location without disturbing the original text.
Searching text

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 Open any document.
Click Edit menu and then click Find option. You will get a screen
as shown below.

In Find What text box type the word you want to find and then
click Find Next button.
Continue clicking Find Next button until you get the screen
shown below.

Click OK button and then click X to close Find and Replace

dialog box.

Replacing text

Open any word document.

Click Edit menu and then click Replace option. You will get the
dialog box as shown below and type the word with which you
want to replace.

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 Click ReplaceAll button once. You get the below dialog box.

Click OK button and then click X to close Find and Replace

dialog box.

Moving the cursor to a specific page

If your word document contains more than one page, you can
directly go to specified page by clicking Edit menu and then
clicking Go To option. You will get the dialog box as shown
below.

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 In the Enter page number text box, type the required page
number as shown below.

Click Go To button. Cursor will immediately jump to page 4.

Click Close button to close Find and Replace dialog box.

Formatting documents

Bold, Underline and Italicize the selected text

Open a word document.

Block the text by first clicking at the start of the text
and holding the left mouse button and drag to the desired
position and then release the left mouse button. The selected
area will
be highlighted.
Move the mouse pointer to the button on the Standard
Toolbar and click once.
Move the mouse pointer outside your text and click to release
the highlighting. Your text will now appear in BOLD FACE.
Like this you can underline or italicize the desired text by using
the following buttons

Left aligning, centering , right aligning and justifying text

Left Centre Right Justify

Open a word document.

Block the text by first clicking at the start of the text and
holding the left mouse button and drag to the desired position
and then release the left mouse button. The selected area will
be highlighted.

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 Move the mouse pointer to Align Left button on the toolbar and
click once. Your selected text will be left aligned.
Move the mouse pointer to Align right button on the toolbar
and click once. Your selected text will be right aligned.
Move the mouse pointer to Center button on the toolbar and
click once. Your selected text will be centered.
Move the mouse pointer to Justify button on the toolbar and
click once. Your selected text will be justified.

Creating Bulleted and Numbered list

If a list of items are to be numbered automatically it can be

done using Numbered List option

Ex: Microsoft Office consists

of MS-Word MS-Excel
MS-PowerPoint
MSAccess MS-
Outlook

The above text is to be selected with mouse.

Click on the Numbered List button on the toolbar

Move out of the text and click to release the highlighting.

Your text will now look like this

1. MS-Word
2. MS-Excel
3. MS-PowerPoint
4. MS-Access
5. MS-Outlook

Now re-select the text

Click the Bulleted List button on the toolbar.

The numbers should be replaced with bullets as shown below

· MS-
Word ·
MS-
Excel

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 · MS-PowerPoint
· MS-Access
· MS-Outlook

Indenting Paragraphs

Select a paragraph with the mouse.

Click on the Right (increase) Indent b button on the toolbar.

Leave the highlighting on and click once more on the Right Indent
button.
Click once on the Left Indent button. Your text should now be
indented by one Tab stop. Each time you click, the paragraph
is moved one tab stop.

Changing case of text

You can change the selected text into either UPPERCASE,

lowercase, Title case or tOGGLE cASE

Highlight the text. Select the Format menu option Choose

Change Case option. You will get the dialog box shown
below.

From the list of options select UPPERCASE to convert lower

case into uppercase
Indenting text with tabs

Type your name and address as you would at the head of a

letter, but aligned with the left margin e.g.

K.Manohar
H.No 10-334/3,

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 V.P. Nagar,
Malakpet,
Hyderabad.

Move the cursor to the start of each line and press the Tab
key. Just as with the right indent button, your text will move
right. How much it moves will depend on the tab settings,
which you can change in the Format, Tabs menu as shown
below.

Font Controlling

To get different character styles we can change Font type Click

on Format menu
Select Font option. You will get the following screen.

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 You can set Font type, Font Style and Font size and Color
of the selected text. Click OK button.

Note: The above options are also available on the Formatting

Toolbar

Font style Font Type Font size Color

Creating column wise documents

Open any word document file.

Click Format menu and click Columns option. You will get a screen
as shown below:

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 In the Presets tab, select Two option to get below screen.

