INDEX

Unit Details Theory Practical Total

duration
1 MS - Word
1.1 Module 1: Introduction to MS-Office 1 0 1
1.2 Module 2: Introduction to MS-Word
1.3 Module 3: Word Screen Elements
 The Ribbon and Word Screen
 Quick Access Toolbar
 Navigating the Page 1
 Your First Document
 Formatting Fonts
 Basic Letter Layout
 Basic Cut, Copy, Paste 1 3
1.4 Module 4: Essential Formatting
Knowledge - The Home Ribbon
 Styles Gallery
 Format Painter 1
 Basic Paragraph Formats
 Bullets and Numbering
 Line Spacing
 The Find/Replace Function
1.5 Module 5: The View Ribbon
 Document Views
 Navigation Pane 1
 Show and Zoom Controls
 Use Multiple Windows
1.6 Module 6: Intermediate Formatting
Knowledge - The Insert Ribbon
 Inserting Page Breaks and Blank Pages 1 3
 Add a Cover Page
 Creating Tables
 Inserting Pictures and Clip Art 1
 Basic Use of Shapes
 Headers and Footers
 Word Art
 Symbols
1.7 Module 7: Essential Page Layout Ribbon
 Margins
 Paper Orientation and Size
1
  Using Columns
 Printing 1 1
1.8 Module 8: References Ribbon
 Table of Contents
 Update the Table of Contents
 Footnotes 3
 Using Captions
 Create an Index
1.9 Module 9: Custom Styles
 Create and Apply a Style
 Rename, Modify and Remove Styles 1
 Reveal Formatting
1.10 Module 10: Mailings Ribbon
 Using Mail Merge 1
 Customized Address Box
1.11 Module 11: Review Ribbon
 Proofing 1 3
 Track Changes 1
 Spelling and Grammar
 Dictionary and Thesaurus
2 MS- Excel

2.1 Module 12: Introduction to Excel

2.2 Module 13: Basic Tasks in Excel
 Create, Save, Print and Apply
 Templates to a Workbook
 Format Numbers in A worksheet 1 1 2
 Create an Excel Table, Formula and
Chart Your Data
 Filter and Sort Your Data
2.3 Module 14: Create Your First Spreadsheet
 Do Basic Math in Excel
 Create Column Titles 1
 Get More(Or Less) Columns, Rows,
Spreadsheets
2.4 Module 15: Create Formulas 1 3
 Formulas in Excel
 Cell References in Formulas
 The SUM and AVERAGE functions 1
 More about Cell References and
2
 Formulas
 More About Functions
2.5 Module 16: VLOOKUP: What it is and
When TO Use it
 What is VLOOKUP
 How and When to Use VLOOKUP 2 1 3
 Using More Than One Spreadsheet
with VLOOKUP
 Avoiding VLOOKUP Errors
2.6 Module 17: Sparklines- Use Tiny Charts to
Show Data Trends
 Introduction to Sparklines 1
 Line Sparklines
 Column Sparklines
 Win, Loss Sparklines 1 3
2.7 Module 18: Use Excel Table to Manage
Information 1
 Introduction to Tables
 Sort ,Filter and Remove Duplicates
2.8 Module 19: The IF Function
 Introduction to IF function 1 1 2
 Add or Multiply IF Results
 Using More Than One IF Function
2.9 Module 20: How to Create a Basic Chart in
Excel
 Introduction to Chart
 How Spreadsheet Data Appears in A 1 1 2
Chart
 Change the Chart View
 Add Chart Titles
 Changing the Look of Your Chart
 More Chart Types
2.10 Module 21: Save Time by Creating and
Running Macros
 Create and Run Macros
 Edit an existing Macro to Change What 1 1 2
it does
 Saving Macro in personal workbook
 Assigning a button to Macro
3 MS- PowerPoint Presentation

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3.1 Module 22: Introduction to PowerPoint
Presentation & Create Your First
PowerPoint Presentation
 Create Slides and Add Text
 Choose a layout insert a picture apply a 1
theme
 Create speaker notes to use when you 3
present
3.2 Module 23: Formatting Microsoft
PowerPoint Presentations
 Selecting a Slide Layout
 Adding Text
 Adding Text from a Text File or Word
Outline
 Editing Text
 Formatting Text
 Formatting Text as WordArt 1 1
 Creating Bulleted and Numbered Lists
 Ink Equation
 Formatting Text Placeholders
 Adding Slides to a Presentations
 Arranging Slides
3.3 Module 24: Add Photos to PowerPoint
 Insert a single photo
 Create a photo album
 Position Photos
 Styles and Effects
3.4 Module 25: Insert Video into A 1 1 2
Presentation
 Insert a video from a website
 Embed a video
 Size a video
 Playback options
3.5 Module 26: Broadcast A Presentation
 Introduction 1 1 2
 Start A Public Broadcast
 Start An Internal Broadcast
3.6 Module 27: Charts and SmartArt In
PowerPoint
 Visualize Text with SmartArt

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  Insert New SmartArt
 Add Text and Shapes to SmartArt 1
 SmartArt Examples
 Visualize Data
 Insert A Column Chart 1 3
 Customize A Chart
3.7 Module 28: Animations and Transitions
 Getting Started with Animations
 Animate Text Charts and Shapes
 Apply an Animation to All Slides 1
 Add Transitions
 Animation Timing
 Change Order and Effects
 Animation With Motion Paths
Total 25 15 40
Duration

5
 MS Word

1.1 Introduction to MS- Office

 Microsoft Office or Ms- Office is software which was developed by Microsoft in
1990.
 MS- Office helps to simplify basic office tasks and even helps in improving the
work productivity.
 Each and every application is designed to address a specific task like word
processing, data management, making presentation and even much more.
Why there is need to learn MS- Office
 It is proving to be very useful tool that is widely used in various sectors like in
office, industries, schools and even in home to organize, manage and present
information.
 It helps to become more productive and confident.
 It is used in most administrative positions regardless of industry.

MS Office Applications & its Functions

Currently Ms Office 2016 this updated version is being used in entire world and all its
applications are widely used for professional and personal purposes. In following topics,
we will see different applications of Ms- Office.

1. Ms- Word
 Ms- Word was first released on October 25th ,1983.
 The extension for Ms- Word doc file is “.doc”.
 Ms- Word is mostly useful in creating text documents.
 With this even template can be created for professional use with the help of MS-
Word.
 Animations, images, colors and work art can be added along with the text in the
same field which is downloadable in form of a document.

2. MS Excel
 Microsoft Excel or Ms- Excel is majorly used for making spreadsheets
 This excel spreadsheet consists of grids in the form of rows and columns which is
easy to manage and can be used as a replacement for paper
 It is a data processing application.
 Large data can easily be managed and saved in tabular format using MS Excel.
 Calculations can be done based on the large amount of data entered into the cells
of a spreadsheet within seconds

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  File extension, when saved in the computer, is “.xls”

3. MS PowerPoint
 Ms- PowerPoint was released on April 20, 1987
 It is used to create audiovisual presentations.
 The extension for power point presentations is “.ppt”.
 Each slide may contain audio, video, graphics, text, bullet numbering, tables etc.
 Using PowerPoint, presentations can be made more in an interactive way.

4. MS Access
 MS Access was released on November 13, 1992
 It is Database Management Software (DBMS)
 In MS Access table, queries, forms and reports can be created
 Data import and export into other formats can be done
 The file extension is “.accdb”

5. MS Outlook
 Ms Outlook was released on January 16, 1997
 It is used as personal information management system
 It can be used both as a single-user application or multi-user software
 Its functions also include task managing, calendaring, contact managing, journal
logging and web browsing
 Ms Outlook is the email client of the Office Suite
 The file extension for an Outlook file is “.pst”

6. MS OneNote
 Ms OneNote was released on November 19, 2003
 It is working as a note-taking application.
 This notes may include images, text, tables, etc.
 The extension for OneNote files is “.one”

Microsoft Office Versions

When Ms Office suite was first released, it was entirely designed for the usage in
computer systems but later with time the Office suite got elaborated for use in Laptops,
Tablets and Mobile phones.

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1.2 Introduction to MS- Word
 Nowadays MS Word is considered to be the most popular word processing software.
 It was initially considered to be essentially a computerized version of the standard
typewriter.
 However, the computer adds features which whomsoever may never dreamed of
having like spell check, the ability to save and store documents, copy and paste
functions, the ability to add images and shapes to documents, and many more.
 An electronic document that is created by Ms Word can be delivered in seconds when
it is attached to an email.
 Accuracy and faster typing are the benefits of using Ms Word.
 In short It is word processing software.
 Ms Word performs various tasks such as it use to create, edit, print, and share
professional-looking documents such as applications, forms, templates, business
cards, letters, paper, reports, and booklets.
 Ms Word is a word processing application that runs on a personal desktop, laptop or
mobile computing device.

1.3 Word Screen

Introduction to Ribbon in Word
 The Ribbon which was introduced by Microsoft in Microsoft Office 2007 is a
user interface element.
 It is located below the Quick Access Toolbar and the Title Bar.
 Ribbon comprises of seven tabs; Home, Insert, Page layout, References, Mailing,
Review and View.

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  Each tab has specific groups of related commands.

The Word Screen

Review the labeled items in the images below, then refer to the tables to see what
everything does.

A. Title Bar: Displays the name of the current file.

B. Quick Access Toolbar: Contains common commands such as Save and Undo. It
can be customized to include many common commands.
C. AutoSave Switch: If the current document is saved to a cloud storage location, like
OneDrive or SharePoint, user can toggle whether changes are automatically saved.
D. Display Options: This option guides where user can change how much of the ribbon
is displayed; minimize, maximize or restore the Word window; or close Word
altogether.

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E. Ribbon: In this options are grouped into tabs. In this user will find all the options
that is needed to make a document stellar.
F. Tell Me Search Box: This allows user to search for the commands by typing out
keywords.
G. Microsoft Account User Info: When user gets logged in with Microsoft account,
user name appears here.
H. Document Window: This is where user sees document, where user edits and
formats the text.
I. Rulers: When the ruler option is turned on, they appear at the top and left of the
document.
J. Scroll Bars: Scroll Bars are use to move up and down or left and right in a
document.
K. Status Bar and Views: This option shows summary information like number of
pages and words in the document.
L. Zoom Slider: This is use to zoom slider to change how big the document appears.

Quick Access Toolbar

 Quick Access Toolbar lies next to the Microsoft Office Button.
 It is a customizable toolbar that comes with a set of independent commands.
 It gives you quick access to commonly used commands such as Save, Undo,
Redo, etc.

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  When user clicks the drop-down arrow next to toolbar it offers more commands.
 With a left click you can add any of these commands to Quick Access Toolbar.
 You can also remove the commands added to the tool bar.
 The indent, spacing values, individual styles and other features that appear on the
ribbon cannot be added to quick access toolbar.
 The following image is showing the menu of quick access toolbar.

How to Show the Navigation Pane in Word?

 The Navigation pane in Word lets you quickly search or navigate through your
document.
 To show the Navigation pane in Word, click the “View” tab in the Ribbon.
 For all document views other than “Read Mode,” then check the “Navigation
Pane” checkbox in the “Show” button group.

 The Navigation pane in Word 2007 is called the Document Map.

 To open the Document Map, click View > Document Map.

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Creating first document
1. A blank document, which looks like a white sheet of paper and takes up most of
the window.
2. In the document, look for the cursor, which tells you where the content you type
will appear on the page.

Fix spelling and grammar as you type

1. By default, Word automatically checks your document for spelling and
grammar errors. These errors are indicated by colored wavy lines.
2. Red underline: This Red underline indicates either a possible spelling error or
that Word doesn’t recognize a word, such as a proper name or place.

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  The blue line indicates a contextual spelling error.
 A contextual spelling error is when an incorrect spelling of a word is chosen. For
example, if you write Deer Mr. Singh at the beginning of a letter, deer is a
contextual spelling error because dear should have been used. Deer is spelled
correctly, but it is used incorrectly in this letter.

 The green line indicates a grammatical error.

Add formatting to your text

Let’s make the text bold.
 The second tab, the Home tab, should be selected.
 Each tab has several groups of commands.
 On the Home tab, look for the Font group, where user will see buttons and
commands that perform a specific action on your document.
 For example, the Bold button makes the text bold, or you can change the font
color and size of text with the Font Color and Font Size buttons.

13
  You can make most changes to text from the Font group, but formatting text this
way is handy when you want to change the format of just a few characters or
words.
 However, there’s a way to make all the changes we just did with just one
command, by using styles.
 The Paragraph and Styles groups, on the Home tab.

