BASIC COMPUTER SKILLS

What is Computer

JUNE 4, 2026
ATMAN TRAINING
+251911440856
Table of Contents
CHAPTER ONE ........................................................................................................................ 1
INTRODUCTION TO COMPUTER ................................................................................................. 1
WHAT IS A COMPUTER?...................................................................................................... 1
Characteristics of Computer ............................................................................................... 1
HISTORY OF COMPUTERS ...................................................................................................... 2
Computer Form factors ........................................................................................................ 3
Parts Of A Computer ............................................................................................................. 4
OPERATING SYSTEM.......................................................................................................... 15
Mouse skills ........................................................................................................................... 15
Mouse Actions ...................................................................................................................... 16
Mouse Settings ..................................................................................................................... 17
Mouse Left-Handed Users ................................................................................................. 18
Cursor speed ......................................................................................................................... 18
KEYBOARD SKILLS............................................................................................................. 18
Basic windows Skills........................................................................................................... 20
SOME BASIC TERMS IN WINDOWS ................................................................................ 20
The window desktop Environment .................................................................................. 22
Key Components of the Windows Desktop Environment ......................................... 22
Working With Windows ...................................................................................................... 24
Windows Explorer ................................................................................................................ 24
Windows Control menu ...................................................................................................... 25
Understand The Importance of Managing Files/Folders ........................................... 26
Types of File .......................................................................................................................... 27
File Storage Media ............................................................................................................... 28
Create a New Folder ............................................................................................................ 29
Manage Files / Folders (Move, Copy, Delete, Rename) .............................................. 29
Selecting Files Or Folder .................................................................................................... 30
Search for lost folders and files ....................................................................................... 31
CHAPTER TWO ..................................................................................................................... 32
Basic Application Software ............................................................................................... 32

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1. MICROSOFT WORD ..................................................................................................... 32
Parts Of the Microsoft Word Window ............................................................................. 33
The Microsoft word File Tab .............................................................................................. 35
File Tab .................................................................................................................................... 35
How to Create New Document .......................................................................................... 36
How to Create Curriculum vitae ) CV) ............................................................................. 36
How to Open an Existing Document ............................................................................... 36
Saving A Document ............................................................................................................. 37
The 3 Ways to Save ............................................................................................................. 37
Close A Word Document .................................................................................................... 37
How to Open an Existing Document ............................................................................... 37
Updating (Saving) A Document That Already Has A Name ...................................... 37
Zoom Your Document ......................................................................................................... 37
Alternative Methods............................................................................................................. 38
Print Document ..................................................................................................................... 38
Exit Microsoft word .............................................................................................................. 39
How to convert a Word document to a PDF .................................................................. 39
Undo and repeat operations .............................................................................................. 39
SETTING PAPER SIZE, MARGINS, AND ORIENTATION ............................................ 40
PAGE SIZE.............................................................................................................................. 41
PAGE ORIENTATION:.......................................................................................................... 42
Creating Columns to the page ......................................................................................... 43
Font Face ................................................................................................................................ 43
How to Change the Font Face........................................................................................... 43
How to Change the Default Font Face ............................................................................ 44
Change the Font Face , The Font, Size , The Font Colour And Effects ................. 44
Formatting Paragraph ......................................................................................................... 46
Align Text: .............................................................................................................................. 46
Line and Paragraph Spacing ............................................................................................. 47
Moving Text (Cutting) .......................................................................................................... 49
Copying Text.......................................................................................................................... 50

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Format Painter....................................................................................................................... 50
Adding a Page Border ......................................................................................................... 50
WordArt ................................................................................................................................... 52
How to Create and Format WordArt ................................................................................ 53
Working With A Table ......................................................................................................... 53
Inserting a Table ................................................................................................................... 53
The Table Ribbon ................................................................................................................. 55
Entering Text in a Table ...................................................................................................... 55
Moving Around In A Table ................................................................................................. 55
Changing Borders And Shading ...................................................................................... 55
Changing Table Borders .................................................................................................... 56
Moving A Table ..................................................................................................................... 56
Resizing A Table ................................................................................................................... 56
Delete A Table And Contents ............................................................................................ 56
Use Table Styles To Format An Entire Table ................................................................ 57
Spell Check ............................................................................................................................ 58
Clip Art .................................................................................................................................... 58
Insert Picture From a file .................................................................................................... 58
Wrapping Text And Resizing Picture Steps .................................................................. 59
Wrapping Text Steps ........................................................................................................... 60
Insert Different types of Shapes....................................................................................... 60
Insert chart ............................................................................................................................. 61
Adding Basic Page Numbers ............................................................................................ 62
To insert a header in Microsoft Word ............................................................................. 62
Insert a footer ........................................................................................................................ 63
Insert a text box .................................................................................................................... 64
Quickly find words or letters ............................................................................................. 64

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BASIC COMPUTER SKILLS:
Is designed to get you going with the essential basic skills of using a computer either at
home or in the office. This manual can be used in the classroom or for self-study.
This manual includes Three main categories of basic computer skills such as:
 Introduction to Basic Computer
 Basic Application Software
o Microsoft Word
o Microsoft Excel
o Microsoft Power Point
 Internet, E-mail and Introduction to Artificial Intelligence (AI)
CHAPTER ONE

INTRODUCTION TO COMPUTER

WHAT IS A COMPUTER?

The word “Computer” is derived from the word„ compute". It means„ to calculate"
“A computer is an electronic device, which can be programmed to perform high speed
mathematical or logical operations. Computer take input, processes , stores and gives
output information in binary format and display the results in a human understandable
language.”
To put it simply, a computer is an electronic device that is designed to work with
information.
The Computer...
•[Link] in the INPUT information, then.
•[Link] the information, and then.
•[Link] the OUTPUT results.
Characteristics of Computer

1. Speed

As you know computer can work very fast. It takes only few seconds for calculations
that we take hours to complete. You will be surprised to know that computer can
perform several million (1,000,000) of instructions and even more per second.