Click OK button.
Your document will be converted to two-column document.
Spelling and Grammar Checking of word document

Open any word document.

Click Tools menu and then click Spelling and Grammar option. You
will get the below dialog box.
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 Note all words that appear red color in First box are spelling
mistakes. If you want to accept the suggested word, in the
second box click on Change. If not, click Ignore button. You can
also add a word to the dictionary by clicking on the Add button.

Continue this process until you get the dialog box, shown below:

Click OK button.
Save your work when the spell-check is complete, so that the
corrections are saved.
Printing document

Set Page Setup options

Click File menu

Select and click Page Setup option. You will get the following
screen.

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 Here you can set margins (top, bottom, right and left),
paper size, paper source and layout. Click OK button.

Creating Header and footer

You can create header and footer that include text or graphics.
For example, page numbers, the date, a company logo, the
document’s title or file name, the author’s name, and so on. You
can use the same header and footer throughout a document or
change the header and footer for part of the
document. For example, use a unique header or footer on the first
page, or leave the header or footer off the first page. You can also
use different headers and footers on odd and even pages or for
part of a document.

The Header and Footer tool bar is

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 To Create header or footer

Creating different footers or headers for even and odd pages

Preview document

Open any word document.

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 Click File menu and then click Print Preview option. You will get
a screen similar to this.

You won’t be able to read your text, as preview is just for

checking the layout. If you move the mouse pointer into the
page a tiny magnifying glass icon appears. If you click on
this, it magnifies the selected page.

Press PgDn to move through your document if it is more than

one page long.

If you need to make changes before printing, click the Close

button to return to your document

Print document.

Click File menu

Click Print option.
You will get a screen shown as below.

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 In the above figure you can set default Printer name or you can
select other printers from the drop down menu. You can set
which pages to print, how many copies to print, the page range
like ”1-3,5-7”, whether to print all pages and so on.
Before printing, make sure your printer is switched on, is loaded
with the appropriate paper [A4], and is on-line.
If you are satisfied with the layout of your document, click on
the Print icon on the toolbar to obtain a printout. You should see
a message on screen showing that your file is being prepared for
printing.
Click OK button.

Inserting pictures into the document

Inserting Clip arts

Click Insert menu, click picture and then click Clip Art. You will get
screen as shown below

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 Select the picture and then click Insert button. The selected
picture will be inserted at the cursor position.

Inserting WordArt

Click Insert menu, click picture and then click WordArt. You will
get a screen as shown below:

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 Select a WordArt Style format and then click OK button to get the
below screen.

Here enter your own text ( for example type Welcome)and then
click OK button.

Dragging Margins on the Ruler

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 Change to Page Layout view
Choose View Ruler, if the ruler is not visible
Point to transition area (where the grey area turns white) on
the ruler. The mouse pointer changes to double headed
arrow.
Drag the margin to the desired position using the mouse. Watch
the change in the Ruler's dimension as you drag.

Page Breaks

Page Breaks are the places in your document where one page
ends and a new page begins. Many things affect where page
breaks will occur. Factors include the size of your paper, Margin
setting, Paragraph Formats and section breaks. Page breaks
appear as dotted lines in Normal view.

Forcing Page Breaks

Move cursor to the place of the break.

Choose Insert Break

The Page Break dialogue box appears as below.

Click OK & the page break appears in the required position.

To insert page breaks press Ctrl+Enter. Page Break will be

inserted at the place of the cursor.
Drop Cap Feature

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 Select the Paragraph then Click Format menu and then Click
on Drop Cap then you will get a screen as shown below:

Now Select the required position for Drop Cap and click OK

Creating Tables

Tables are preferred when compared to using spacebar or tab for

alignment to give a table format, but Word has another excellent
feature for alignment called "Tables". This feature is used to create
financial reports, catalogues, accounts etc.

Tables consist of rows and columns. The text can be typed in

the cells. The size, shape and appearance of a cell are controllable
features. You can also convert a text to a table and a table back to
text. It also supports importing and exporting data onto a
spreadsheet.

To create a table using Insert Tables Button

Move the cursor to the place where you want to insert the table

Choose tables button from the Standard Toolbar

Drag the mouse to highlight the desired number of rows and

columns in the tables menu
Release the button. An empty table is inserted.