Change page margins

 Page margins are the blank spaces around the edges of the page. There is a 1-
inch (2.54 cm) page margin at the top, bottom, left, and right sides of the page.
 This is the most common margin width; which user might use for most of their
documents.
 But if you want different margins, user should know how to change them, which
user can at any time.
 You also use the ribbon to change margins, except you work from the Page
Layout tab.
 First, you click it to select it, and then, in the Page Setup group, user
click Margins.
 You’ll see different margin sizes, shown in little pictures (icons), along with the
measurements for each of the margins.

 The first margin in the list is Normal, the current margin.

14
  To get narrower margins, you would click Narrow.
 If you want the left and right margins to be much wider, click Wide.
 When you click the margin type that you want, your entire
document automatically changes to the margin type you selected.

 When you choose a margin, the icon for the margin you chose gets a different
colour background.
 If you click the Margins button again, that background colour tells you which
margin size has been set for your document.
 The first margin in the list is Normal, the current margin.
 To get narrower margins, you would click Narrow.
 If you want the left and right margins to be much wider, click Wide.
 When you click the margin type that you want, your entire
document automatically changes to the margin type you selected.
 When you choose a margin, the icon for the margin you chose gets a different
colour background.
 If you click the Margins button again, that background colour tells you which
margin size has been set for your document.

Save, print and close a new document

a. Save a new document
 On the ribbon, you click the first tab, the File
tab.
 This opens a large window called the
Backstage, a place where you take care of a lot
of things, such as saving you document and
printing it.
 In the left column, you click Save. A smaller
window, called a dialog box, opens.

 You use this box to tell Word where you want

to store the document on your computer, and
what you want to call it.
 After you save your document, and you
continue to type, you should save your work as
you go.
b. Print and close a new document
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 Need to print? When you’re ready to print, click again the File tab (the first tab).
 In the left column, you click the Print command.
 A large window opens, and you click the Print button, of course, you’ll need to
have a printer hooked up to your computer.
 When you are through with the document and have saved your work, close the
file.
 Click the File tab, and in the left column click Close.

Use formatting marks

 To see formatting marks, go to the ribbon, at the top of the window.
 On the Home tab, in the Paragraph group, click the Show/Hide button.
 Click the button again to hide formatting marks.

 Word inserts a paragraph mark each time you press ENTER to start a new
paragraph.
 In the picture, there are two paragraph marks between the two paragraphs, which
means that ENTER was pressed twice.
 This creates extra space between paragraphs.

Move text around in the document

 What if you need to move some text around in the document?
 You don’t need to delete it and type it again where you want it. Instead, just
use Cut and Paste.
 Select the sentence you want to move, as shown in the picture.
 On the ribbon, on the Home tab, click Cut.

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  Move the cursor to the end of the paragraph, where you want the sentence to
appear (after the dot formatting mark).
 On the Home tab, in the Clipboard group, click Paste.

Undo
 You’ve moved the sentence, but now that you look at it, you’re not happy with
the change.
 Fortunately, you don’t have to go through the entire cut-and-paste process again
to move the sentence back to its original place.
 Instead, use Undo.
 On the Quick Access Toolbar at the very top of the window, click
the Undo button.
 This will undo the last action you took, which in this case was pasting the
sentence in the new location.
 Click the Undo button again to undo the previous action, which in this case was
cutting the sentence from its original location.
 Now your sentence is back in its original location.

Home tab – Font Group

1. Grow Font: increase the font size.
2. Shrink Font: decrease the font size.
3. Clear Formatting Clear all the formatting from the selected text and leaving only
the plain text.

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4. Underline style Specifies whether selected text is underlined and the underline
style. Click none to remove underlining.
5. Underline color Specifies the color of the underline. This option remains
unavailable until you apply an underline style.
6. Strikethrough Draws a line through the selected text.

7. Subscript: Lowers the selected text below the baseline and changes the selected
text to a smaller font size, if a smaller size is available.
8. Superscript: Raises the selected text above the baseline and changes the selected
text to a smaller font size, if a smaller size is available.
9. Change Case change all the selected text to uppercase, lowercase or other
capitalization.

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Formatting Fonts
 Formatting text in Microsoft Word involves tasks like bolding the text, italicizing
it, and changing the font and size.
 The commands to perform all of these formatting tasks are found on the Home tab
in the Font group.

To change the font size:

 Select the text you want to modify.
 Click the drop-down arrow next to the Font Size box on the Home tab. A drop-
down menu appears.
 Select the desired font size from the menu. Alternatively, you can type the value
you want and then press Enter on your keyboard.

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To change the font color:
 Select the text you want to modify.
 Click the Font Color drop-down arrow on the Home tab. The Font Color menu
appears.
 Move the mouse pointer over the various font colors.
 Select the font color you want to use. The font color will change in the document.

To highlight text:
 From the Home tab, click the Text Highlight Color drop-down arrow.
The Highlight Color menu appears.
 Select the desired highlight color.
 Select the text you want to modify. It will then be highlighted.
 To switch back to the normal cursor, click the Text Highlight Color command.

To use the bold, italic, and underline commands:

 Select the text you want to modify.
 Click the Bold, Italic, or Underline command in the Font group on the Home tab.

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To change text case:
 Select the text you want to modify.
 Click the Change Case command in the Font group on the Home tab.
 Select the desired case option from the list.

Introduction to Templates
 A template is a predesigned document you can use to create new documents.
 With a template, many of the more important document design decisions such as
margin size, font style and size, and spacing are predetermined.

To insert a template:
 Click the Microsoft Office button.
 Select New. The New Document dialog box appears.
 Select Installed Templates to choose a template on your computer.
 Review the available templates.
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  Left-click a template to select it.
 Click Create, and the template opens in a new window.

To insert text into a template :

 Click near the text you want to replace. The text will appear highlighted, and a
template tag will appear.
 Enter text. The placeholder text will disappear.

1.4 Essential Formatting Knowledge - The Home Ribbon

1.4.1 Styles Gallery

 In Microsoft Office Word, styles are reusable sets of formatting options that user
can apply to text.
 For example, suppose user wants the headings in their document to appear in
bold and in a particular color and font size.
 Although user can manually set each formatting option individually for each
header, it is much easier to use a style that applies all of these options at once.

1. How to add a style to the Quick Styles gallery?

 First, display the Styles pane.
 Now user can see the Styles pane. Scroll down the list to find the style you want
to change.

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  If user can't see their style, then click Options. In the 'Select styles to show' list,
choose "All Styles" and click OK. Now, you should see your style in the Styles
pane.
 Within the Styles pane, right-click the name of user style and choose 'Add to
Quick Style Gallery'.

2. How to remove a style from the Quick Styles gallery

 In the Quick Styles gallery, right-click the thumbnail for a style and then choose
"Remove from Quick Style Gallery".

3. How to change the order of styles in the Quick Styles gallery

 Display the Styles pane, as you did above.
 At the bottom of the Styles pane, click the 'Manage Styles' button. That opens the
Manage Styles dialog box
 In the Manage Styles dialog, click the Recommend tab.
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  Find the style you want to change. If necessary, use the 'Sort order' box to display
the list alphabetically.
 Click the name of the style you want to add to the Quick Styles gallery.
 Click the 'Assign value' button and give it a number. Anything from 1 to 99. Try,
say, 4. This determines the display position in the Quick Styles gallery.

1.4.2 Format Painter

 Use the Format Painter on the Home tab to quickly apply the same formatting,
such as color, font style and size, and border style, to multiple pieces of text or
graphics.
 Select the text or graphic that has the formatting that you want to copy.
 On the Home tab, click Format Painter.
 Use the brush to paint over a selection of text or graphics to apply the formatting.
 To stop formatting, press ESC.

1.4.3 Basic Paragraph Formats

 Paragraph formatting lets user control the appearance if individual paragraphs.
For example, user can change the alignment of text from left to center or the
spacing between lines form single to double.
 User can indent paragraphs, number them, or add borders and shading to them.
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 Paragraph formatting is applied to an entire paragraph.
 All formatting for a paragraph is stored in the paragraph mark and carried to the
next paragraph when you press the Enter key.
1. Paragraph Alignment
 Paragraph alignment determines how the lines in a paragraph appear in relation to
the left and right margins.
 The margin is the blank space between the edge of the paper and where the text.

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

2. Line Spacing
 Line space is the amount of vertical space between lines of text in a paragraph.
 Line spacing is typically based on the height of the characters, but you can
change it to a specific value.
 For example, some paragraphs may be single spaced and some double-spaced.
Single-spacing is Word’s default setting.

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3. Paragraph Spacing
 Paragraph space is the amount of space above or below a paragraph.
 Instead of pressing Enter multiple times to increase space between paragraphs,
you can set a specific amount of space before or after paragraphs.

4. Paragraph Indents
 An indent increases the distance between the side of a paragraph and the left or
right margin.
 Indented paragraphs appear to have different margin settings. Word provides a
variety of indents to emphasize paragraphs in a document.

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1.4.4 Bullets and numbering
 Word lets user make two types of lists: bulleted and numbered. Bulleted and
numbered lists help to simplify steps or items to readers.
 A bullet is usually a black circle, but it can be any other symbol used to highlight
items in a list.
 Numbers—or letters—are used when information must be in a certain order.

 User can view the type of bullets and numbers available to user by opening
the Bullets and Numbering dialog box.
 Select the text user wants to turn into a list.
 Click Format on the menu bar.
 Select Bullets and Numbering. The Bullets and Numbering dialog
box appears.
 Click the Bulleted tab to view bullet options, and click the Numbered tab to
view number options.
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  Select the type of bullets or numbers you want, and click OK.

1.4.5 Find and Replace

 When users are working with longer documents, it can be difficult and time
consuming to locate a specific word or phrase.
 Word can automatically search users document using the Find feature, and it allows
you to quickly change words or phrases using Replace.
a. To find text
 From the Home tab, click the Find command.
 The navigation pane will appear on the left side of the screen.
 Type the text you want to find in the field
 If the text is found in the document, it will be highlighted in yellow and
a preview of the results will appear

b. To replace text
 From the Home tab, click the Replace command.
 The Find and Replace dialog box will appear.
 Type the text you want to find in the Find what: field.

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  Type the text you want to replace it with in the Replace with: field. Then
click Find Next.
 Word will find the first instance of the text and highlight it in gray.
 Review the text to make sure you want to replace it.
 If you want to replace it, you can click Replace to change individual instances of
text.

1.5 The View Ribbon

1.5.1 Document Views

 Ms- Word gives user five different views of a document, and each has its own
advantages over the others.
 They are Print Layout, Full Screen Reading, Web Layout, Outline and Draft and
you can guess what purpose some of them serve just by their names. There are two
ways of changing the view user have of a document.

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 User can click the View tab and then choose a particular view from the Document
Views tab, or user can use the view buttons next to the zoom slider in the bottom
right of the work space.
a. Print Layout View
 This is the default view you'll find yourself in when opening a document.
 This view is best used when your document will contain things like images,
headers, and footers, columns, etc.
 Each of these components will be visible.
 In this view you can see how the document will print according to its page breaks.

b. Full Screen Reading View

 Full Screen Reading view is optimized for reading a document on the computer
screen.
 In Full Screen Reading view, you also have the option of seeing the document as
it would appear on a printed page.
 You should view the document in full screen reading view to maximize the space
available for reading or commenting on the document.

c. Web Layout View

 Use web layout view to view the document as it would look like as a web page.
 In this view you can see the background, text is wrapped to fit the window, and
images appear as they would online.

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 d. Outline View
 Using outline view, you can view the document as an outline and show the
outlining tools.
 This is useful if you are moving sections of your document, or creating an
outline.

e. Draft View
 Use draft view to view the document as a draft, to enable you to quickly edit the
text.
 Certain elements of the document, such as headers and footers, will not be visible
in this view.

1.5.2 Navigation Pane/ Document Map

 To go to a page or a heading in a Word document without scrolling, use the
Navigation pane.

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 To open the Document Map, click View > Document Map.

1. Browse by headings
 If user have applied heading styles to the headings in the body of users document,
those headings appear in the Document Map.
 The Document Map doesn’t display headings that are in tables, text boxes, or
headers or footers.

2. Browse by page
 Click the arrow next to Document Map, and then click Thumbnails.
 Then click a thumbnail image to go to that page.

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1.5.3 Zoom Controls
 The View tab contains controls that let you change magnification with the click of a
button.
 The One Page command zooms out so that you can see the entire page on the screen.
 The Two Pages command zooms out and shows two pages on the screen at one time.