2. Accuracy
A computer can give up to 100 decimal places With in a fraction of second and that too
accurately. Hence, in addition to speed, the computer provides very high level of
accuracy or correctness in computing.
3. Diligence
A computer is free from tiredness, lack of concentration, fatigue, etc. It can work for
hours or days together very attentively without creating any error.
If millions of calculations are to be performed, a computer will perform every calculation
with the same accuracy. Due to this capability it is better than human being in routine
and repetitive types of work.
4. Versatility
It means the capacity to perform completely different type of work. You may use your
computer to prepare payroll slips. Next moment you may use it for inventory

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management or to prepare electricity bills or prepare accounts, etc. Therefore computer
is highly versatile.

5. Multi-tasking
A human being cannot do more than one task at the same time without losing his
concentration or with his full efficiency. But for a computer, it is a normal thing to do
many tasks simultaneously without compromising in its efficiency. For example, at the
same time you may use the computer to type a letter and to listen to your favorite music
and also you can open internet web pages to get some information. This is known as
Multi-tasking.
6. Power of Memory or Storage
Computer has the power of storing huge amount of information or data. Information can
be stored and recalled as long as you require it, for any number of years. It depends.
The computer has an in-built memory where it can store a large amount of data. You
can also store data in.
7. No IQ
Believe me! Computer is a dumb machine and it cannot do any work without
instructions from the user. It is considered as a faithful idiot that can only perform the
instructions given to it at a tremendous speed and with high accuracy without
understanding of the work being done by it.
7. No Feelings
Computers do not have feelings or emotion, taste, knowledge and experience.

HISTORY OF COMPUTERS
The evolution of computer started from 16th century and resulted in the form that we
see today. The present day computer, however, has also undergone rapid changes
during the last fifty years. This period, during which the evolution of computer took
place, can be divided into five distinct phases known as Generations of Computers.
Generation of computer means the technological evolution over the period of time.
(a) First Generation Computers (1946-59)
First generation computers used Thermion valves or Vacuum tubes. These computers
were large in size and writing programs on them was difficult. Some of the important
computers of this generation were:
(b) Second Generation Computers (1959-64)
Around 1959 an electronic device called Transistor replaced the bulky vacuum tubes in
the first generation computer. A single transistor contained circuit produced by several
hundred vacuum tubes. Thus the size of the computer got reduced considerably.
Transistors therefore provided higher operating speed than vacuum tubes. They had no
filament and require no heating. Manufacturing cost was also very low.

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(c) Third Generation Computers (1964-71)
The third generation computers were introduced i 1964. They used Integrated Circuits
(ICs). These ICs ar popularly known as Chips. A single IC has man transistors, resistors
and capacitors built on a single thi slice of silicon. So it is quite obvious that the size of
the computer got further reduced.

(d) Fourth Generation Computers (1971 onwards)

The present day computers that you see today are the fourth generation computers that
started around 1975. It uses Large Scale Integrated Circuits (LSIC) built on a single
silicon chip called microprocessors. Due to the development of microprocessor it is
possible to place computer's central processing unit (CPU) on a single chip. These
computers are called microcomputers.
Thus the computer, which was occupying a very large room in earlier days, can now be
placed on a table. The personal computer (PC) that you see in your school is a Fourth
Generation Computer.

(e) Fifth Generation Computers

The computers, which can think and take decisions like human beings have been
characterized as Fifth generation computers and are also referred as thinking machines.
The speed is extremely high in fifth generation computer. Apart from this they can
perform parallel processing. The concept of Artificial Intelligence has been introduced to
allow the computer to take its own decision. It is still in a developmental stage.

Computer Form factors

Desktop;

It is not designed for portability. The expectations with desktop system are that we will
set the computer at permanent location. Most desktop offer more power, storage
versatility for less cost than their portable brethren.

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 Desktop Computer
2) Laptop:
There are also called note books. Laptops are portable computers that integrate the
display, keyboard, pointing, device or track ball, processors, memory and hard drive all in
battery operated package slightly larger than an average hard cover book.

Laptop Computer

Parts Of A Computer
Computer components are divided into two major categories, which
are hardware and software.
The difference between the two is that hardware components can be seen and touched,
but software components can only be seen; they cannot be touched.
A desktop computer is made up of a collection of different components that are
interconnected in order to function as a single entity. A typical desktop is basically made
up of a system unit and other devices connected to the system unit called peripheral

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devices. Examples of peripheral devices include; monitor also known as screen,
keyboard and the mouse.
a. Computer hardware : is the collection of physical elements that comprise computer
system. Computer hardware refers to the physical parts or components of computer
such as monitor, keyboard, hard disk, mouse, etc.
“Hardware refers to objects that you can actually see, touch, and feel” like disks, disk
drives, display screens, keyboards, printers, mother boards, and chips.

1. Mother Board: It is also called as system board / panel board / main board. It is a
large printed circuit board (PCB) inside a system unit. It holds the majority of crucial
components of the system providing connectors for other peripherals.

Motherboard

2. Processor Chip: It is also called as Central Processing Unit (CPU). It carries out
the instructions of a computer program by performing the basic arithmetical, logical,
and input/output operations of the system. All calculations and processing of
computer is executed using processor. The CPU plays a role of somewhat
analogous to the brain in the computer.
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 C.P.U.

3. Memory: It is a storage device used to store information in computers. The

semiconductor memory is organized into its, bytes, and other units of measure for
digital information?
 Main Memory (RAM/ROM): Large memory which is fast but not as
internal Processor memory. All the above memories are volatile memories
because the stored information is lost when the power is removed from the
system.
RAM; Random Access Memory. It is volatile memory. It allows both read/write
operations.
ROM: Read Only Memory. It is non-volatile memory. It allows only read
operations.