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 To create a table using table menu

Choose Insert table from Table Menu . You will find a dialog
box as shown below:

Now type the Number of Columns and rows as you require

and set column width Auto. So that the Column with will
be equal to the width of the text. Now click OK.

An empty table is inserted in the document. Now inserting rows,

columns, Deleting rows and widening the columns is very easy.

Insert Rows:

Place the cursor in the table, where rows are to be inserted

Choose Table and click Insert Rows option to insert rows in the
table

Delete Rows:

Select the Row which is to be deleted Click

Table and click Delete cells option.

In the same way you can do with columns also

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 Using Formulae in the table

Tables can be used to prepare financial statements. Different

functions can be used to calculate Column totals, Row totals,
Average , Count, Minimum and maximum of given values etc.

To use a formula in the table

Keep the mouse cursor at the place where the value has to
come
Click Table menu and then click Formula option.

You can see the following dialog box.

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 Then click OK button

If you don’t want the above function, then choose another from Paste
function drop down list.

Sort the Table

We can arrange the data in the table in some order i.e. By name, By
ID no, By basic etc.

To sort the table

Select the table by using menu Table -> Select table

Sort the table by using menu Table -> Sort options You
will find the following dialog box:

Now select the sort by field and click OK Numbering

Pages

Open any word document.

Click Insert menu and then click Page Numbers option.
You will get the screen as shown below:

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 By default the page number is placed at bottom right corner
within the page. You can change the position of the page
numbers by selecting other options like "top of the page,
center" from the Drop down List boxes.
Choose the Format button to review the other page
numbering options or choose OK button to set the changes
made in the Page Numbering dialog box.

Auto correct

AutoCorrect stores a list of common typographical errors and

their spellings. When you make an error, Word detects it and inserts
the correctly spelled version of the word. You can add words to the
AutoCorrect list, based on the mistakes you make.
Look at the AutoCorrect dialog box.

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 Note that tm within parenthesis is automatically replaced by ™ with
trademark symbol. To Add an AutoCorrect

Click Tools then click AutoCorrect, type the word in the place
provided for Replace and With Options then click Add and then
click OK. You can Delete an AutoCorrect option if you don't want
it.

AutoFormat

Use AutoFormat to reformat an entire document using a selected

document template as a basis for the changes. Templates are
supplied with Word, or you can create your own templates based on
a document in which styles are applied to text, headings, lists and
other text and graphic elements within the document. You can use
Format/Style Gallery to view and apply available style templates to
your document. Autoformat applies a style to every paragraph and
heading. It typically replaces indentations created with spaces or
tabs with paragraph indents, asterisks and dashes with bullets, and
so on.

Auto Text

The AutoText feature lets you store commonly used passages,

such as addresses, contract clauses, etc., and insert them whenever
needed with a click of your mouse to create an AutoText entry.

Select a graphic or text block such as your name and address in

your document.

Pick the Insert / AutoText menu selection: The Auto Text dialog
shown below
 Type a Short name in the Name box and click Add. To
use Stored Auto Text

Type the short name of your Auto text and Highlight it.
Click Insert/ AutoText from menu and then click Insert . The text
is inserted in place of the selected AutoText name.

To remove an AutoText item:

Pick Insert/AutoText to get the AutoText dialog box.

Pick an AutoText name and click Delete and Close
Password Protecting the document

Open any word document.

Click Tools menu and then click Options Click Security tab. You
will get screen as shown below.

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 In the Password to open text box, type your password (Ex:
type mahesh). Your password will appear as group of ***.
Click OK button. You will get the following screen.

Reenter the same password and then click OK button.

Close the document by clicking File and then clicking Close
option.
Open the same document by clicking File and then clicking
Open option.
You will get a screen as shown below.

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 If you type the same password as earlier (mahesh) then only
you can open the file.
Enter the password and then click OK button.
If you want to delete the password click Tools menu and then
click Options.
Delete the password in the Password to open text box. Click
OK button. Your document will be unprotected.