1.5.4 To view your document in two windows simultaneously:

 From the VIEW tab in the Window group, click New Window.
 To view the two windows side by side, click View Side by Side.
 Changes you make in either window will also appear in the other window.
 To get back to one window, simply close one of the windows.

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1.6 Intermediate Formatting Knowledge - The Insert Ribbon

1.6.1 Inserting Blank Page and Page Break

Insert Blank Pages
Following are the simple steps to insert blank page in a word document.
Step 1 − Bring your insertion point immediately before the text where you want to
insert a blank page.
Step 2 − Click the Insert tab, and click the Blank Page button available in the Pages
group.

Word inserts a new blank page and moves all the text after the page break onto a new
page.

1.6.2 Add a Cover Page

 A Word cover page introduces the document with a title, an image or both,
providing relevant information about the document.
 For example, a periodic report on business development may open with a cover
page that includes company logo.
 On the Insert tab, in the Pages group, click Cover Page.
 Click a cover page layout from the gallery of options.
 After you insert a cover page, you can replace the sample text with your own text
by clicking to select an area of the cover page, such as the title, and typing your
text.
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1.6.3 Creating Tables
 A table is a grid of cells arranged in rows and columns.
 Tables are useful for various tasks such as presenting text information and
numerical data.
 In Word, you can create
a blank table, convert
text to a table, and apply a
variety
of styles and formats to
existing tables.
1. To insert a blank table:
2. Place your insertion point
where you want the table to
appear, then select the
Insert tab.
3. Click the Table command.
4. A drop-down menu containing a grid of squares will appear. Hover the mouse over
the grid to select the number of columns and rows in the table.
5. Click the mouse, and the table will appear in the document.

35
6. User can now place the insertion point anywhere in the table to add text.
a. To add a row or column:
1. Place the mouse near
the location where you
want to add a row or
column, then click the
plus sign that
appears.
2. A new row or column
will appear in the table.

b. Alternative to add a row or column:

 Alternatively, you can right-click the table, then hover the mouse over Insert to
see various row and column options.

36
c. To apply a table style:
 Click anywhere on the table, then click the Design tab on the right side of the
Ribbon.
 Locate the Table Styles group, then click the More drop-down arrow to see all
available table styles.
 Select the desired style.
 The selected table style will appear.

37
d. To add borders to a table:
 Select the cells you want to add a border to.

 From the Design tab, select the desired Line Style, Line Weight, and Pen Color.

 Click the Borders drop-down arrow.

 Select the desired border type from the menu that appears.

38
  The border will appear around the selected cells.

1.6.4 Inserting clip art and pictures

 Images are a great way to liven up a document, and Word offers a few methods
to insert them.
 There are built-in clip art images for just about every topic, so you may be able
to find a perfect clip art image for your document.
 If you have a more specific image in mind, you can insert a picture from a file.
a. To insert clip art:
 Review the results from a clip art search.
 Place your insertion point in the document where you want to insert the clip art.
 Click an image in the Clip Art pane. It will appear in the document.

b. To insert a picture from a file:

 Place your insertion point where you want the image to appear.
 Select the Insert tab.
 Click the Picture command in the Illustrations group. The Insert Picture dialog
box appears.

39
 Select the desired image file, then click Insert to add it to your document.

c. To wrap text around an image:

 Select the image. The Format tab will appear.
 Click the Format tab.
 Click the Wrap Text command in the Arrange group.
 Select the desired menu option. The text will adjust based on the option you have
selected.

d. To use a predefined text wrapping setting:

 Click the Position command to the left of the Wrap Text command. A drop-
down menu will appear.
 From the drop-down menu, select the desired image position.
 The image will move to the position you have selected, and it will automatically
have text wrapping applied to it.

40
1.6.5 Basic Use of Shapes
 The text in a shape can be formatted using WordArt styles and text fill, outline,
and effects tools.
 This enables you to create shapes with text entries that are eye-catching and
serves an informational purpose in your document.

a. To insert a shape:
 Select the Insert tab.
 Click the Shapes command.
 Select a shape from the drop-down menu.
 Click and drag the mouse until the shape is the desired size.
 Release the mouse button.

b. To change to a different shape:

 Select the shape. A new Format tab appears with Drawing Tools.
 Click the Format tab.

 Click the Edit Shape command.

41
 Click Change Shape to display a drop-down list.

 Select the desired shape from the list.

c. To change the shape fill color:

 Select the shape. The Format tab appears.
 Select the Format tab.
 Click the Shape Fill command to display a drop-down list.
 Select the desired color from the list, choose No Fill, or choose More Fill
Colors to choose a custom color.

42
 d. To change shadow effects:
 Select the Format tab.
 Click the Shape Effects command.
 A drop-down menu will appear.
 Hover your mouse over Shadow.
 Click the desired shadow effect to add it to your shape.

1.6. 6 Headers and footers

 User can make your document look professional and polished by utilizing the
header and footer sections.
 The header is a section of the document that appears in the top margin, while
the footer is a section of the document that appears in the bottom margin.
 Headers and footers generally contain information such as the page number, date,
and document name.
 Headers and footers can help keep longer documents organized and make them
easier to read.

a. To insert a header or footer:

 Select the Insert tab.
 Click either the Header or Footer command. A drop-down menu will appear.
 From the drop-down menu, select Blank to insert a blank header or footer, or
choose one of the built-in options.

43
 The Design tab will appear on the Ribbon, and the header or footer will appear in
the document.
 Type the desired information into the header or footer.
 When you're finished, click Close Header and Footer in the Design tab, or hit
the Esc key.

b. To insert page numbers into a new header or footer:

 From the Insert tab, click Page Number. A drop-down menu will appear.
 Select the desired page number style, and it will appear in your document.

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1.6.7 Word Art
 Word Art is designed to allow use make users text more attractive; user can format
their text to make it look like a picture and enhance its appearance in different
ways.

a. Creating WordArt
 WordArt can be added to your document using a button on the Insert command
tab.
 From the Insert command tab, in the Text group, click WORDART The WordArt
Gallery dialog box appears.
 From the WordArt Gallery, select the desired style.
 The Edit WordArt Text dialog box appears.
 In the Text ,text box, type your text
 To format your text, from the Font or Size pull-down lists, make the desired
selections
 To change the font style, click BOLD or ITALIC
 Click OK

1.6.8 Symbols
 Special characters are symbols that do not appear on a keyboard; but once inserted,
they look the same as keyboard characters.
 A symbol is a mark, sign, or word that indicates, signifies, or is understood as
representing an idea, object, or relationship.
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To insert a symbol:
 From the Insert tab, click Symbol.
 Choose the symbol that user want from the drop-down list.
 If the symbol is not in the list, click More Symbols.
 In the font box, choose the font you are using, click the symbol user wants to
insert, and select Insert.

b. To insert a special character:

 From the Insert tab, click Symbol.
 Click More Symbols.
 Select the Special Characters tab.
 Choose the character you want to insert, and select Insert.

46
1.7 Essential Page Layout Ribbon
1.7.1 Margins
 Margins are the blanks areas of space around the edge of your Word document.
 Although text and other objects are usually inserted into the printable area within
the margins, some items can actually be positioned in the margins (for example,
page numbers, headers and footers.).
 Microsoft Word offers you the facility to use default margin settings or to define
your own margins.
How to apply margins :
1. Select the Page Layout tab
2. In Page Setup group click the Margins command
3. A list of Margins appears
4. Select the desired Margin with a left click

 To customize Margins, select 'Custom Margins'.

 It displays a 'Page Setup' dialog box. Enter the desired margin size and click Ok.

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1.7.2 Paper Orientation and Size
 Word offers a variety of page layout and formatting options that affect how
content appears on the page.
 You can customize the page orientation, paper size, and page margins depending
on how you want your document to appear.
a. Page orientation
 Word offers two-page orientation options: landscape and portrait.
 Landscape means the page is oriented horizontally.
 Portrait means the page is oriented vertically.

b. To change page orientation:

 Select the Layout tab.
 Click the Orientation command in the Page Setup group.

48
 A drop-down menu will appear. Click either Portrait or Landscape to change
the page orientation.
 The page orientation of the document will be changed.

c. Page size
To change the page size:
Word has a variety of predefined page sizes to choose from.
1. Select the Layout tab, then click the Size command.

2. A drop-down menu will appear. The current page size is highlighted. Click the
desired predefined page size.

3. The page size of the document will be changed.

d. To use a custom page size:

 Word also allows you to customize the page size in the Page Setup dialog box.
1. From the Layout tab, click Size. Select More Paper Sizes from the drop-down
menu.

49
 2. The Page Setup dialog box will appear.
3. Adjust the values for each margin, then click OK.
4. The margins of the document will be changed.

1.7 .3 Using Columns

 Sometimes the information you include in your document is best displayed
in columns.
 Not only can columns help improve readability, but some types of documents—
like newspaper articles, newsletters, and flyers—are often written in column
format.
 Word also allows you to adjust your columns by adding column breaks.
a. To add columns to a document:
1. Select the text you want to format.

50
2. Select the Page Layout tab, then click the Columns command.
3. A drop-down menu will appear.

4. The text will format into columns.

b. Adding column breaks

1. Place the insertion point at the beginning of the text you want to move.

51
 2. Select the Page Layout tab, then click the Breaks command. A drop-down menu
will appear.
3. Select Column from the menu.

4. The text will move to the beginning of the column. In our example, it moved to
the beginning of the next column.

1.7.4 Print
 If you've ever used Microsoft Word, there's a good chance you've needed to print a
document.

52
 1. Use Print Preview
 Before you print anything, you'll want to preview it. Just go to File > Print to see
a preview of your document.
 From here, you'll also be able to adjust different page layout and printing settings,
such as the page orientation, paper size, and margin width.
 Any changes you make will be updated in the preview pane as well.

2. Print double-sided
 Double-sided printing is another great way to save paper.
 Double-siding printing options can vary, depending on your printer.
 Go to File > Print and select the menu just below the Pages.
 Select Manually Print on Both Sides, then print your document. One side of the
page will be printed, and you'll then need to reload the page into the printer to print
the other side.

53
1.8 : References Ribbon

1.8.1 Table of Contents

 A table of contents is just like the list of chapters at the beginning of a book.
 It lists each section in the document and the page number where that section
begins. A really basic table of contents might look like this:

a. Insert the table of contents

 Navigate to the References tab on the Ribbon, then click the Table of
Contents command.
 Select a built-in table from the menu that appears, and the table of contents will
appear in your document.

1.8.2 Update as needed

 If you edit or add to your document, it's easy to update the table of contents.

54
 Just select the table of contents, click Update Table, and choose Update Entire
Table in the dialog box that appears.
 The table of contents will then update to reflect any changes.

1.8.3 What Are Footnotes and Endnotes?

 Footnotes and endnotes are both ways of adding extra bits of information to your
writing outside of the main text.
 You can use footnotes and endnotes to add side comments to your work.
 The only difference between footnotes and endnotes is where they appear in your
document.

a. Insert Footnotes and Endnotes

 Click to “References” tab on Word’s Ribbon.
 The second group on this tab contains the footnote and endnote features we want.

 To add a footnote, place your insertion point in your text where you want the
footnote to appear, and then click the “Insert Footnote” button.

55
 Word adds a small superscript number where you placed the insertion point.

 Footnotes appear at the bottom of the page beneath a short horizontal line.
 Each time you add a footnote on this page, another number will be added to the
list.

 You can also quickly tab between footnotes in both the main text and the footnote
list at the bottom of the page by clicking the “Next Footnote” button in the
navigation bar.

 Or, click the dropdown menu arrow on the “Next Footnote” button to select a
different navigation option.

 The steps for inserting endnotes are essentially the same.

 Place your insertion point where you’d to annotate, and then click the “Insert
Endnote” button on the “References” tab of Word’s Ribbon.

56
1.8.3 Using Captions
 You can add captions to figures, equations, or other objects.
 A caption is a numbered label, such as "Figure 1", that you can add to a figure, a
table, an equation, or another object.

a. Adding Captions
 Select the object (table, equation, figure, or another object) that you want to add a
caption to.
 On the References tab, in the Captions group, click Insert Caption.

 In the Label list, select the label that best describes the object, such as a figure or
equation.
 If the list doesn't provide the label you want, click New Label, type the new
label in the Label box, and then click OK.

57
  Type any text, including punctuation, that you want to appear after the label.

 Click OK.

1.8.5 Create an Index

 An index lists the terms and topics that are discussed in a document, along with
the pages that they appear on.
 To create an index, you mark the index entries by providing the name of the main
entry and the cross-reference in your document, and then you build the index.
a. Mark the entries
 Select the text you’d like to use as an index entry, or just click where you want to
insert the entry.
 On the References tab, in the Index group, click Mark Entry.