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 R.A.M.

 SECONDARY MEMORY : Very large memory. It is a nonvolatile permanent

memory.
Eg; Magnetic disk (Hard / Floppy) memory, Magnetic Tape memory etc.,

 HDD (Hard Disk Drive): It is a mechanism which drives Hard Disks

to rotate and controls the flow of data between hard disk and computer.
Both hard disk and hard disk drive comes in a single unit, it is
permanently fixed in a system unit.

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 Hard Disk Drive
 COMPACT DISK DRIVE
CDDfR/W! (Compact Disk Drive TRead / Write): The CD-Drive is a
mechanism used to read / write digital information on a CD. CD-Drives
are available in different forms,

• CD-Drive for reading purpose only (CD/R)

• CD-Drive for both reading and writing (CD/RW)

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  Compact Disk Drive
A recorder encodes (or burns) data onto a recordable CD-R, DVD-R, DVD+R.
or BD-R disc (called a “blank”) by selectively heating parts of an organic dye layer
with a laser. This changes the reflectivity of the dye. thereby creating marks that can
be read like the pits and lands on pressed discs.

4. Computer Ports
USB (Universal Serial Bus):- It combines all the advantages of multi-platform serials
ports. We can connect mouse, keyboard, digital camera, printer and storage
devices to USB. Universal Serial Bus (USB) was designed in the mid-1990s to
standardize the connection of computer peripherals both to communicate and
to supply electric power that defines the cables, connectors and communication
protocols used in a bus for connection, communication and power supply
between computers and electronic devices.

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U.S.B.

5. Computer Key board

Windows standard keyboards has 104-keys, which includes alphabetic characters,
punctuation symbols, numbers and a variety of Function keys. The internationally
common 102/105 key keyboards have a smaller 'left shift' key and an additional key
with some more symbols between that and the letter to its right (usually Z or Y). The
Enter key is usually shaped differently.

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 Standard Keyboard (104 Keys)

Foldable Keyboard Virtual Laser Keyboard

6. Computer MOUSE

A mouse is an input device. That can be moved around a flat surface by the user.
The movement of the mouse is sensed by the computer and translated into curser
movements. The mouse has switches on its back to send command to the computer.

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Physically, a mouse consists of an object held under one of the user’s hands, with one
or more buttons.

Mechanical Mouse Optical Mouse

7. SCANNER
Scanner is a device that optically scans images, printed text, handwriting, or an
object, and converts it to a digital image. Common examples found in offices are
variations of the desktop (or flatbed) scanner where the document is placed on a glass
window for scanning.

Flatbed Scanner

8. MONITOR

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Monitor is a default output device. It shows the soft copy of the output. A monitor or
display or visual display unit) is an electronic visual display for computers.

9. PRINTER
A printer is a peripherals which produces the hard copy output of a text or graphics
of documents stored in electronic form, usually on physical print media such
as paper or transparencies.

Dot Matrix Printer Laser Printer

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 b. Computer software: is a collection of computer programs and related data
that provides the instructions for telling a computer what to do and how to do it. In
words, procedure algorithm documentation concerned with the operation of a
data processing system.
“Software refers to programs which we cannot touch, cannot see and cannot feel
by our senses”. Software exists as ideas, concepts, and symbols, but it has no
substance

Computer software is divided into three primary categories:

 System software (which manages hardware ),
 Application software (which performs user tasks), and
 Programming software (which developers use to create other software)
A combination of hardware and software forms a usable computing system.

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OPERATING SYSTEM

An Operating System is one of system software it is a program that controls

the overall activity of your computer. It manages the various files in your
computer. It allows the computer hardware to interact with your computer software.
Examples of Operating Systems are Windows, Mac. Unix, Linux etc.,
Allocates
Resources A Files

Mouse skills

A mouse most commonly refers to a small, furry rodent with a pointed snout and long
tail, or a hand-operated electronic device used to interact with a computer screen.

Touchpad (usually for Laptop) wireless mouse

Wired mouse

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Mouse Actions

Point
A mouse point action is how you interact with your computer screen. You move the
physical mouse on your desk to move the on-screen arrow (pointer). You then use the
buttons on the mouse to tell the computer what to do.
Move the mouse so the pointer sits directly over an item.

Clicking /Left/Primary Button – This is when the left button of the mouse is pressed
quickly within a twinkle of an eye. To select or choose (touch) anything in the computer.

Double click
Is just as the case of clicking but you have to be faster this time around. The left mouse
button is also used for double clicking. This is clicking twice very fast within half a

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second. This process is used to called-up any program through it icon on the desktop,
also to open saved file, document etc.

Right/Secondary Button –
is used less often. When you click the Right button, you can usually access a menu that
pops up with several options.
Right click on empty space (where there is no icon) on the desktop and what you’ll see
looks like the picture below.
Click Out
When any icon, file or document has been selected, it looks different from other files of
the same type just as we have here on the picture below, the last icon (folder) is
selected. For you to unselect this file, click on the empty space (where there is no icon)
on the desktop. This is what is called click-out.
Mouse Wheel –
can be used for scrolling through documents or web pages. However, not all mice have
this component.
Drag and Drop :
Is a computer mouse action used to move or copy files, icons, or text. It involves holding
the left mouse button down on an item, moving (dragging) it to a new location, and
releasing the button to "drop" it.
A mouse pad:
is a specialized surface designed to enhance the performance, accuracy, and comfort of
using a computer mouse.
Uses of a Mouse Pad:
 Improved Accuracy and Tracking: Provides a consistent, flat, and non-reflective
surface that allows optical/laser sensors to track movement without skipping,
jumping, or lagging.
 Protection of Surface and Mouse: Protects desk surfaces from scratches and
wear, while also preventing the small plastic "feet" on the bottom of the mouse
from wearing out.
Mouse Settings

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Mouse Left-Handed Users
Setting up mouse for Left hand users:
- Click on windows flan from Task bar and write Mouse Setting then click on
Mouse settings
-Select Primary button (Right) from list box then close the window
Cursor speed
Adjust Curson speed by sliding the line and see the other setting also
KEYBOARD SKILLS
A computer keyboard cursor is a visual indicator that shows exactly where your next
action will happen on the computer screen . It appears either as a blinking line when
typing text or as an arrow when moving a mouse. You control it using the Cursor
Control Keys.