Thesaurus
The tools /Thesaurus menu selection gives you possible meanings
and synonyms for selected words in your documents. This helps
you be more precise in your writing. To use the Thesaurus,
position the cursor in front of a word or highlight it. And Right
Click and Then you will find a dropdown menu and select
synonyms option select Thesaurus menu as shown below .

Lists of possible meanings and synonyms are displayed. Pick a

desired word so that it is in the Replace with Synonym box and
click the Replace button to use it. Use the Look Up button to find
alternate meanings of a selected word in the Meanings box. Click

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 Cancel to exit the Thesaurus dialog box without accepting any of
the suggested changes.

Creating a Mail Merge document

Following are steps involved in creating a Mail Merge document.

Create a new data source and enter information Create

the main document
Insert fields into the main document.
Merge data source and main document.

Creating a new data source

This file is created basically to store the information like addresses

which is to be used to merge with the main document.

Open a New word document

Create a Table with following information :

First Name Last Name Add1 Add2 Add3

Bhaskar Rambha Banjara Hills Road No.3 Hyderabad
Ashok Reddy Kukatpally Main Road Hyderabad
Ravi Kumar Gandhi RTC X Roads
Hyderabad Nagar

Save the file as address.doc and close.

Creating the Main Document

From the Tools menu Letters and Mailing Mail Merge.

In the Main Document area of Mail Merge Helper window click

the Create button. Clicking on the down arrow opens the pull
down menu.

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 Select Letters. and under Step 1 of 6, Click on Next : Starting
document as shown in the above window (step 1).

You will get 3 options to select from the following window

· Use the Current Document ·

Start from a template.
· Start from Existing Document

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 Select the first option : Use the current document

Type the letter leaving sufficient space to place addresses later

Now click on Write Your letter link (step 3) Then

you will get following window.

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 Now Select an Existing Data Source i.e. the file address.doc
and Click on Open Button.

Then you will get following window.

Click Ok.

Then you will see the following screen

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 · To add recipient information to your letter Click on More items

After inserting fields your document may look like this :

and insert the fields wherever required.

Now see Step 4 of 6 and click on Next : Preview your letters

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 You can preview all the letters by clicking on Recipient
1..2.. so on

After Preview come to Step 5 of 6 and click on

Next : Complete merge

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 After completing the merge you may print letters or edit
them using the following options :

There are several options while printing letters. You may print all letters
or selectively. It is advisable to check the formatting and other details
of merged documents before sending them to printer.

***
 UNIT - 3

MS EXCEL

A spreadsheet is essentially a matrix of rows and columns.

Consider a sheet of paper on which horizontal and vertical lines are
drawn to yield a rectangular grid. The grid namely a cell, is the result of
the intersection of a row with a column. Such a structure is called a
Spreadsheet.

A spreadsheet package contains electronic equivalent of a pen, an

eraser and large sheet of paper with vertical and horizontal lines to give
rows and columns. The cursor position uniquely shown in dark mode
indicates where the pen is currently pointing. We can enter text or
numbers at any position on the worksheet. We can enter a formula in a
cell where we want to perform a calculation and results are to be
displayed. A powerful recalculation facility jumps into action each time
we update the cell contents with new data.
MS-Excel is the most powerful spreadsheet package brought by
Microsoft. The three main components of this package are

Starting Excel 2003

Switch on your computer and click on the Start button at the

bottom left of the screen.

Move the mouse pointer to Programs, then across to Microsoft

Excel, then click on Excel as shown in this screen.
When you open Excel a screen similar to this will appear
 The options shown below is called as Menu Bar

The collection of icons for common operations shown below

is called as Standard Tool Bar

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MS Excel Page 4 of 40
 The formula bar is the place in which you enter the
formula(=A3*B5)

The alphabets A,B… are known as columns

This is the name of the workbook. (Book1)

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 The rows are numbered as 1,2,3…

Sheet1,Sheet2, Sheet3 are known as worksheet tabs

How to use Help Menu

Click on Help, Contents and Index, then click on the Index tab.
The following screen will appear

Type the first few letters to see the help entries for those letters.

You can get the printout of any help topic by selecting it, right
clicking and then clicking Print Topic.

Workbook Management

Task 1: Creating a new workbook

Click on File menu and then click on New.