58
 You can edit the text in the Mark Index Entry dialog box.

 You can add a second-level in the Subentry box. If you need a third level, follow
the subentry text with a colon.
 To create a cross-reference to another entry, click Cross-
reference under Options, and then type the text for the other entry in the box.
 To format the page numbers that will appear in the index, select the Bold check
box or Italic check box below Page number format.
 Click Mark to mark the index entry. To mark this text everywhere it shows up in
the document, click Mark All.
 After you mark the entries, you’re ready to insert the index into your document.
 Click where you want to add the index.
 On the References tab, in the Index group, click Insert Index.

 In the Index dialog box, you can choose the format for text entries, page
numbers, tabs, and leader characters.

59
  You can change the overall look of the index by choosing from the
Formats dropdown menu.
 A preview is displayed in the window to the top left.
 Click OK.

1.9 Custom Styles

1.9.1 Create and Apply a Style

 User can use styles to quickly apply a set of formatting choices consistently
throughout your document.
 If user wants formatting choices that are not available from the built-in styles and
themes available in Word, user can modify an existing style and customize it to
suit your needs.
 User can change the formatting (such as font size, color, and text indentation) in
styles applied to titles, headings, paragraphs, lists, and so on.
In latest version
 Right-click the text on which you want to base a new style.
 In the mini toolbar that appears, click Styles, and then click Create a Style.
 In the Create New Style from Formatting dialog box, give your style a name
and click OK.
 Users new style will now appear in the Styles gallery.

60
In 2007-2010
 Right-click the text on which you want to base a new style, point to Styles, and
then click Save Selection as a New Quick Style.
 In the Create New Style from Formatting dialog box, give your style a name
and click OK.

1.9.2 Modify and Remove Styles

a. Modify a style manually in latest version
 On the Home tab, right-click any style in the Styles gallery and click Modify.

Modifying style in 2007-2010

 Right-click the text on which you want to base a new style, point to Styles, and
then click Save Selection as a New Quick Style.

61
  Click on Modify tab

 In the Formatting section, make any formatting changes you want, such as font
style, size, or color, alignment, line spacing, or indentation.

b. Remove a style from the Styles gallery

In latest version
 On the Home tab, in the Styles group, right-click the style that you want to
remove from the gallery.
 Click Remove from Style gallery on the shortcut menu.

In 2007-2010 version
 On the Home tab, in the Styles group, right-click the style that you want to
remove from the gallery.
 Click Remove from Quick Styles gallery on the shortcut menu.

1.9.3 Reveal Formatting

 When working with styles in Word, you may need to reveal formatting in Word
document text.

62
  The “Reveal Formatting” pane lets you reveal formatting in Word documents.
 This pane lets you see the details of text formatting in Word. You can also use it
to compare formatting in Word.
How to Open the Reveal Formatting Pane in Word
 To open the “Reveal Formatting” pane in Word, first select the text for which to
see the formatting. Then open the “Styles” pane.
 To open the “Styles” pane in Word, click the “Home” tab in the Ribbon.
 Then click the “Styles” task pane launcher button in the lower-right corner of the
“Styles” button group.

 Then open the “Style Inspector” pane.

 To open the “Style Inspector” pane in Word, click the “Style Inspector” button at
the bottom of the “Styles” pane.
 In the “Style Inspector” pane, click the “Reveal Formatting” button to open the
“Reveal Formatting” pane.
 Alternatively, to more quickly open the “Reveal Formatting” pane in Word,
select the text to inspect. Then press the “Shift” + “F1” keys on your keyboard.

63
 1.10 Mailings Ribbon

1.10.1 Using Mail Merge

 Mail Merge is a useful tool that will allow you to easily produce multiple letters,
labels, envelopes, and more using information stored in a list, database, or
spreadsheet.

a. To use Mail Merge:

 Select the Mailings on the Ribbon.
 Select the Start Mail Merge command.
 Select Step by Step Mail Merge Wizard.

Steps 1-3
Choose the type of document you want to create. In this example, select Letters.
1. Click Next: Starting document to move to Step 2.
2. Select Use the current document.
3. Click Next: Select recipients to move to Step 3.
4. Select the Type a new list button.
5. Click Create to create a data source.

b. Customize Address Box

 The New Address List dialog box appears. Click Customize in the dialog box.
 The Customize Address List dialog box appears.
 Select any field you do not need, and click Delete.
 Click Yes to confirm that you want to delete the field.
 Continue to delete any unnecessary fields.
64
  Click Add. The Add Field dialog box appears.
 Enter the new field name.
 Click OK.
 Continue to add any fields necessary.
 Click OK to close the Customize Address List dialog box.
 Enter the necessary data in the New Address List dialog box.
 Click New Entry to enter another record.
 Click Close when you have entered all of your data records.
 Enter the file name you want to save the data list as.
 Choose the location where you want to save the file.
 Click Save. The Mail Merge Recipients dialog box appears and displays all of the
data records in the list.
 Confirm that the data list is correct, and click OK.
 Click Next: Write your letter to move to Step 4.
Steps 4-6
Write a letter in the current Word document, or use an open existing document.
To insert recipient data from the list:
 Place the insertion point in the document where you want the information to
appear.
 Select Address block, Greeting line, or Electronic postage from the task pane. A
dialog box with options will appear based on your selection.

65
 1.11 Review Ribbon

1.11.1 Proofing Tools

 If user is writing a document that needs to be free of all errors and polished to
perfection, then MS Word has a number of proofing tools available.
 The tools will enable user to correct as user go--or once the document is complete,
you can utilize each of these tools to create a clean document and ensure everything
is correct.
1.11.2 Track Changes
 Track Changes enables you to make edits and corrections in a document while
tracking the changes.
 Afterward, you--or the person to whom you send the document--can accept or
reject the changes, write or respond to in-document comments and check that all
formatting and editing is correct.

1.11.3 Spelling and Grammar Checker

 The spelling and grammar checker tool will search the entire document for
spelling and grammar errors.
 User have the option to ignore or accept the corrections and choose from a list of
other suggested words and grammar styles.

1.11.4 Dictionary and Thesaurus

 MS Word comes with a built-in dictionary and thesaurus.

66
  Alternatively, you can highlight or right-click on a word you would like to check.
You also have the option of downloading dictionaries and thesauruses in other
languages from the Microsoft website.

Check Your Knowledge!

1. Which of the following best describes the Ribbon?
a. A feature that can translate text into any language
b. A toolbar with various commands
c. A slider that you can use to zoom the document
d. A cable that connects your computer to a printer

Ans : b. A toolbar with various commands

2. Which methods can you use to move text from one part of the document to
another? Select all that apply.
a. Press the Print Screen key on your keyboard
b. Cut and paste the text
c. Go to Backstage view and click the Move button
d. Select the text, then click and drag it to another location

Ans: b. Cut and paste the text

d. Select the text, then click and drag it to another location

3. In this image, "Calibri" is a .

67
 a. color
b. theme
c. username
d. font

Ans: d. font

4. Word's Spelling and Grammar check is always 100% accurate.

a. True
b. False

Ans: b. False

5. Suppose you made an error while creating your document. You used the word
“maroon” instead of “burgundy” in several places. What is the quickest way for you
to correct your mistake?
a. Use the Find and Replace feature
b. Use the Spelling and Grammar feature
c. Insert SmartArt
d. Delete all of the text and start over
Ans: a. Use the Find and Replace feature
6. Which page orientation is used in this image?

a. Footer
b. Employment
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 c. Portrait
d. Landscape

Ans: c. Portrait

7. If you are printing multiple copies of a document and want the pages to be
sorted 1, 2, 3, 1, 2, 3, which option would you use?

a. Export
b. Uncollated
c. Collated
d. Portrait Orientation

Ans: c. Collated

8. Suppose you've created a bulleted list, but the bullets are too close to the text.
What is the best way to fix this?
a. Change the page orientation
b. Press the Tab key to indent the text
c. Adjust the indent markers on the Ruler
d. Press the Caps Lock key on your keyboard

Ans: c. Adjust the indent markers on the Ruler

9. What is the main advantage of using a text box?

a. It gives you more freedom to move the text around
b. It automatically makes the text larger
c. It automatically appears on every page of your document
d. It allows you to change the page orientation

Ans: a It gives you more freedom to move the text around

10. If you want to add text to the top of every page in your document, which
feature would you use?
a. Header
b. Footer
c. Backstage view
d. Page layout

Ans: a. Header

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 MS-Word Module Assessment
Challenge No 1. !
a. Open an existing Word document.
b. Type the following sentences at the beginning of the document:
1. I really enjoy learning an computers and about new skillz.
2. I like to take tutorials were I can learn independently.
c. Correct the spelling errors in the sentences.
d. Correct the grammar mistake that appears in one of the sentences.
e. Use the Spelling & Grammar command to check the remainder of the
document.
Challenge No. 2!
a. Create a new document using a template.
b. Enter text into the template.

Challenge No. 3!
a. Open an existing Word document.
b. Select a sentence.
c. Copy and paste the sentence from one location in the document to another.
d. Select another sentence.
e. Select the entire document.
f. Change the font style, size, and color.

Challenge No.4!
a. Use the text given and apply format painter option from the clipboard.
b. Find the word “incredible” highlight it and replace it with “beautiful”.
c. In the text given use Bullets or Numbering to highlight the text and to make it look
in proper sequence.
Challenge No 5!
a. Create a new Word document.
b. Insert a clip art image.
c. Insert a picture from a file into the document.
d. Resize the picture.
e. Change the text wrapping setting to In Front of Text.

Challenge No 6!
a. Create a new Word document.
b. Insert a shape.
c. Change the shape to a different shape.
d. Change the fill color.
e. Change the outline color.
f. Try various shadow effects.
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g. Try various 3D effects.

Challenge No.7!
a. Change the page orientation to Portrait.
b. Change the page size to Legal. If Legal size is not available, you can choose
another size such as A5.
c. Change the margins to the Narrow setting.

Challenge No.8!

a. Add column to the given practice sentence.

b. Add column break

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 Unit 2
MS Excel

2.1 Introduction to Excel

 Microsoft Excel is a general-purpose electronic spreadsheet used to organize,
calculate, and analyze data.
 Microsoft developed a competing spreadsheet, and the first version of Excel was
released in 1985 for Apple Inc.'s Macintosh computer.
 File extension, when saved in the computer, is “.xls”
 It is an electronic spreadsheet program that can be used for storing, organizing
and manipulating data.
 It features calculation, graphing tools, pivot tables and a macro programming
language.
 It is a very widely applied spreadsheet
 Excel is a convenient program because it allows user to create large spreadsheets,
reference information, and it allows for better storage of information.
 Microsoft excel consists of workbooks. Within each workbook, there is an infinite
number of worksheets.
 Each worksheet contains Columns and Rows.
 Where a column and a row intersect is called a cell. For e.g. cell D5 is located
where column D and row 5 meet

Features of Excel
 It allows organization, tabulation, search, and exploration of data of large sizes.
 It allows the design of professionally looking charts 3-D effects, shadowing,
transparency.
 Data can be filtered and sorted.
 Formatting of spreadsheet allows changing the font color, and font style.

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  Based on the values entered in different cells in the spreadsheet, formulas can be
defined, which automatically perform calculation.

Applications of Excel
 To mange name list of data records.
 To perform mathematical calculation easily in daily business.
 Inventory management
 Create forms and consolidate results
 Analytical tools
 Corporate budgeting.

Starting Excel

2.2 Basic Tasks in Excel

 New-to open new workbook. (ctrl+n)
 Open-to open existing document (ctrl+o)
 Save-to save a document. (ctrl+s)
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  Save as-to save copy document. (f12)
 Print-to print a document. (ctrl+p)
 Prepare-to prepare document for distribution.
 Send-to send a copy of document to other people.
 Publish-to distribute document to other people.
 Close-to close a document (ctrl+w).

Templates to a Workbook
Apply Templates to a Workbook
 A template is a predesigned spreadsheet you can use to create new spreadsheets
with the same formatting and predefined formulas.
 With templates, you don't need to know how to do the math, or even how to write
formulas—these are already integrated into the spreadsheet.
To create new workbooks using templates on your computer:
 Open Excel.
 Click the Microsoft Office button.

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  Click Installed Templates. Thumbnail images of the templates that are installed
on your computer appear in the center of the dialog box.

 Select a template from the center area of the dialog box. A slightly larger image
of the template appears on the right side of the dialog box.