Here are the primary ways to use the cursor with your keyboard:
Open “Microsoft word” application from start menu Click on windows flag from
Task bar or press windows key from keyboard and follow the following
1. Typing Cursor (Text)

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 Typing Cursor

When working with documents or messages, the blinking line shows where new letters
will appear.
 Arrow Keys: Move the cursor up, down, left, or right one character at a time.
 Press “Ctrl” key on key board + Arrow Keys: Jump the cursor by entire words or
paragraphs.
 Press Home / End key on key board: Snap the cursor to the very beginning or end
of your current line.
2. The Esc (Escape) key is a special key on most computer
keyboards. It is usually found in the top-left corner. You use it to
cancel a process, stop a command, or close a menu. Think of it as
an "emergency exit" button for your software

3. A function key is a key on a computer or terminal keyboard, The top row of your
keyboard features function keys F1 through F12. These keys act as shortcuts. They
save you time. Their exact jobs depend on the computer program you are using.
The Shortcut Guide
 F1: Opens the Help menu. Press this key to get quick support inside most
programs.
 F2: Renames a selected file or folder. In Excel, it lets you edit cell text.

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  F3: Opens the search bar to help you find items in folders or on websites.
 F4: Closes the current program when pressed with the Alt key (Alt + F4).
 F5: Refreshes or reloads web pages and document lists.
 F6: Jumps your cursor to the address bar in a web browser.
 F7: Runs a spell check in programs like Microsoft Word.
 F8: Used to start your computer in "Safe Mode" during startup.
 F9: Refreshes a document or sends and receives emails depending on the app.
 F10: Highlights the top menu bar. Press Shift + F10 to "right-click".
 F11: Enters or exits Fullscreen mode in web browsers.
 F12: Opens the Save As window in Microsoft Word

Basic windows Skills

SOME BASIC TERMS IN WINDOWS

ACTIVE WINDOW/ICON: The window or icon which you’re using currently is known as
active window/icon. Those icon which are not selected and windows which have been
minimized to the task bar are not active, in other words they are inactive. If there is more
than one opened window, only one window can be active at a time.

BROWSE: This is an act of looking through files and directories. When you’re browsing
through the files and directories, it shows that you’re looking for something or as a
learner trying to master your system.

COMMAND: A word or phrase, usually found on a menu, which you choose in other to
execute (carry-out) a job (task). Command is also used in Microsoft Disk Operating
System prompt (MS-DOS), Run dialog box, etc.

CLIPBOARD: It’s a temporary storage area used to transfer information within and
between windows/applications.

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CLICKING: This is when the left button of the mouse is pressed quickly within a twinkle
of an eye.

DESKTOP: After booting, the computer displays a picture (just like background on your
phone) it is called the desktop.

DOUBLE CLICK: This is clicking (left button of the mouse is pressed quickly) twice,
very fast within half a second.

DRAG: This is when you click and hold down the left button of the mouse on an icon
(of file, program) and move it within window or between windows.

FONT: A graphic design applied to a collection of numbers, symbols, and characters. It

usually comes in different sizes and styles.

HIGHLIGHTING BOX: This is the invisible rectangle with eight handles that surround
(enclose) a selected object.

ICON: It is a small picture that represents application program, file, directories, etc.

INSERTION POINT: The blinking cursor which indicates where text will be inserted as
you type.

LOADING: It’s process of copying data or program instructions to the RAM, so that the
processor can be able to access and process it.

MENU: This is a list of commands each with sub-commands, which is available on

every open window. On any opened window, after the title bar comes the menu bar.

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SCROLL: To move (up, down, right or left) through text, graphics in order to reveal
parts of the file that cannot fit on the screen.

What is Windows|: Microsoft Windows is a family of graphical operating systems

developed by Microsoft. It acts as the "manager" of your computer, bridging the gap
between your physical hardware (like the hard drive, processor, and mouse) and your
software applications.
Versions of Windows
First released in 1985, Microsoft frequently updates Windows to accommodate faster
processors, larger memory capacities, and the internet. Some of the most notable
versions over the years include:
 Windows 95: Brought the traditional Start button and taskbar to the masses.
 Windows XP: One of the most widely used and recognizable versions in
computing history.
 Windows 7: Praised for its stability and user-friendly interface.
 Windows 10: Modernized the OS for the cloud era and integrated digital
assistants.
 Windows 11: The current standard, featuring a redesigned taskbar, a centered
Start menu, and built-in AI productivity tools.

The window desktop Environment

The Windows desktop environment is the graphical user interface (GUI) that acts as the
primary workspace, allowing users to interact with the operating system using icons,
windows, menus, and a taskbar rather than command-line inputs. It serves as a visual
shell (Windows Shell) that organizes files, applications, and system settings into an
intuitive, point-and-click experience

Key Components of the Windows Desktop Environment

 Desktop: The main screen area, serving as a backdrop for icons, files, and
shortcuts.

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  Taskbar: Located at the bottom of the screen (typically), it holds the Start menu,
pinned apps, and running applications.
 Start Menu: A central hub to launch applications, access settings, and shut
down the computer.
 Windows (File Explorer): The graphical containers that display application
contents or folder contents.
 System Tray (Notification Area): Part of the taskbar showing time, date,
network status, and background applications.