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 Click Workbook and then click OK button. You will get the screen
as shown below.

Enter data as shown in the figure below :

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Task 2: Saving Workbook

Click on File menu and then click save. You will get the below
screen

In the File name text box, type sample and then click Save button

Task 3: Opening an existing workbook

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 Click on the File menu and click on Open. The open dialog box will
appear

Click on some file (Example: sample.xls), then click on Open.

Task 4: Closing your workbook

Click on File menu, then click Close to close your workbook

Cursor Management

Task 1: Moving around the worksheet

Open sample.xls workbook.

Move the cursor in your worksheet by using the arrow keys on the
right-hand side of the keyboard.
When you have got lots of rows of data you can move the cursor
more quickly by using the PgUp and PgDn keys to move up and
down a screen at a time.
To move one screen to the right, press the Alt key and PgDn keys
together.
To move one screen to the left, press the Alt and PgUp keys
together.
To move further to the right, just keep pressing the right arrow
key
To move back to cell A1, press the Ctrl and Home keys together.

Pressing the Home key on its own takes you back to column A
To move to the last column(IV) press the Ctrl and right arrow
keys together.

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 To move to last cell containing data, press Ctrl and End keys
together.
To move to the last row(65,536), press Ctrl and the down arrow
keys together.
You can also move the cursor with the mouse. Move the mouse
pointer to the location you want. Press and release the left
mouse button once when the cursor is where you want it.

Task 2: Moving to a Specified cell

Click on the Edit menu, choose Go To. You will get the below
screen

Enter the destination cell reference in the Reference text box.

Click OK to move directly to the specified cell.

Data Manipulation

Task 1: Entering data

Start Excel. Click File and then New. An empty worksheet appears
as shown below

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 Type Expenditure in cell A1 then press down arrow key to move to
cell A2.

Type Month then press the down arrow key to move to cell A3

Continue to type the data. The resulting worksheet should appear

like the following screen.

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 Save your work by clicking File and then Save As. This dialog
box appears.

Type cash in the File Name text box and then click Save button.
Excel automatically adds the extension .xls to your file name.
Task 2: Editing data

Click File and then click Open.

Click cash.xls and then click Open.
Move the mouse pointer to cell D4, click and release. The cell is
highlighted and 18 appears in the formula bar.
Move the mouse pointer to the formula bar and click once to the
right of 18.

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 Use the Backspace key to delete 8,then type 4 and press Enter.
Cell D4 now contains the value 14.

Task 3: Replacing cell data

Make the cell B5 active by clicking on it.

Type 200 and press Enter. The cell B5 will now contain the value
200 replacing old value (150).

Task 4: Deleting cell contents

Move to cell C5 and click to select.

Press the Delete key.
The cell becomes blank.
Drop down the Edit menu and click Undo to reinstate the 145.
Excel 97 allows 16 levels of undo. You can use Undo and Redo
buttons also.

Task 5: Copying data

Open the cash spreadsheet.

Select the cells D3 to D5
Click Edit menu and then click Copy.
Select the cells F3 to F5.
Click Edit menu and then click Paste.
Now the cells D3 to D5 are copied into F3 to F5.

Task 6: Moving data

Open cash.xls spreadsheet.

Select the cells from B3 to B5.
Click Edit menu and then click Cut.
Select the cells G3 to G5.
Click Edit menu and then click Paste.

Task 7: Data Auto Fill

There is an easy method to fill the data in columns and rows. The
data may be Numeric or dates and text.

To fill Slno by using auto fill

Type Slno for 2 cells i.e 1,2 in the cells A1 and A2 respectively.
Select two cells and drag the Fill Handle

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 To fill dates in the cells
Type date in the cell
Select the cell and drag the Fill Handle

We can customize the lists with different text data to minimize the
redundancy of work.

Some of the lists are listed below:

Jan, Feb, Mar, Apr, May, June, July…. like months

Sunday, Monday, Tuesday, Wednesday, Thursday…Like week

days

Adilabad, Anatapur, Chittor, Cuddapah… like District names

Ravi, Kiran, Praveen, Rama…. like employees list

To create a customized list follow the steps given below:

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 Click Tools Menu ,Click Options then click Custom Lists tab, Then you
will find the figure given below:

Click NEW LIST and enter the list in the List entries window
Click Add button then click OK button then your list will be added to
the Custom Lists. That list you can use as and when required to
type.
Now you can Drag the fill handle (+ ) to get the list automatically.