Formatting in Excel
What are number formats?
 Whenever user is working with a spreadsheet, it's a good idea to use
appropriate number formats for your data.
 Number formats tell your spreadsheet exactly what type of data you're using, like
percentages (%), currency ($), times, dates, and so on.
Applying number formats

1. Go to the Home tab, click the Number Format drop-down menu in

the Number group, and select the desired format.

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 2. Click one of the quick number-formatting commands below the drop-down
menu.

Create an Excel Table, Formula and Chart Your Data

Create an Excel Table
After your data is organized, as described above, you're ready to create the formatted
Table.
1. Select a cell in the list of data that you prepared.
2. On the Ribbon, click the Insert tab.

3. In the Tables group, click the Table command.

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4. In the Create Table dialog box, the range for your data should automatically appear,
and the My table has headers option is checked. If necessary, you can adjust the range,
and check box.
5. Click OK to accept these settings.

To create a formula:
1. Select the cell that will contain the formula. In our example, we'll select
cell D12.

2. Type the equals sign (=). Notice how it appears in both the cell and
the formula bar.

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 3. Type the cell address of the cell you want to reference first in the formula: cell
D10 in our example. A blue border will appear around the referenced cell.

4. Type the mathematical operator you want to use. In our example, we'll
type the addition sign (+).
5. Type the cell address of the cell you want to reference second in the
formula: cell D11 in our example. A red border will appear around the
referenced cell.

6. Press Enter on your keyboard. The formula will be calculated, and

the value will be displayed in the cell. If user selects the cell again, notice that the
cell displays the result, while the formula bar displays the formula.

Chart data in excel

• Select the data for which you want to create a chart.
• Click INSERT > Recommended Charts.
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 • On the Recommended Charts tab, scroll through the list of charts that Excel
recommends for your data, and click any chart to see how your data will look.
• If you don’t see a chart you like, click All Charts to see all the available chart
types.
• When you find the chart you like, click it > OK.

Filter and Sort Your Data

 Sorting lists is a common spreadsheet task that allows you to easily reorder your
data.
To sort in alphabetical order:
 Select a cell in the column you want to sort (In this example, we choose a cell in
column A).
 Click the Sort & Filter command in the Editing group on the Home tab.
 Select Sort A to Z. Now the information in the Category column is organized in
alphabetical order.

To sort multiple levels:

 Click the Sort & Filter command in the Editing group on the Home tab.
 Select Custom Sort from the list to open the dialog box.
OR
 Select the Data tab.
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  Locate the Sort and Filter group.
 Click the Sort command to open the Custom Sort dialog box. From here, you can
sort by one item or multiple items.

To filter data
 Click the Filter command on the Data Tab. Drop-down arrows will appear
beside each column heading.

 Click the drop-down arrow next to the heading you would like to filter. For
example, if you would like to only view data regarding Flavors, click the drop-
down arrow next to Category.

To clear one filter:

 Select one of the drop-down arrows next to a filtered column.
 Choose Clear Filter From...

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2.3 Create Your First Spreadsheet

2.3.1 Do Basic Math in Excel

 Instead of using a calculator, use Microsoft Excel to do the math!
 You can enter simple formulas to add, divide, multiply, and subtract two or more
numeric values. Or use the AutoSum feature to quickly total a series of values
without entering them manually in a formula.
 All formula entries begin with an equal sign (=).

2.3.2 Use AutoSum

 The easiest way to add a SUM formula to your worksheet is to use AutoSum.
 Select an empty cell directly above or below the range that you want to sum, and
on the Home or Formula tabs of the ribbon, click AutoSum > Sum

2.3.3 Create Column Titles

 In Microsoft Excel, the column headers are named A, B, C, and so on by default.
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  Some users want to change the names of the column headers to something more
meaningful
 Unfortunately, Excel does not allow the header names to be changed.
 If you want to have meaningful column header names, you can do the following.
1. Click in the first row of the worksheet and insert a new row above that first
row.
2. In the inserted row, enter the preferred name for each column.
3. To make the row of column names more noticeable, you could increase the
text size, make the text bold, or add background color to the cells in that row.

2.3.4 Get More (Or Less) Columns, Rows, Spreadsheets

2.3.4.1 To modify column width

 However, the mouse over the line between two columns. The cursor will turn into
a double arrow.
 Click and drag the column border to the right to increase column width.
Dragging the border to the left will decrease column width.

2.3.4.2 To autosize a column's width:

 The autosizing feature will allow you to set a column's width to fit its
content automatically.
 However the mouse over the line between two columns. The cursor will turn into
a double arrow.
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  Double-click the mouse.

 The column's width will be changed to fit the content.

2.3.4.3 To modify row height:

 You can make cells taller by modifying the row height. Changing the row height
will create additional space in a cell.
 However, the mouse over the line between two rows. The cursor will turn into
a double arrow.

2.3.4.4 To modify all rows or columns:

 Rather than resizing rows and columns individually, you can modify the height and
width of every row and column in a spreadsheet at the same time using the
Select All button.
 This method allows you to set a uniform size for the spreadsheet's rows and
columns.

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2.4 Create Formulas

2.4.1 Formulas in Excel

• In Microsoft Excel formulas begins with an equal sign. The equal sign tells Excel
that the succeeding characters constitute a formula.
• If user doesn’t enter the equal sign, Excel will treat users’ entry as text and the
calculation will fail.

2.4.2 Cell References in Formulas

There are two types of cell references: relative and absolute. Functionalities of
Relative and absolute references behave differently when copied and paste to other cells.
a. Relative references change when a formula is copied to another cell.
b. An absolute reference remains same, no matter where ever they are copied.

2.4.2.1 Relative references

To create and copy a formula using relative references:
In the following example, if user wants to create a formula that will multiply each item's
price by the quantity. Instead of creating a new formula for each row, user can create a
single formula in cell D4 and then copy it to the other rows. We'll use relative references
so the formula calculates the total for each item correctly.

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1. Select the cell that will contain the formula. In our example, we'll select cell D4.

2. Enter the formula to calculate the desired value. In this example, type =B4*C4.

3. Once pressed enter key the formula will be calculated, and the result will be
displayed in the cell.
4. Locate the fill handle in the bottom-right corner of the desired cell. In our
example, we'll locate the fill handle for cell D4.

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5. Click and drag the fill handle over the cells user wants to fill. In this example, select
cells D5:D13.

6. The formula will be copied to the selected cells with relative references, displaying
the result in each cell

2.4.2.2 Absolute references

To create and copy a formula using absolute references:

In the below example, user will use cell E2 to calculate the sales tax for each item
in column D. User will need to make $E$2 an absolute reference to make sure the
reference to the tax rate stays constant, even when the formula is copied and filled to
other cells.
1. Select the cell that will contain the formula. In this example, cell D4 is selected.

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2. Enter the formula to calculate the desired value. In this example, we’ll type
=(B4*C4)*$E$2, making $E$2 an absolute reference.

3. After entering the Enter keyword. The formula will calculate, and the result will
display in the cell.
4. Locate the fill handle in the bottom-right corner of the desired cell. In this example,
fill handle is located for cell D4.

5. Click and drag the fill handle over the cells user wants to fill. In this its cell
D5:D13.

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6. The formula will be copied to the selected cells with an absolute reference, and the
values will be calculated in each cell once mouse key is released.

The SUM and AVERAGE functions

What is the SUM Function?
 In MS Excel SUM function adds all numbers in a range of cells and returns the
result.
 The SUM function is a built-in function in Excel that is categorized as
a Math/Trigonometric Function.

Syntax
The syntax for the SUM function in Microsoft Excel is:
SUM( number1, [number2, ... number_n] )
OR
SUM ( cell1:cell2, [cell3:cell4], ... )

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How to use the SUM Function in Excel?

Example 1
Suppose we are given the following data:

User wishes to find out the total sales for the first six months. The formula to be used is:

We get the result below:

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What is Average Function?
 AVERAGE function in Ms-Excel is categorized under Excel Statistical functions.
 It will calculate the average value of a given series of numbers in Excel.
 Arithmetic mean of a given set of arguments in Excel is calculated with average
function.
Formula
=AVERAGE(number1, [number2], …)
How to use AVERAGE Function in Excel?
To understand the uses of the AVERAGE function, let us consider below example:
Suppose following data is given:

To find out the top 3 scores in the above data set. The formula to use will be:

We get the result below:

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More About Functions
• In Excel functions are pre -defined formulas.
• Functions differ from regular formulas in that, after the equal sign, user supply
the cell addresses but not the arithmetic operators.
• Functions can be used to perform simple or complex calculations.
• Functions perform calculations by using specific values, called arguments, in a
particular order called syntax.
 Use an equal sign to begin the function.
 Specify the function name.
 Enclose all of the function’s arguments within parentheses.
 Use a comma to separate the function’s individual arguments.

Common functions
Let's look at some of the most commonly used functions in ms excel formulas.

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Numeric Functions

String Function

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Date Time Functions

These functions are used to manipulate date values. The following table shows some of
the common date functions.

2.5 VLOOKUP: What it is and When TO Use it

What is VLOOKUP?
 The VLOOKUP function is one of the most popular functions in Excel.
 The VLOOKUP function performs a vertical lookup by searching for a value in
the first column of a table and returning the value in the same row in the index
number position.
 The VLOOKUP function is a built-in function in Excel that is categorized as
a Lookup/Reference Function. It can be used as a worksheet function (WS) in
Excel.
 The syntax for the VLOOKUP function in Microsoft Excel is:
VLOOKUP(value, table, index_number, [approximate_match] )
Parameters or Arguments
1. Value: The value to search for in the first column of the table.
2. Table: Two or more columns of data that is sorted in ascending order.
3. index number: The column number in table from which the matching value must
be returned. The first column is 1
4. approximate match: Optional. Enter FALSE to find an exact match. Enter TRUE
to find an approximate match. If this parameter is omitted, TRUE is the default.

Example (as Worksheet Function)

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1. First Parameter
 The first parameter in the VLOOKUP function is the value to search for in the table
of data.

 In this example, the first parameter is 10251. This is the value that the VLOOKUP
will search for in the first column of the table of data because it is a numeric value,
user can just enter the number.
 But if the search value was text, user would need to put it in double quotes.

2. Second Parameter
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 The second parameter in the VLOOKUP function is the table or the source of data
where the vertical lookup should be performed.

 In this example, the second parameter is A1:B6 which gives two columns to data
to use in the vertical lookup - A1:A6 and B1:B6.
 The first column in the range (A1:A6) is used to search for the Order value of
10251. The second column in the range (B1:B6) contains the value to return which
is the Product value.

3. Third Parameter
 The third parameter is the position number in the table where the return data can
be found. A value of 1 indicates the first column in the table. The second column
is 2, and so on.

 In this example, the third parameter is 2. This means that the second column in
the table is where we will find the value to return.
 Since the table range is set to A1:B6, the return value will be in the second
column somewhere in the range B1:B6.
4. Fourth Parameter

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  Finally, and most importantly is the fourth or last parameter in the VLOOKUP.
This parameter determines whether users looking for an exact match or
approximate match.

 In this example, the fourth parameter is FALSE. A parameter of FALSE means

that VLOOKUP is looking for an EXACT match for the value of 10251.
 A parameter of TRUE means that a "close" match will be returned. Since the
VLOOKUP is able to find the value of 10251 in the range A1:A6, it returns the
corresponding value from B1:B6 which is Pears.

Using More Than One Spreadsheet with VLOOKUP

 In general, we will get data in multiple worksheets, and having all the information
in the single sheets itself is not possible in 99% of the cases.
 When the data scattered to different worksheets, it is not that easy to move
between sheets and pull the data from different sheets.
 When we are pulling the data, VLOOKUP is vital, you don’t have to try to fetch
the data from one worksheet to another.
 However, in VLOOKUP it is easy to fetch the data from different sheets.
Below is an example of how to use VLOOKUP with different sheets on excel.

Look at the below data in excel.

There are two tables, “Data Table” and “Result Table.”

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 In “Data Table, there are the values, and in “Result Table,” user has only Employee
Name, so based on this, we need to fetch other details like “DOJ, Dept, and Salary.”
 To fetch DOJ, open the VLOOKUP function in the G3 cell.

 The first argument is Lookup Value, so our lookup value is Employee Name, so
select F3 cell.

 Table Array will be the “Data Table” range from A3 to D11.

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 Once user has selected the Table Array, make it an absolute reference by
pressing the F4 key.

 Next up is the col index num, so from the table array selection column number
will be 2nd column, so mention the same.