ICONS
Desktop Pointer

Start Search Windows System Tray

Task Bar
Men Bar Explorer (Notification
Area)

Computer desktop icons are visual representations of files, folders, applications, and
system utilities designed for quick access on an operating system's workspace. They
act as graphical shortcuts, allowing users to launch software or open storage locations
with a quick double-click instead of navigating deep system paths.

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Core Types of Icons
 System Icons: Default tools like This PC, Recycle Bin, and Control Panel.
 Shortcut Icons: Small arrows on the corner indicating an alternate launch path.
 Folder Icons: Standard digital directories housing stored files and nested
subfolders.
 Application Icons: Branded graphics unique to specific installed software.

Working With Windows

Working with Windows is how you control your computer

Windows Explorer
Clicking on windows (File explorer) it opens the following windows

 Menu bar: The Windows File Explorer menu bar lets you manage your files. It
contains options for copying, pasting, deleting, and changing views. If your menu
bar is missing, you can use built-in Windows shortcuts or settings to fix it.
Alternatively you can get these options by right clicking on the icons.

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 Press F10: Tap the F10 key on your keyboard to instantly turn on the top menu
bar in File Explorer in Windows.
 The address bar in File Explorer shows your current location. You can use it to
jump to new places, view folder history, or copy file paths.
Basic Tips & Tricks
o See the full folder path: Click on any blank space inside the address bar.
The "breadcrumb" view will turn into the standard text string (e.g.,
C:\Users\Name).
o Jump up a folder: Drag a file and drop it onto any previous folder name
in the address bar to instantly move the file there.
o Show all recent paths: Press F4 to open a dropdown list of places you
recently visited
 Navigation Pane
A navigation pane is a sidebar menu that helps you easily jump between
sections of a long document, file, or website. It acts like a digital map. It is mostly
used in word processors and computer file systems to save you from endless
scrolling
This is the left sidebar in your folders that lets you browse your computer.
 Show/Hide it: Open File Explorer, click the View tab on the top menu, click
Navigation pane, and check the box.
 How to use it: Click on folders from navigation pane like Documents,
Downloads, or click on This pc (Hard Drive) to quickly see what is inside them.

Windows Control menu

Every app opens in its own box, called a window. You can change how a window looks
using the three icons in its top-right corner:
 Minimize (Dash (-)): Hides the window to the taskbar without closing it.
 Maximize (Square ( )): Makes the window fill the whole screen or reduce the
size.
 Close (X): Turns off the app completely.
 To move a window, click and hold the empty top bar, then drag your mouse.

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  To change the windows size, Hover your mouse on the edge of a window until it
turns into a double-sided arrow. Click and drag to make the window bigger or
smaller.
Move and Resize Windows using key board
 Snap to a side: Press Windows Key + Left Arrow or Right Arrow.
 Maximize: Press Windows Key + Up Arrow.
 Minimize: Press Windows Key + Down Arrow.
 Move with arrows: Press Alt + Spacebar, then M (for Move), and use your arrow
keys.
Switch and Close Windows
 Jump between apps: Hold Alt and tap Tab to cycle through open windows.
 Close a window: Press Alt + F4.
 Hide everything: Press Windows Key + D to show the desktop.
Control the Mouse with Your Keyboard
If your mouse stops working, use the Mouse Keys tool.
1. Press Left Alt + Left Shift + Num Lock at the same time.
2. Click Yes in the pop-up box.
3. Now, use your Number Pad (keys 1-9) to move the pointer in any direction. Use
the 5 key or the / key to click.
Useful Keyboard Shortcuts
Keyboard shortcuts are quick ways to tell your computer what to do using your
keyboard.
 Alt + Tab: Press and hold Alt, then tap Tab to flip through all your open
windows.
 Windows Key + D: Hides everything and shows your desktop. Press it again to
bring your apps back.
 Ctrl + C: Copy text or images.
 Ctrl + V: Paste text or images.

Understand The Importance of Managing Files/Folders

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Files are broadly categorized by the type of data they hold, typically identified by their
extensions (e.g., .pdf, .jpg). Below are the most common file categories and their
standard formats.
Types of File

Documents & Text

 PDF (Portable Document Format): Ideal for preserving layout, sharing forms,
and signing paperwork.
 DOC / DOCX: Microsoft Word standard for editable text and documents.
 TXT: Plain text with no formatting or styling.
 CSV: Stores large tabular datasets separated by commas.

Images
 JPG / JPEG: Heavily compressed for web photos and social media to save
storage space.
 PNG: Lossless compression; supports transparent backgrounds.
 SVG: Vector graphic format that scales to any size without losing resolution.

Video & Audio

 MP4: The most universal video format for streaming and sharing.
 MOV: High-quality video format native to Apple devices.
 MP3: The standard, compressed format for music and podcasts.
 WAV: Uncompressed, high-fidelity audio, often used for professional editing.

Archives & Data

 ZIP: Compresses and bundles multiple files together to reduce size.
 XLS / XLSX: Microsoft Excel files used for spreadsheets and data tracking.
 HTML / HTM: Webpages that structure and format content for internet browsers.
Proper file management is the process of organizing, naming, and storing digital files. It
is crucial because it saves time, protects important data, and stops stress.

27
File Storage Media

1. Solid-State Storage
 How it works: Uses microchips to save data. It has no moving parts.
 Examples: USB flash drives, memory cards, and Solid-State Drives (SSD).
 Best for: Everyday file transfers, fast performance, and portable use.
2. Magnetic Storage
 How it works: Records data using tiny magnets on a spinning disk or strip.
 Examples: Hard Disk Drives (HDD) and magnetic tape.
 Best for: Large, low-cost capacity and long-term offline backups.
3. Optical Storage
 How it works: Uses a laser to burn or read patterns on a shiny disk surface.
 Examples: CDs, DVDs, and Blu-ray discs.
 Best for: Sharing media and permanent, unchangeable archives.