Using Formulae and Functions

Task 1: Entering a formulae

Click File and then click New.

Enter the data in the new worksheet as shown below

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 Cell B6 should contain formula. Move the cell pointer to cell B6.
Type =B3+B5(formulae and functions should always begin with =
sign)
Cell B6 will now contain the value 350
Look at cell B6; you will see the result of the formula in the cell
B6 rather than formula.
Now repeat the appropriate formula for cell C6, D6.
Save your worksheet as cash3.xls.

Task 2: Editing Formulae

Move the cursor to the formula bar with the mouse, clicking once.
Make the desired changes.
When you have finished editing the formulae, press the Enter key
for the changes to take effect.
(OR)
Edit the contents by pressing F2 key on the keyboard

Task 3: Displaying and Printing formulae

Click Tools menu and then click Options. Click

View tab.
In Window options check Formulas check box. The below screen
appears.

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 Click OK button.
To print the worksheet with formulae displayed, click File menu
and click on Print Preview. If the layout is satisfactory, click on
the Print button.

Task 4: Using the SUM function

Open cash3.xls spreadsheet.

Suppose if you want the summation of the cells B3 to B5 should

appear in the cell B6, then first select the cells from B3 to B6.
Click the Auto Sum icon on the toolbar.
The result of (B3+B4+B5) will appear in the cell B6.

Task 4: Copying Formulae

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 Open cash3.xls spreadsheet.
If you want to copy the formula in the cell B6 to C6,D6,E6 then
first select the cell B6.
Move the cursor to the lower right corner of the cell B6. The cursor
will change to + icon.
Drag the cursor from B6 to E6 and release left mouse button.
You will notice that the cells C6, D6 and E6 are updated
immediately as shown below.

Task 5: Copying formulae using absolute addressing

Create the worksheet shown below and save ABS

If you copy the formula in the cell c2 to c3, c4, c5 you will get the
incorrect

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 result because the formula will change in the cell (C3)to B3*A10
but the value in the A10 is not defined. The reason is that we
are copying relative address but not absolute address. To use
absolute address move to c2 cell.

Edit the formula to =B2+($B$2*$A$9) and press Enter key. Copy

the formula to cells C3 to C5.

Formatting Spreadsheet
Task1: Increasing column width

Open an existing worksheet(For example cash3.xls)

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 Move the mouse pointer to the position(column B)shown below
in the column header. When the black cross appears, hold down
the left button and drag the mouse to the right to increase the
column width by the required amount.

Task 2: Decreasing column width

Open cash3.xls spreadsheet.

Move the mouse pointer to the column B. When the black cross
appears, hold down the left button and drag the mouse to the
left to reduce the cell width.

Task 3: Changing width of all cells in a spreadsheet

Open cash3.xls spreadsheet
Select the entire worksheet by clicking the Select All button (to
the left of A1 cell) at the top left corner of the worksheet. The
worksheet changes from white to black.

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 Click Format menu, click Column, then click Width

In the column width text box type 20, then click OK button. Your
worksheet cells should all increase in width.

You will get the below screen. You will notice that widths of all
columns are now changes to 20

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 .

Click the Undo button to revert to the previous cell width.

Task 3: Inserting Columns

Open cash.xls spreadsheet. Move

to cell B2 and click.
Click Insert menu, click Columns. You will get the below screen.

A blank column will be inserted before(to the left of column B)

Task 4: Deleting Column contents

Open cash.xls spreadsheet.

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 Move the mouse pointer to column E header and click to select
column E

Press Delete button. The column contents will be deleted. Click

Undo button to revert to the previous screen.

Task 5: Removing columns, rows, and cells completely

Select individual columns or rows or cells.

Click Edit menu and click Delete

Task 6: Inserting a row

When you insert a row, it is inserted above the current row, so if

you want to insert a new row above row 6(between rows 5 and
6), place the cursor on a cell in row 6 and Click
on the Insert menu.
Click Entire Rows insert a blank row between rows 5 and 6.