 Next is Range Lookup. We have two options, i.e., TRUE or FALSE. Since we
need an exact match to give the criteria as FALSE or 0

 Ok, now it’s done. Close the bracket and hit the enter key to get the result.
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 User has got DOJ, copy the formula and paste to the next cell. This time user need not
apply the formula again. User just needs to change the column index number from 2
to 3.

 Similarly, for the “Salary” column, change the column number to 4.

Avoiding VLOOKUP Errors

 One limitation when using VLOOKUP is that it can easily return the wrong data
when the information in the table array gets rearranged.

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  Adding or deleting a column can mess up user’s data because VLOOKUP uses
the column number when it formulates its answer.
 The error which we get is #N/A error.

2.6 Sparklines- Use Tiny Charts to Show Data Trends

2.6.1 Introduction To Sparklines

Sparkline in Excel is a small graph which is used to represent a series of data. Sparkline
fits into a single cell, apart from a well-fledged chart. It is an instant chart that prepares
for a range of values. Three different data visualizations available in Excel Sparkline are:

1. Line
2. Column
3. Win/Loss

Sparklines in Excel is used to showcase the data trend for a while.

2.6.2 Types of Sparklines

From the Insert menu, select the type of Sparkline you want. It offers three types of
Sparklines in Excel.

1. Line Sparkline: Line Sparkline in Excel will be in the form of lines, and high values
will indicate fluctuations in height difference.
2. Column Sparkline: Column Sparkline in Excel will be in the form of column chart
or bar chart. Each bar shows each value.
3. Win/Loss Sparkline: It is mainly used to show negative values like ups and downs
on the floated costs.

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How to insert Sparklines in Excel?
Consider the following demo data: Status of some pending stock for different years is
below. To make a quick analysis, let's make a Sparkline for each year.

Step 1) Select the next column to 'June' and insert Sparkline from insert menu. Select
anyone from the three types of Sparkline.

Step 2) A selection window will appear to select the range of cells for which the
Sparkline should insert.

By clicking the arrow near data range box, a range of cells can be chosen.

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Step 3) Select the first row of the data for the year 2011 in 'Data Range' text box. The
range will show as B2: G2

Step 4) Another range selection indicates where you want to insert the Sparkline. Give
the address of the cell you need the Sparkline.

Step 5) Once you set the 'Data Range' and 'Location Range' press 'OK' button.

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Step 6) Now Sparkline is created for the selected data, and it gets inserted in the
selected cell H3.

2.7 Use Excel Table to Manage Information

2.7.1 Introduction to Tables

 Tables allows user to analyze user’s data in Excel quickly and easily. Learn how to
insert, sort and filter a table, and how to display a total row at the end of a table.

Insert a Table
To insert a table, execute the following steps.
1. Click any single cell inside the data set.

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

3. Excel automatically selects the data for user. Check “My table has headers’ and
click on OK.

4. After releasing the key, the result appears as below:

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2.7.2 Sort, Filter and Remove Duplicates
1. Sort
To sort by Last Name first and Sales second, execute the following steps.
1. Click the arrow next to Sales and click Sort Smallest to Largest.
2. Click the arrow next to Last Name and click Sort A to Z.

2. Filter a Table
To filter a table, execute the following steps.
1. Click the arrow next to Country and only check USA.

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3. Find and remove duplicates
 Sometimes duplicate data is useful, sometimes it just makes it harder to understand
user’s data. Use conditional formatting to find and highlight duplicate data.
 That way you can review the duplicates and decide if user wants to remove them.
1. Select the cells you want to check for duplicates.
2. Click Home > Conditional Formatting > Highlight Cells Rules > Duplicate
Values.

3. In the box next to values with, pick the formatting you want to apply to the
duplicate values, and then click OK.

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Remove duplicate values
 When you use the Remove Duplicates feature, the duplicate data will be
permanently deleted.
 Select the range of cells that has duplicate values you want to remove.
 Click Data > Remove Duplicates, and then Under Columns, check or uncheck
the columns where you want to remove the duplicates.

 So unchecked January in the Remove Duplicate box.

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  Click on OK option.

2.8 The IF Function

2.8.1 Introduction to IF function

 The use of IF function is to check whether a condition is met, and returns one value
if true and another value if false
 The function IF runs a logical test and returns one value for a TRUE result, and
another for a FALSE result.
 It allows user to make logical comparisons between value and what the user
expects so the IF function is considered to be one of the most popular functions in
Excel.
 IF statement can have two results the first states the user’s comparison is True and
the second comparison is False.

Syntax
The syntax for the IF function in Microsoft Excel is:
IF ( condition, value_if_true, [value_if_false] )
Parameters or Arguments
 Condition : The value that you want to test.
 value_if_true : It is the value that is returned if condition evaluates to TRUE.
 value_if_falseOptional: It is the value that is returned if condition evaluates to
FALSE.

Returns
 The IF function returns value_if_true when the condition is TRUE.
 The IF function returns value_if_false when the condition is FALSE.
 The IF function returns FALSE if the value_if_false parameter is omitted and the
condition is FALSE.
When using the IF function to construct a test, we can use the following logical
operators:
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  = (equal to)
 > (greater than)
 >= (greater than or equal to)
 < (less than)
 <= (less than or equal to)
 <> (not equal to)

2.8.2 Add or Multiply IF Results

 How to use Excel IF function with multiple conditions?
 IF function should embed an AND or OR function in the logical test,
respectively.
1. AND function: If user logical test contains the AND function, Microsoft Excel
returns TRUE if all the conditions are met; otherwise it returns FALSE.
2. OR function: In case user uses the OR function in the logical test, Excel returns
TRUE if any of the conditions is met; FALSE otherwise.

Example 1. Using IF & AND function in Excel

 Suppose, user is having a table with the results of two exam scores. The first score,
stored in column C, must be equal to or greater than 20. The second score, listed
in column D, must be equal to or exceed 30. Only when both of the above
conditions are met, a student can the final exam.
IF/AND formula:
=IF((AND(C2>=20, D2>=30)), "Pass", "Fail")

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Example 2. Using IF with OR function in Excel
The OR Function is return true if atleast one value is true the condition is met.
So, if we modify the above formula in the following way:
=IF((OR(C2>=20, D2>=30)), "Pass", "Fail")

Using multiple IF statements in Excel (nested IF functions)

 These multiple IF functions are called nested IF functions and they may prove
particularly useful if user wants user formula to return 3 or more different results.
 =IF((C2+D2)>=60, "Good", IF((C2+D2)=>40, "Satisfactory", "Poor "))
OR
=IF(SUM(C2:F2)>=120, "Good", IF(SUM(C2:F2)>=90, "Satisfactory",
"Poor "))

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  Consider the above figure
 User can nest more IF functions if user want to. For example:
 =IF(E2>=70, "Excellent", IF(E2>=60, "Good", IF(E2>40, "Satisfactory",
"Poor ")))

2.9 How to Create a Basic Chart in Excel

2.9.1 Introduction to Chart

 It can be difficult to interpret Excel workbooks that contain a lot of data.
 Charts allow user to illustrate user’s workbook data graphically, which makes it
easy to visualize comparisons and trends.
 Excel has several different types of charts, allowing user to choose the one that
best fits your data.

2.9.2 How Spreadsheet Data Appears in A Chart

1. Select the cells user want to chart, including the column titles and row labels.
These cells will be the source data for the chart. In this example, selected cells are
A1:F6.
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2. From the Insert tab, click the desired Chart command. In this example, Column
is selected.

3. Choose the desired chart type from the drop-down menu.

4. The Selected chart will be inserted into the worksheet.

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2.9.3 Change the Chart View
1. Select the Design tab.
2. Click the More drop-down arrow in the Chart Layouts group to see all of
the available layouts.

3. Select the desired layout.

4. The chart will update to reflect the new layout.

2.9.4 Add Chart Titles

 Excel allows user to add chart elements—such as chart titles, legends, and data
labels—to make user chart easier to read.

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  To add a chart element, click the Add Chart Element command on
the Design tab, then choose the desired element from the drop-down menu.

 To edit a chart element, like a chart title, simply double-click

the placeholder and begin typing

2.9.5 Changing the Look of Your Chart

1. Select the Design tab.
2. Click the More drop-down arrow in the Chart Styles group to see all of the
available styles.

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 3. Select the desired style.

4. The chart will update to reflect the new style.

2.9.6 More Chart Types

1. The Pie Graph

 As the name suggests, the pie graph is a display of data in the form of a pie or circle.
 This graph type is used for showing proportions of a whole.
 For example, if we want to compare who did how much work in a team, we would
use a pie graph to display it in an easy way to understand.

2. The Column or Bar Graph

 The next one in the list is a column graph, also called a bar graph in statistics.
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 We use these different types of graphs where we need to see and compare values
across a range. The same data that we used in the pie graph example would look like
this:

3. The Line Graph

 The next type of graph we are going to discuss is called a line graph.
 This type of graph is used when we need to visualize data like an increasing or
decreasing series over a period.
 This is an excellent graph in Excel to use for representing trends and comparing
performance.

4. The Area Graph

 The area graph is available within the line graph menu.
 This is used for the same purpose as the line graph, which visualizes trends and
compares data. In this example, it represents the relationship between the number of
datasets worked on by an analyst and the number of hours they worked.

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5. The Scatter Graph
 The Scatter graph is a simple representation of data points in excel.
 It is used when we need to compare at least two sets of data with a limited number of
data points.

2.10 Save Time by Creating and Running Macros

2.10.1 Create and Run Macros

 User can use macros in Excel to save time by automating tasks that user performs
frequently.
 A macro is a series of commands grouped together that user can run whenever user
needs to perform the task.

Display the Developer tab

The Developer tab provides access to the macro commands, but this tab doesn’t appear
by default.
To display the Developer tab, follow these steps:
1. Click the Office button and then click the Excel Options button.
2. From the Popular section, select the Show Developer Tab in the Ribbon check box.
3. Click OK.
The Developer tab appears in the Ribbon.

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Record a macro
Follow these steps to record a macro:
1. Choose Record Macro in the Code group of the Developer tab.
2. Type a name for the macro in the Macro Name text box.
3. The first character of the macro name must be a letter, and the name cannot
contain spaces or cell references. Macro names are not case-sensitive.
4. (Optional) Assign a Shortcut Key.
5. 4. From the Store Macro In drop-down list, select where you want to store the
macro:
6. This Workbook: Save the macro in the current workbook file.
7. New Workbook: Create macros that you can run in any new workbooks created
during the current Excel session.
8. Personal Macro Workbook: Choose this option if you want the macro to be
available whenever you use Excel, regardless of which workbook you’re using.
9. (Optional) Type a description of the macro in the Description text box.

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 10. Click OK.
11. Perform the actions you want to record.
12. Excel records your steps exactly — such as (Select cell C3) — but you can also
record the steps relative to any current cell — such as (Go up one row and insert a
blank line). To do so, click the Relative References button on the Developer tab.
You can turn the Relative References feature on and off as needed while recording
the macro.
13. Choose Stop Recording in the Code group of the Developer tab.
14. The macro recorder stops recording keystrokes, and the macro is complete.

Edit a macro
 Change macro security settings
 To edit and run macros, you must set the security level to temporarily enable all
macros:
 On the Developer tab, in the Code group, click Macro Security.

 Under Macro Settings, click Enable all macros and then click OK.
 On the Developer tab, in the Code group, click Macros.
 In the Macro name box, click the macro that you want to edit.
 Click Edit. The Visual Basic Editor appears

Assigning a button to Macro

 In the Developer Tab of the ribbon, simply click on Button (in Windows, click on
Insert, and then under Form Controls, click on Button)
 Then click on the Worksheet to add the button.
 Excel will then ask user to assign it to a macro.
 The button will then be in Edit mode. This is where you can change the text inside
it. Make the text whatever you like. You can also resize the button while it is in
edit mode.
 Then click on the worksheet away from the button to get it out of edit mode. You
are now able to click on your button and run the macro!

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120
 Check Your Knowledge!