Cloud Storage
Cloud storage uses massive physical data centers (like magnetic and solid-state drives)
managed by tech companies. Instead of saving files on a device in your hand, your files
live on the internet.
 Examples: Google Drive, Dropbox, and iCloud.
 Best for: Accessing files from anywhere and sharing with others.
Why Managing Files Matters
 Saves Time: You find what you need in seconds. You do not waste time hunting
through random downloads.
 Stops Data Loss: Organizing files helps you make smart backups. You never
lose your hard work to a sudden computer crash.
 Stops Confusion: Clear file names tell you what is inside. You do not have to
guess or open every file to check it.
Best Ways to Organize
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  Use Folders: Make a main folder for big topics, like "School" or "Work." Put
smaller folders inside, like "Math Class" or "Project 1."
 Name Files clearly: Give files useful names. For example, use
\(Math\_Homework\_1.pdf\) instead of \(New\_Document.pdf\).
 File as you go: Save a file in its exact place right away. Do not save everything
to your desktop to clean up later.
 Make Backups: Save important files in two places. You can use an extra hard
drive or a cloud storage account.
Create a New Folder
The 2 Easiest Ways to Make a Folder
1. The Keyboard Shortcut
This is the fastest method. It works instantly on your desktop or inside any folder.
1. Press Ctrl, Shift, and N at the same time.
2. Type a name for the folder.
3. Press Enter
2. Using the Right-Click Menu
This method is perfect if you are a mouse user.
 Go to your desktop or open File Explorer.
 Right-click on any empty space.
 Select New.
 Click Folder.
 Type a name and press Enter key from keyboard.

Manage Files / Folders (Move, Copy, Delete, Rename)

Rename a Folder
Give your folder a new name so it is easy to find.
1. Click the folder once to select it.
2. Press the F2 key on your keyboard, or right-click the folder and choose Rename.
3. Type the new name and press Enter.
Move a Folder
Move a folder to put it into a new place.

29
 1. Right-click the folder and choose Cut (or press Ctrl + X).
2. Go to the new place where you want to keep it.
3. Right-click an empty space and choose Paste (or press Ctrl + V).
Copy a Folder
Copying creates a twin of the folder in a new spot.
1. Right-click the folder and choose Copy (or press Ctrl + C).
2. Go to the new place where you want to keep the copy.
3. Right-click an empty space and choose Paste (or press Ctrl + V).
Delete a Folder
Delete a folder to remove it from your computer.
1. Click the folder once to select it.
2. Press the Delete key on your keyboard, or right-click the folder and choose
Delete.

Selecting Files Or Folder

Select a single item
1. Open your files using the File Explorer or your device's folder app.
2. Click the file or folder with your mouse.
3. The name will highlight, showing it is selected.
Select multiple items next to each other
1. Click the first file or folder in your list.
2. Press and hold the Shift key on your keyboard.
3. Click the last file or folder in the group.
4. All items between the first and last click will highlight.
Select multiple items that are scattered
1. Click the first file or folder you want.
2. Press and hold the Ctrl key on your keyboard.
3. Click each extra file or folder one by one.
4. Only the files you click will highlight.

30
Select all files or folders in a folder
1. Click on any blank space inside the folder window.
2. Press Ctrl + A on your keyboard.
3. Every file and folder inside that window will highlight.
Search for lost folders and files

1. Check the Recycle Bin or Trash

 Windows: Open the Recycle Bin on your desktop. Look for your file. If you see
it, right-click it and choose Restore.
 Mac/Cloud: Check your Trash folder or the Trash/Bin on your cloud storage
accounts like Google Drive or OneDrive. [
2. Search Your Whole Computer
 Open File Explorer (Windows)
 Click on This PC or your main hard drive.
 In the search box, type the exact name of your file or folder.
 If you do not know the name, search by file type using an asterisk. For example,
type *.doc for Microsoft Word files or *.jpg for pictures.

31
CHAPTER TWO
Basic Application Software

1. MICROSOFT WORD
Microsoft Word is a comprehensive word processing and document creation software
developed by Microsoft. It allows users to write, format, edit, and share various text-
based files—such as letters, reports, and resumes—while offering advanced design,
collaboration, and proofreading tools
Launch Microsoft Office Word quickly from your computer's Start menu or taskbar.
Here is how to launch Word:
1. Press the Windows key on your keyboard. Click on window flag
from start menu
2. Type Word in the search bar.
3. Click on the Word app icon in the search results , the next word windos opens
below the next window.

Word App Icon

Window Flag Search Bar

32
Click on the “Blank Document”

Parts Of the Microsoft Word Window

The Microsoft Word window is the workspace where you type and edit your documents.
To get a quick overview, let's explore the essential components of the screen.
Here is a simple breakdown of the window's main parts:

33
 Quick Access Toolbar: Located in the top-left corner. It gives you fast access to
frequently used tools like Save, Undo, and Redo.
 Title Bar: Displays the name of your document and the program at the very top.
 Ribbon: The large strip at the top of the window that holds all the program's
commands. It is organized into tabs (like Home, Insert, and View) and smaller
groups of related tools.
 File Tab: Found at the far left of the Ribbon. Click this to open the "Backstage
view" to save, print, or create a new document.
 Document Window: Your main white workspace in the center where you type,
add pictures, and create your files.
 Insertion Point: The blinking vertical line in your Document Window. It shows
exactly where your next typed letter or pasted picture will appear.
 Ruler: Located at the top and left side of your document. It helps you quickly
adjust margins and align text.
 Scroll Bars: Bars on the right and bottom of the window. Click and drag them to
move your page up, down, left, or right.
 Status Bar: Located at the bottom of the window. It shows quick facts like your
page number, word count, and language.
 View Buttons: Icons in the bottom-right corner that change how you look at your
document, such as Print Layout or Read Mode.