Task 7: Deleting row contents

Open cash.xls spreadsheet.

Move the mouse pointer to row 2 header and click to select the
row as shown below

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 Press Delete to remove the contents of row.
Click the Undo button to cancel the delete operation.

Task 7: Inserting cells

Open cash.xls spreadsheet.

Select cells B2 to D4 by moving the mouse pointer to cell B2,
holding down the left mouse button and dragging the mouse
pointer to cell D4, then releasing the left button. The cells should
be highlighted.

Click Insert menu and click Cells. This dialog box appears.
Click OK to shift the cell down.

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Task 8: Changing data justification

Open cash.xls spreadsheet.

Select the cell B2 as shown below.
Here the text “Jan” by default left justified. You can
modify alignment as right justified or center by clicking right
justify or center the text
within the cell by clicking respectively.

Task 9: Merge and Center data

Open cash.xls spreadsheet.

Select the cells A1 to H1 as shown below

Click Merge and Center button on the toolbar

You will get the below screen.

Task 10: Formatting cells

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 Create a new spreadsheet as shown below and save it as
“marks.xls”
Now you can format the cells in column C by selecting column C
by clicking on the column heading

Click Format menu and click on Cells. Click on Number.

Use the Down arrow in the Decimal Places to set to 0. Click OK.

Now repeat the formatting but this time format the cells to two
decimal places.
Again, repeating the formatting operation, but this time to four
decimal places.
Finally, format the cells to eight decimal places. This screen will
appear.

The #### symbols indicate that the cell is too narrow to display
the data in the chosen format. However, if you increase the cell

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 width sufficiently, the data will be displayed to eight decimal
places.
Increase the width column C until the data is displayed. Now
change the formatting back to two decimal places, and
reduce the column width to a suitable width.

Changing the data Orientation (Vertical, Horizontal etc.)

Excel offers three options that let you control the orientation of
the text within a cell. These are Text alignment, Text orientation,
and Text control.

Vertical text alignment can be any one of the following

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To display text vertically in a cell:

Choose Cells from the Format menu.

Click the Alignment Tab.
Specify the desired text orientation by selecting one of the
orientation boxes.
Select the Wrap text check box, if you want Excel to wrap the
text
Click OK

Here are some examples of the different alignment options

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 Select vertical list box and select top to align the data at the
top of the cell (Eg: cell A1)

The below figure shows you different Text control options.

Printing and layout Task 1:

Previewing a printout

Open cash.xls spreadsheet.

Click on the File menu and click on Print Preview. A screen similar
to this should appear.

Since the size of the text is very small, you can click on Zoom
button, it magnifies the worksheet. Clicking on Zoom second
time returns you to the original preview format.
Press PgDn to move through your worksheet if it is more than one
page long.
Before printing make sure that your printer is switched on, is
loaded with the appropriate paper, and is on-line.
If you are happy with the layout of your document, click on the

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 Print button to obtain a printout. You should see a message on
screen telling you that your file is being printer, and on which
paper.

Task 2: Printing landscape

To select landscape mode, click on the File menu, Page Setup this
screen will appear.
Click on the Landscape button.

Task 3: Fitting your worksheet to one page

In the above screen click on the Fit To: box and type: 1 page wide
by 1 page tall.
If you need to make changes to your worksheet before printing,
click on the Close button to return to your workbook.

Task 4: Adjusting margins

In the Page Setup dialog box, click the Margins tab and enter the
appropriate sizes(in inches or centimeters)

Task 5: Setting Header/Footer to your worksheet

From the Page Setup dialog box, click on the Header/Footer tab
to display the below screen.
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 In the Header box either you select a title from the drop down
menu or enter your own title. Similarly for Footer box also you
can set your own title. Click on OK.

Task 6: Printing selected cells

Open cash.xls spreadsheet.

Click on the row 2 button (or any other row containing data) to
highlight the entire row.
Click on File, Print Area, Set Print Area. The preview screen should
only display the selected cells. (Row 2).
If the preview is satisfactory, click the Print button to print out
only row 2.
Click on File, Print Area, Clear Print Area to reset the Print Area.