1. The intersection of a row and a column is called a .

a. cell
b. worksheet
c. chart
d. sum

Ans: a. cell

2. A group of cells is called a .

a. multicell
b. chart
c. cell range
d. cell cluster

Ans: c. cell range

3. Where is the fill handle located?

a. In the bottom-right corner of the selected cell
b. In Backstage view
c. At the beginning of any formula or function
d. On the right side of the Home tab on the Ribbon

Ans: a. In the bottom-right corner of the selected cell

4. You can click the tabs at the bottom of a workbook to switch between
.
a. number formats
b. worksheets
c. permissions
d. formulas

Ans: b. worksheets

5. Let’s say you’re trying to find your average grade. What’s wrong with the
formula shown in the image?

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 a. It should use the COUNT function instead
b. It should use quotation marks instead of parentheses
c. It should have an equals sign (=) at the beginning
d. There is nothing wrong with the formula

Ans: c. It should have an equals sign (=) at the beginning

6. You can view a formula by double-clicking the cell that contains the formula.

a. True
b. False

Ans: a. True

7. Which of the following is an absolute cell reference?

a. #A2
b. A2
c. A:2
d. $A$2

Ans: d. $A$2

8. Which of the formulas below are valid? Select all that apply.

a. A3+100
b. =F2+F3+F4-53
c. =5B+6B
d. =R2*D2

Ans: b. =F2+F3+F4-53, d. =R2*D2

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9. What value would Excel return for this formula? =(82-32)/5+8*2

a. 36
b. 26
c. 7.69
d. 91.6

Ans: b. 26

10. What feature did we use to quickly apply the formatting shown in this image?

a. PivotTables
b. Conditional formatting
c. Data scenario formatting
d. What-if analysis

Ans: b. Conditional formatting

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 MS- EXCEL ASSESSMENT

Challenge No. 1!
 Use the Inventory workbook, Student workbook or any workbook you choose to
complete this challenge.
 Use the Sort command to sort data alphabetically.
 Use the Sort command to sort data numerically from smallest to largest.
 Practice using the Filter command.

Challenge No. 2!
 Modify the width of a column.
 Insert a column between column A and column B, then insert a row
between row 3 and row 4.
 Delete a column or a row.
 Move a column or row.
 Try using the Text Wrap command on a cell range. If you are using the
example, wrap the text in the column that contains street addresses.
 Try merging some cells. If you are using the example, merge the cells in
the title row using the Merge & Center command (cell range A1:E1).

Challenge No. 3!
 Create a simple addition formula using cell references. Create the formula
in cell B4 to calculate the total budget.
 Try modifying the value of a cell referenced in a formula. Change the value
of cell B2 to $2,000. Notice how the formula in cell B4 recalculates the total.
 Try using the point-and-click method to create a formula. Create a formula
in cell G5 that multiplies the cost of napkins by the quantity
needed to calculate the total cost.
 Edit a formula using the formula bar. Edit the formula in cell B9 to change
the division sign (/) to a minus sign (-).

Challenge No. 4!
 Create a formula that uses a relative reference. Use the fill handle to fill in
the formula in cells E4 through E14. Double-click a cell to see the copied
formula and the relative cell references.
 Create a formula that uses an absolute reference. Correct the formula in cell
D4 to refer only to the tax rate in cell E2 as an absolute reference, then
use the fill handle to fill the formula from cells D4 to D14.

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 Try referencing a cell across worksheets. Create a cell reference in
cell B3 on the Catering Invoice worksheet for cell E15 on the Menu Order
worksheet.

Challenge No. 5!
 Create a function that contains one argument. Use the SUM function in cell
B16 to calculate the total quantity of items ordered.
 Use the AutoSum command to insert a function. Insert the MAX function
in cell B23 and use the cell range D3:D15 for the argument to find the most
expensive item that was ordered.
 Explore the Function Library, and try using the Insert Function command
to search for different types of functions.

Challenge No. 6!
 Format a range of cells as a table. Format the cell range A2:E13.
 Add a row or column to the table.
 Choose a new table style.
 Change the table style options. If you are using the example, add a total
row.
 Remove the table.

Challenge No. 7!
 Use worksheet data to create a chart. Use the cell range A1:F6 as the
source data for the chart.
 Change the chart layout. Select Layout 8.
 Apply a chart style.
 Move the chart. If you are using the example, move the chart to
a new worksheet named Book Sales Data: 2008-2012.

Challenge No. 9 !
 Create a sparkline on the first row of data. Create a sparkline for the first
salesperson on row 3.
 Use the fill handle to create sparklines for the remaining rows.
 Create markers for the High Point and Low Point.
 Change the sparkline type.
 Change the display range to make the sparklines easier to compare.

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 Unit 3
MS. PowerPoint Presentation
3.1 Introduction to PowerPoint Presentation and Create your first PowerPoint
presentation

 PowerPoint is a presentation program that allows user to create dynamic slide

presentations.
 These presentations can include animation, narration, images, videos, and much
more.
 PowerPoint is a tool user can use to communicate user ideas effectively through
visual aids that look professionally designed yet are easy to make.

To create a new presentation:

1. Select the File tab to go to Backstage view.

2. Select New on the left side of the window, then click Blank Presentation.

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3. A new presentation will appear.
Add a slide
1. Select the slide you want your new slide to follow.

2. Select Home > New Slide.

3. Select Layout and then type want from the drop-down.

Add and format text

1. Place the cursor where you want, and type.

2. Select the text, and then select an option on the Home tab: Font, Font
size, Bold, Italic, Underline.

3. To create bulleted or numbered lists, select the text, and then

select Bullets or Numbering.

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Add a picture, shape, or chart
1. Select Insert.

2. To add a picture:
 Select Picture.
 Browse for the picture user wants and select Insert.

3. To add a shape, art, or chart:

 Select Shapes, Icons, SmartArt, or Chart.
 Select the one you want.

Create speaker notes to use when you present

1. From the Insert tab, click the Audio drop-down arrow, then select Record
Audio.

2. Type a name for the audio recording, if desired.

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3. Click the Record button to start recording.

4. When you're finished recording, click the Stop button.

5. To preview your recording, click the Play button.

6. When you're done, click OK. The audio file will be inserted into the slide.

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3.2 Formatting Microsoft PowerPoint Presentations
3.21. Selecting a Slide Layout

1. Select the slide that you want to change the layout for.
2. Select Home > Layout.

3. Select the layout that you want.

3.2.2. Adding Text

a. Title Box
This is typically found on slides with the title layout and in all the slides that have a
title box in them. This box is indicated by "Click to add title".

b. Subtitle Box
This is found only in slides with the Title layout. This is indicated by "Click to add
subtitle".

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c. Content Box
This is found in most of the slides that have a placeholder for adding content. This is
indicated by "Click to add text". To add text to such a box, click anywhere on the box,
except on one of the content icons in the center and start typing.

d. Text Only Box

 This is not a default content box available in PowerPoint, if required user can
create it using Slide Master, if required.
 This is also indicated by "Click to add text".

3.2.3 Adding Text from a Text File or Word Outline

1. From the Home tab, in the Slides group, select New Slide.

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2. From the drop-down list, select Slides from Outline.

3. In the Insert Outline dialog box, select the text or Word document file and
click Insert.

4. The text is inserted into the presentation.

3.2.4. Editing Text

It's easy to edit text on a Microsoft PowerPoint slide.
1. Use mouse to select the text user wants to change.

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2. Press Delete

3. Type your new text.

3.2.5 Formatting Text

Formatting toolbar is use to set the color, size, and overall look of user’s text. It
doesn't matter whether the text is an original slide or in a preset layout.

Here are some of the formatting options:

 Font type
 Font size
 Bold, italics, and underline
 Center, align left, and align right
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  Bullets and numbering
 Font color
 Increase font size
 Decrease indent

To format text:
 On the Formatting toolbar, click the down-pointing arrow or the button
for the item you want to format.
 For example, to set the font size for text user haven't typed yet, click the
down-pointing arrow next to the number and choose the font size.
 To change the font color, click the down-pointing arrow next to the
underlined A.

 To make formatting changes to existing text, highlight text and click the
down-pointing arrow or the button for the formatting change.

3.2.6 Formatting Text as WordArt

1. Click Insert > WordArt, and pick the WordArt style you want.

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2. The placeholder text "Your text here" appears, with the text highlighted.

3. Enter your own text to replace the placeholder text.

3.2.7. Creating Bulleted and Numbered Lists

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

2. On the left side of the PowerPoint window, click a slide thumbnail that you want to
add bulleted or numbered text to.

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3. On the slide, select the lines of text in a text placeholder or table that user wants to
add bullets or numbering to.
4. On the Home tab, in the Paragraph group, click Bullets or Numbering .

3.2.8 Ink Equation

 Ink Equations allows user to "write" equations on a tablet device using a stylus or
users finger and then converts them to text.
 If user is not using a touch screen device, they can do the same using a mouse. To
employ Ink Equations just follow these few steps.
1. To use Ink Equations, from the Insert tab of the Ribbon, in the Symbols group,
select Equation and then choose Ink Equation.

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2. A dialog box opens where user can "write" user’s equation and then click Insert to
add it to your slide.

3.2.9 Formatting Text Placeholders

1. Click once inside the placeholder area so that the blinking cursor is displayed
2. Now use the mouse cursor to highlight the text user wish to format
3. Use the Formatting tools on the Home tab of the Ribbon to apply any formatting
styles
4. OR
5. To format the entire content of the placeholder at once, place cursor on the border
of the placeholder till user see a four-headed cursor appear
6.
7. Click once with the left mouse button to select the entire placeholder

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 8. The outside border will now be a solid black line whereas it was a dotted line
previously.

3.2.10. Adding Slides to a Presentation

1. Right-click in the Navigation Pane under any existing slide and click on the New
Slide option.

2. The new slide is inserted. User can now change the layout of this slide to suit their
design requirements.

User can follow the same steps to insert a new slide in between existing slides or at the
end on the slide list.
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3.2.11 Arranging Slides
Add slides

1. Select the slide you want your new slide to follow.

2. Select Home > New Slide.
3. Select a layout.
4. Select the text box and type.

Delete slides
1. For a single slide: Right-click the slide in the thumbnail pane on the left, and select
Delete Slide.
2. For multiple slides: Press and hold Ctrl, and in the thumbnail pane on the left, select
the slides. Release the Ctrl key. Then right-click the selection and choose Delete
Slide.
3. For a sequence of slides: Press and hold Shift, and in the thumbnail pane on the left,
select the first and last slides in the sequence. Release the Shift key. Then right-
click the selection and choose Delete Slide.

Rearrange the order of slides

1. In the pane on the left, click the thumbnail of the slide that user wants to move, and
then drag it to the new location.
2. To select multiple slides: Press and hold Ctrl, and in the pane on the left, click
each slide that user wants to move. Release the Ctrl key, and then drag the selected
slides as a group to the new location.

3.3 Add Photos to PowerPoint

3.3.1 Insert a single photo

To insert a picture from a file:
1. Select the Insert tab, then click the Pictures command in the Images group.

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2. A dialog box will appear. Locate and select the desired image file, then click Insert.

3. The picture will appear on the currently selected slide.

Inserting online pictures

If user doesn’t have the picture user wants on their computer, user can find a picture
online to add to your presentation. PowerPoint offers two options for finding online
pictures:

To insert an online picture:

1. Select the Insert tab, then click the Online Pictures command.

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 2. The Insert Pictures dialog box will appear.
3. Choose Bing Image Search or user OneDrive. In this example, Bing
Image Search is used.

4. Press the Enter key. Your search results will appear in the dialog box.
5. Select the desired image, then click Insert.

6. The image will appear on the currently selected slide.

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3.3.2 Create a photo album
1. Select the Insert tab.
2. Click the Photo Album command in the Images group, then select New
Photo Album.

3. The Photo Album dialog box appears. Locate and click on

the File/Disk... button.

4. Select the desired image file(s). Click Insert.

a. To select all images in your folder, click the first image, then press
and hold the Shift key and select the last image.
b. To select multiple nonadjacent images, press and hold
the Control key while clicking the desired images.

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5. The Photo Album dialog box provides several options for moving,
adjusting, and changing the layout of pictures. Edit as needed, then
click Create to insert pictures into the photo album.

6. A separate presentation will be created for the photo album. By default, it

will include a title page and one picture per slide.

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3.3.3 Position Photos

To select a picture:
Before user can modify a picture, they need
to select it.
 Simply click to select a picture. A solid
line will appear around a selected picture.

To resize a picture:
 Click and drag the corner sizing
handles until the picture is the desired
size.

To rotate a picture:
 Click and drag the arrow above an
image to rotate it right or left.

 Hold the Shift key on your keyboard

when rotating an image to limit the
rotation angle.

To move a picture:
 Click and drag to move a picture to
a new location on a slide.

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3.3.4 Add an effect to a picture
1. Select the picture for which you want to add or change an effect.
2. Under Picture Tools, on the Format tab, in the Picture Styles group, click
Picture Effects.
3. Rest pointer on one of the Picture Effects options to see a menu of different ways
to apply each effect. When user rests pointer on one of the menu effects, the effect
appears as a preview on the picture in your document.