34
  Zoom Slider: Also in the bottom-right corner. It features a slider that lets you
zoom in to see details or zoom out to see the whole page.
 Screen Tips - Appear when you point to a command on the Ribbon, it includes
the name of the command along with a description of what that command does
Watch the this Video for more click on the following link
[Link] 1-1, 1-2, & 1-3
The Microsoft word File Tab
In Microsoft Word, the File Tab opens a special screen called the "Backstage
View". Click the blue File tab at the top left to find, save, open, and print
documents. It replaces your document with a menu of options.
Here is a breakdown of what you can do in the File Tab:
Key Features
 Info: View document details (like file size) and lock or protect your document with
a password.
 New: Start a Blank document or choose a pre-made template (like a resume or
calendar).
 Open: Find and open recently edited files or browse your folders to locate old
files.
 Save: Update and save the current document with the latest changes.
 Save As: Save a new document or create a copy of an existing document in a
specific folder.
 Print: View a preview of your document and send it to a printer.
 Share: Send the document via email or save it to cloud storage.
 Export: Convert your document into a different format, such as a PDF.
 Options: Change Word settings, such as spelling rules or the auto-save timer.
File Tab
This tab provides more options for working with a document.

35
 This Figure: File Tab

How to Create New Document

 Click the File tab Click New Select Blank Document OR
Ctrl+N.

How to Create Curriculum vitae ) CV)

 Click the File tab Click New Select more template Color block resume
OR Ctrl+N

How to Open an Existing Document

 Click the File tab Select Open OR Ctrl+O.

36
Saving A Document
To save a document in Microsoft Word, press Ctrl + S (or click the File menu
and
choose Save). If saving for the first time, pick a location like This PC, type a
File Name, and click Save.
The 3 Ways to Save

• Keyboard Shortcut: Press Ctrl + S. This is the fastest way to save your work.

• The File Menu: Click File at the top left, then select Save or Save As.

• Quick Access Toolbar: Click the small Floppy Disk icon at the very top left of
your

Word window.

The Difference Between "Save" and "Save As"

• Save: Updates your current file with your newest changes without asking
for a new name.

• Save As: Lets you choose a new name, a new folder, or a new file format (like
a PDF)

Close A Word Document

‫ـ‬ Click the File tab Click Exit or click X in the top right of the window. Or alt + f4

How to Open an Existing Document

- Click the File tab Select Open OR Ctrl + O.
Updating (Saving) A Document That Already Has A Name

- Click the File tab Select Save or Ctrl + S on your keyboard

Zoom Your Document
Using the Zoom Controller

1. Click and Drag: Click the slider and drag it to the left to zoom out or the right
to zoom in.

37
 2. Click the + / - buttons: Click the minus ( - ) button to decrease the size by 10%,
or click the plus ( + ) button to increase the size.
3. The Zoom Dialog: Click directly on the percentage number (e.g., 100%) in the
bottom-right corner to open a pop-up menu with specific zoom options.
Alternative Methods
 Keyboard Shortcut: Press and hold Ctrl and press the Plus (+) key to zoom in,
or the Minus (-) key to zoom out.
 Mouse Scroll: Hold down Ctrl and scroll the mouse wheel up or down.

Print Document
 Steps to Print a Document
1. Click the File tab and select Print OR (Ctrl+P).
2. Determine the number of copies.
3. Choose the printer connected to the laptop.
4. Click the Print button to print your document.
Figure5: Print Document

38
Exit Microsoft word
Click the File tab Click Exit or click X in the top right of the window. Or alt + f4
 Delete Text:
- Using Backspace & Delete Keys
 Copy, Cut & Paste Text
 Copy
Creating a duplicate copy of the text at the desired location without deleting the text
from its original location.
1. Right-click on the selected text
2. Click the Copy or Ctrl + C Keys from the keyboard.
 Cut
Moving the text from its original location to a new desired location.
1. Right-click on the selected text
2. Click the Cut or Ctrl+x Keys from the keyboard.
 Past
1. Right-click at the place where you want to past the selected text.
2. click Past or Ctrl + V.
How to convert a Word document to a PDF
1. Click the File tab Select Save As OR (Ctrl+S).
2. Select the location where you wish to save the document.
3. Enter a name for the document.
4. Save as type Select pdf.
Undo and repeat operations
 The undo feature is used to reverse the last action you performed.
You can access it by clicking the Undo command from the Quick Access
toolbar
Or Ctrl + Z Keys from the keyboard (Undo the previous action).
 The redo feature is used to repeat the last action.
You can access it by clicking the Redo command from the Quick Access
toolbar.
39
 Or Ctrl + Y Keys from the keyboard (Redo the previous action.

Figure: Quick Access toolbar

SETTING PAPER SIZE, MARGINS, AND ORIENTATION

Margins are the spaces between the edges of your document (top,
bottom, left, and right) and your text. They make your work look
professional. The default margin in Word is 1 inch for all sides. There are
predefined margins, and you can customize them as well.
To apply a predefined margin to your document:
1. Go to the Layout ribbon.

40
2. Choose Margins in the Page Setup group.
A drop-down menu appears.
3. Select an option from the list.
To customize your margin:
1. Select Custom Margins…
A dialog box appears.
2. Input your values in the textboxes,
3. Select an option in the Apply to box.
4. Click Set As Default (optional)
5. Press OK.
Note: Select the whole document first before applying a predefined
margin to a document with different sections because Word applies the
predefined margin only to the current section.
PAGE SIZE
To set Page Size:
1. Go to the Layout ribbon.