Creating charts and graphs

Task 1: Creating a Pie Chart

Open cash.xls spreadsheet.

Select the cells A1 to G5 as shown below

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 Click on Insert menu and click Chart option. This will start the
Office Assistant, to guide you through creating chart.

Follow the instructions in each step of the Wizard. The Assistant

explains each step.
At step 3, you can specify the Chart title, X-axis title and Y-axis
title separately.
At step 4, click As object in sheet 1, then click Finish.
Your chart is now finished. Save as cash4. Your chart is saved
with the spreadsheet. This type of chart is known as an
embedded chart and is saved with its worksheet.

Task 2: Creating charts when the data range is not continuous

Open cash4.xls
If your requirement is create a chart to show expenditure for
February, then first select cells A2 to A5.
Hold down the Ctrl key and, while holding it down, select cells C2
to C5. Your screen should be similar to this one.
Click on the Chart Wizard and create a column chart. Your screen
should look similar to this.
If your chart doesn’t appear to show any data, you probably
included some other cells, probably A1 and/or C1. If so, delete
your chart and re-select the correct range.

Task 3: Sizing a chart

¨ Open the cash3.xls created earlier. A screen similar to this one

should appear.

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 The small black markers at each corner and mid-way along
each side of the chart. These indicate that the chart is
selected, and are called its selection squares.
Click on the mid-point marker on the right-hand side, hold
down the left mouse button and drag the mouse to the right
about one inch(3cm), then release the mouse. The width of
the chart will have increased.
Now practice the same operation on the mid-point marker of
each of the other sides of the chart.
Now try the above, but this time on one of the four corner
markers. Note that when you use these techniques, the whole
chart changes in size, but it retains its original proportions.
Now use the same technique to reduce the size of the chart.

Task 4: Deleting Charts

Make sure the chart is selected(the small black markers

are visible). If not, move the mouse pointer into the chart
area and click and release the left mouse button once. Press
Delete to delete the chart.

Task 5: Moving charts and graphs

Make the chart active.

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 Move the mouse pointer into the chart area.
Hold down the left mouse button and drag the chart to the
desired position.

Task 6: Chart headings and labels

While creating charts the step3 asks for Chart heading, labels
for X-axis and Y-axis. You can define your own labels or click
Next button so that the default values can be accepted.

For example Chart title is Expenditure, X-axis label is months

and
Y-axis label is Sales
Task 7: Editing chart items

Create the chart as shown below and save it as cash4.xls.

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 Click the chart title(Expenditure). Selection markers(small black
squares) will appear around the selected item.
You can move or size the title in the same way that you can
move or size a chart. Click the title box and drag it up by about
one inch (3 cm), then release the mouse.
You can format the title by selecting it, then right clicking and
then selecting “Format Chart Title” from the drop down menu.
You will get the below screen.

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 You can select font type, font style and font size as shown above
Click OK.

Task 8: Adding text to a chart

Open cash3.xls worksheet.

Click View menu, click Toolbars, Drawing.
Click the Text box icon on the Drawing toolbar.

Draw a text box inside the chart area as shown below

Click inside the text box. A flashing text cursor will appear. Now
type Household Expenditure

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 You can use the same procedure for any other text that you want
to appear in charts.

Task 9: Adding a legend to a chart

Create a pie chart as shown below.

Display the Chart toolbar, by dropping down the view menu and
clicking Toolbars, Chart. In the above figure the legend is
already added.
Click inside the pie chart, then click once on the add or delete
legend button on the Chart toolbar. The legend will be added if
not already present and removed if it is currently present.

You can also add or delete a legend from the Chart, Chart options
menu

Task 10: Adding gridlines to a chart

Open cash3.xls worksheet and change chart type to Column chart.
Click Chart, Chart options to display this box.
Click the Gridlines tab and tick the gridlines boxes required.

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Task 11: Adding data labels to a chart

Open cash3 worksheet and change chart type to pie chart.

Dropdown the chart menu and click Chart options. Click on the
Data Labels tab.
Click on Show label and percent. Your screen should look similar to this.

***