3.4 Insert Video into A Presentation

3.4.1 Insert a video from a website

1. In user web browser, locate the video user wants.
2. Copy the URL of the web page from the Address bar of user browser.
3. Switch back to PowerPoint and select the slide where user wants to place the video.
4. On the Insert tab of the ribbon, select Video > Online Video.
5. In the Online Video dialog box, paste the URL copied in step 2.
6. Select Insert.

Play the video

1. If a video is inserted successfully, user can play it either in Normal view or Slide
Show.
2. A Play button appears on the video in Normal view.
3. In Slide Show, user can interact with videos just as user would in a web browser.
4. By default, videos from YouTube and Vimeo play in "click sequence." User can
play the video without having to click the Play button. Just tap the spacebar to
advance to the next step in click sequence.

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3.5.2 Embed a video
1. Click the slide that you want to add a video.
2. On the Insert tab, click Video > Online Video.

3. In the Search YouTube box, type the name of the video that user want to insert.
4. Select the video from the search results, and click Insert.
5. A video rectangle is placed on your slide, which user can move and resize as you
like. To preview user video on your slide, right-click the video, and then click
Preview.

If user doesn’t know the name of the video hosted on YouTube, do the following:
1. Click the slide that user want to add a video to. In YouTube, find the video that
user wants to insert.
2. Below the video frame, click Share, and then click Embed.

3. Right-click the
Frame embed code, and
click Copy.

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 4. In PowerPoint, on the Insert tab, click Video > Online Video.
5. In the form a Video Embed Code box, paste the embed code, and then click the
arrow.

6. A video rectangle is placed on your slide, which you can move and resize as user
like. To preview video on slide, right-click the video, and then click Preview.

3.4.3 Size a video

1. Open the presentation that contains the audio or video files.
2. On the File tab, select Info, and then in the Multimedia section,
select Compress Media*.
Embedded subtitles and alternate audio tracks are lost in this compression
process.

3. To specify the quality of the video, which in turn, determines the size of the
video, select one of the following:
 Full HD (1080p): Save space while maintaining overall audio and video
quality.
 HD (720p): Quality will be comparable to media which is streamed over the
Internet.
 Standard (480p): Use when space is limited, such as when user is sending
presentations via e-mail.

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3.4.4 Playback options
1. In Normal view, click the video frame on the slide.

Figure: Specify how user wants video to start during presentation

2. Under Video Tools, on the Playback tab, in the Video Options group, in
the Start list, select an option:

Option When the video plays during a slide show

Automatically The video plays automatically when the slide appears.
On Click or When The video only plays when user clicks within the video frame.
Clicked On
In Click Sequence The video plays in sequence with other actions user have
programmed on the slide (such as animation effects). This option
doesn't require a literal click.

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3.5 Broadcast A Presentation

3.5.1 Introduction
 PowerPoint offers users to broadcast their presentations on the internet to worldwide
audience.
 Microsoft offers the free broadcast Slide Show service; all that user need to do is share
the link with their audience and they can watch the presentation from anywhere.

3.5.2 Start A Public Broadcast

Given below are the steps to broadcast your presentation.

1. Go to the Backstage view under the File tab.

2. Click on Save & Send, select Broadcast Slide Show option and click
on Broadcast Slide Show button.

3. In the Broadcast Slide Show dialog, click on Start Broadcast.

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4. Log on to your Windows Live account in the login dialog.
5. Once the login is successful, PowerPoint will prepare the presentation for broadcast.

6. PowerPoint will provide the broadcast service link which you can share with your
audience. If you are not using Outlook service, click on "Copy Link" to paste the link in
your emails. If you are using Microsoft Outlook service, click on "Send in Email" and
list the names of your audience.
7. Click on Start Slideshow to begin the presentation.

8. When you are done, you can click on the End Broadcast to stop the online presentation.

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3.5.3 Start an Internal Broadcast
1. Open PowerPoint.
2. Open the slide show that you want to broadcast.
3. On the Slide Show tab, in the Start Slide Show group, click Broadcast Slide
Show.

3.6 Charts and SmartArt In PowerPoint

3.6.1 Visualize Text with SmartArt

 SmartArt is a time-saving graphic tool, built into PowerPoint, Word and Excel.
 With a few formatting changes to the plain vanilla SmartArt, user can quickly
visualize their ideas with charts, diagrams, process maps and more.

SmartArt can be added on a slide from the Insert menu, or you can convert existing text
to SmartArt.

1. Right-click on some text

2. Select Convert to SmartArt

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 3. In the sub-gallery, however the cursor over SmartArt to preview the graphics.
Select a SmartArt graphic or click More SmartArt Graphics located at the bottom
of the gallery to open the SmartArt dialog box.
4. In this example I choose the Picture Strips diagram

SmartArt Design Toolbar

Use the SmartArt toolbar to make design changes to user graphic. Make sure user has
their SmartArt selected

Add or move shapes and text. If you need to add a shape or re-order your shapes, use
the tools in the Create Graphic section of the ribbon. Using the text pane is an easy way
to edit your text.

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Change the layout: If user wants to change the graphic to something else, just click the
drop down arrow to view more layouts.

Change colors: If user is using an Extension template, it will include Extension’s color
palette.

Change styles: If user wants to change the default style, click the down arrow in the
SmartArt Styles section of the ribbon to view all of the available styles for user layout.

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 Before After

Chart
 A chart is a tool that user can use to communicate user’s data graphically.
 Displaying charts in PowerPoint allows users audience to see the meaning behind
the numbers, and it makes showing comparisons and trends much easier.

Insert A Column Chart

 Select the Insert tab.
 Click the Insert Chart command in the Illustrations Group. The Insert
Chart dialog box will appear.

154
  Select a category from the left pane of the dialog box, and review the charts that
appear in the center. If user is unsure about which chart best fits your needs, review
the interactive on the previous page.
 Select the desired chart.
 Click OK. An Excel window will open with a placeholder for users data.

To change the chart layout:

 Select the Chart Tools Design tab.
 Click the More drop-down arrow in the Chart Layouts group to see all of the
available layouts.

 Select the desired layout.

155
 The chart will update to reflect the new layout.

 Select the Chart Tools Design tab.

 Click the More drop-down arrow in the Chart Styles group to see all of the
available styles.
 Select the desired style.

 The chart will update to reflect the new layout.

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3.7 Animations and Transitions
3.7.1 Animations and Transitions
 Animations control how objects move onto, off of, and around slides.
 Transitions control how presentation moves from one slide to the next.

To choose an effect:
 Select the object you want to animate.
 Choose the Animations tab.
 Click the Add Effect button. A menu appears.
 Choose the type of effect you want. A submenu appears.
 Click the effect you want. PowerPoint applies the effect.
Modify the Animation
1. Click the down
arrow next to the
Start field and then
select After
Previous. The
Apply for
Financial Aid field
appears in the
center of the
Custom Animation
pane.
2. Click the down arrow next to
the Apply for Financial Aid
field and then click Timing.
The Fly in dialog box
appears.

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 3. Type 0.05 in the Delay text
box.
4. Click OK.

Transitions
 Transition effects—or transitions as they are often called—are the movements
you see when one slide changes to another in Slide Show view.
 Transition effects are different from animation effects.

To apply a transition to one slide:

 Select the slide wants to modify.
 Select the Animations tab.
 Locate the Transition to This Slide group. By default, No Transition is applied
to each slide.

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Modifying transitions
To set slide transition speed:
 Apply a slide transition effect to a slide.
 Click the Transition Speed drop-down menu in the Transition to This Slide
group on the Animations tab.
 Select a menu option to apply the transition speed to the selected slide.

To remove a slide transition effect:

 Select the slide you want to modify.
 Select the Animations tab.
 Click No Transition in the Transition to This Slide group.

 Repeat this process for each slide you want to modify.

OR
 Click Apply to All to remove the slide transition effect from each slide in the
presentation.

To set timing for slides:

 View the slides in Slide Sorter view.
 Select a slide.
 Select the Animations tab.
 Locate the Advance Slide section of the Transition to This Slide group.
 Enter the time in the Automatically After field. Use the arrows or type the
number.
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  Select another slide and repeat the process until all desired slides have the timing
set.

Check Your Knowledge!

1. The New Slide command on the Ribbon lets you choose .
a. print settings
b. transitions
c. slide layouts
d. slide dimensions

Ans: c. slide layouts

2. Most slide layouts include at least one by default.

a. animation
b. action button
c. placeholder
d. transition

Ans: c. placeholder

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3. In this image, we are clicking a button on the Quick Access Toolbar. What will
happen after we click it?

a. The presentation will be saved

b. The presentation will start from the beginning
c. The presentation will stop
d. The Animation Pane will open

Ans: b. The presentation will start from the beginning

4. Suppose you're sharing a presentation with several coworkers, but you're not
sure if they all have PowerPoint. What's the best way to ensure everyone will still be
able to view your presentation?

a. Print handouts and mail them

b. Describe each slide over the phone
c. Save as a Rich Text File
d. Export as a PDF

Ans: d. Export as a PDF

5. What do the icons in this image represent?

a. Slide layouts
b. Theme colors
c. Transitions
d. Animations

Ans: d. Animations

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6. What can you do in the Animation Pane? Select all that apply.
a. Print the presentation
b. View all of the effects on the current slide
c. Preview effects
d. Reorder effects

Ans: b. View all of the effects on the current slide

c. Preview effects
d. Reorder effects

7. What is a motion path?

a. A timeline that lets you reorder animations
b. A feature that lets you trim a video
c. An animation that moves an object along a path
d. A feature that controls the timing of an animation

Ans: c. An animation that moves an object along a path

8. The photos in this example are not evenly spaced. Which feature could we use
to fix this?

a. Align center
b. Distribute horizontally
c. Align middle
d. Distribute vertically

Ans: b. Distribute horizontally

9. You can set up a presentation to run automatically.

a. True
b. False

Ans: b. True

10. If you add background music and want it to continue playing for the entire
presentation, which feature should you use?
a. Slide Master view
b. Play across slides
c. Trim audio
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d. Rewind after playing

Ans: b. Play across slides

MS PowerPoint Presentation Assessment

Challenge No. 1 !
1. Notice that the presentation opens in Compatibility Mode. Convert it to
the 2016 file format. If a dialog box appears asking if you would like to
close and reopen the file in order to see the new features, choose Yes.
2. In Backstage view, pin a file or folder.

Challenge No. 2!
1. Change the theme of the presentation.
2. Delete slide 7. This slide should be blank.
3. Add a new slide with the Title and Content layout to the end of the
presentation.
4. In the Title placeholder, type Adoption Event Dates.
5. Select the Content placeholder and delete it.
6. Insert a text box and type July 17, 2017, inside it.
7. Change the slide size to Standard (4:3). A dialog box will appear asking
if you want to maximize or ensure fit. Choose Ensure Fit.

Challenge No. 3!
1. Select the last slide.
2. Use the Online Pictures command to insert a picture of your favorite
form of exercise.
3. Resize your picture so it takes up a majority of the slide without covering
the title.

Challenge No. 4!
1. On slide 7, select the treadmill picture.
2. Crop the picture so it's slightly smaller and the treadmills take up the
majority of the frame.
3. Change the style of the picture.
4. Apply a correction to the picture. For example, increase
the brightness.
5. Compress your picture and choose Email as your target output.

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 Challenge No. 5!
1. On slide 5, titled Stress Management Tips, insert a Folded Corner
shape from the Basic Shapes category.
2. Rotate the shape slightly.
3. Change the shape fill to gold.
4. Change the shape outline to No Outline.
5. Use shape effects to add a shadow from the Outer category.
6. Add the following text to the shape: Make stress relief a priority!
7. Change the shape to one of your choice. Note: You may have to
resize the shape in order to see all of the text.

Challenge No. 6!
1. Open an existing PowerPoint presentation.
2. Insert a new chart. If you are using the example, edit the data for the chart
on slide 3 to delete the data from the months September through December.
3. Change the chart layout.
4. Apply a chart style. If the new style includes a chart title or any labels,
edit them.
Challenge No. 7!
1. Add an Animation to a Slide
2. Click Slide 2 on the Slides tab.
3. Select "Start saving early."
4. Choose the Animations tab.
5. Click the Custom Animation button. The Custom Animation pane appears.
6. Click the Add Effect button. A menu appears.
7. Choose Entrance. A submenu appears.
8. Click Fly In. PowerPoint applies the effect. If the Auto preview box is checked,
PowerPoint automatically provides you with a preview of the animation.

Challenge No. 8!
1. Open a presentation.
2. Select a slide and apply a transition.
3. Select a sound effect for the transition.
4. Change the transition speed.
5. Apply this transition to all slides.
6. Apply a different transition for one slide.
7. Remove the transition sound.

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