41
2. Click the Size button.
A drop-down menu appears.
3. Select an option from the list.
To customize your page size:
1. Select More Paper Sizes…
A dialog box appears.
2. Input your values in the Width and Height text boxes.
3. Select an option in the Apply to box.
4. Click Set As Default if you wish to set the size as default.
5. Press OK.
PAGE ORIENTATION:
To change your page orientation:
1. Go to the Layout ribbon.
2. Click the Orientation command.
A drop-down menu appears.

3. Select Portrait for a vertical page or Landscape for a horizontal

page.

42
Creating Columns to the page
To quickly split your Microsoft Word document text into columns, highlight the text , go
to the Layout tab, click Columns , and choose your preferred layout (e.g., Two or
Three). Word will automatically adjust your formatting
How to Apply Columns
1. Entire Document: Go to the Layout tab, click Columns, and pick a layout .
2. Specific Text: Highlight the text you want to change, go to Layout > Columns,
and select your layout. Word will automatically place section breaks around the
selected text

Customizing Column Settings

For more control over your layout, select More Columns... from the drop-down menu :
 Width and Spacing: Manually adjust exact sizes or uncheck "Equal column
width" to make columns different sizes.
 Lines Between: Check this box to automatically place a vertical line between
your columns .
Forcing Text to the Next Column
If you want text to stop flowing into one column and jump to the next, use a Column
Break :
 Place your cursor where you want the break to happen .
 Press Ctrl + Shift + Enter on your keyboard (or go to Layout > Breaks >
Column).
Font Face
In Microsoft Word, font face (also known as typeface or font family) refers to the
specific design and shape of the text characters.
How to Change the Font Face
You can quickly change the font face of your text using either the ribbon or a quick
keyboard shortcut:

43
 1. Select the text you want to modify.
2. Click the Font drop-down menu on the Home tab.
3. Scroll through the available options and click the desired typeface.

 ! Shortcut: Press Ctrl + Shift + F (Windows) or Cmd + Shift + F (Mac) to

&
%
$
#
"
quickly activate the font selection menu.
How to Change the Default Font Face
If you want Word to automatically use your favorite font face every time you create a
new document, you can override the standard default:
1. Press Ctrl + D (Windows) or Cmd + D (Mac) to open the advanced Font dialog
box.
2. Choose your preferred typeface (such as Times New Roman or Arial) from the
list.
3. Click the Set As Default button in the bottom left corner.
4. Select "All documents based on the Normal template" and click OK.

Change the Font Face , The Font, Size , The Font Colour And Effects
 Option one Using The Home Ribbon

Font Face

To apply a new typeface to your text:

 Go to the Home tab.
 In the Font group, click the dropdown arrow next to the current font name .
 Select your desired font from the list .
Change the Font Size Font Color
To make your text larger or smaller:
Bold Italic
 Navigate to the Home tab .
Underline
 Click the dropdown arrow next to the Font Size box and choose a number, or
type a custom size directly into the box.

44
Easily format your text in Microsoft Word by highlighting your desired text and using the
Home tab on the ribbon. The Font group contains all the dropdown menus and icons
you need to modify font styles, sizes, colors, and creative text effects.
1. Change the Font
To apply a new typeface to your text:
 Highlighting (Select ) your desired text
 Go to the Home tab.
 In the Font group, click the dropdown arrow next to the current font name .
 Select your desired font from the list .
2. Change the Font Size
To make your text larger or smaller:
 Highlighting (Select ) your desired text
 Navigate to the Home tab .
 Click the dropdown arrow next to the Font Size box and choose a number, or
type a custom size directly into the box.
 Alternatively, use the Grow Font (A with an upward arrow) or Shrink Font (A
with a downward arrow) buttons to adjust the size incrementally.
3. Change Font Colour
To add color to your text:
 Highlighting (Select ) your desired text
 Go to the Home tab and locate Font Color button (marked with a capitalized "A"
and a color bar underneath).
 Click the dropdown arrow next to it and pick your preferred color from the palette
 Option two Using font dialog box
To change your font style using the Font dialog box in Microsoft Word, first highlight the
text you want to format , then open the dialog box by pressing Ctrl + D .
Choose your desired font, style (e.g., Bold or Italic), and size, then click OK
OR
Alternative Ways to Open the Font Dialog Box
If you prefer not to use the keyboard shortcut, you can also access the Font dialog box
in these ways:
45
  The Ribbon: Navigate to the Home tab, look for the Font group, and click the
small Dialog Box Launcher arrow in the bottom-right corner.

 Context Menu: Right-click directly on your highlighted text and select Font from
the menu that appears.

Figure 1 Font Dialog box

Formatting Paragraph
Align Text:
1. First of all Select your text.
2. In the Home tab, look for the Paragraph section or.

46
 3. Choose your alignment: Align Left, Center, Align Right, or Justify

Figure 2 Paragraph group

Line and Paragraph Spacing

Open Paragraph Dialog Box
Customized spacing can be done by using the Paragraph dialog box (Figure 2A). This can be
opened several different ways:
 On the Home tab in the Paragraph group, select the Line and Paragraph Spacing button
and select Line Spacing Options on the menu.

47
  On the Home tab, in the Paragraph group, click the Dialog Box Launcher in the lower
right corner.
 On the Layout tab, in the Paragraph group, select the Dialog Box Launcher in the lower
right corner.
The lower half of the Paragraph dialog box focuses on spacing. The options for spacing include
the following:


o Before: This adjusts the spacing before the paragraph.

o After: This adjusts the spacing after a paragraph.
o Line Spacing: This adjusts the space between each line in the paragraph. Several
options are available to set the line spacing.
o Don’t add space between paragraphs of the same style.

48
Moving Text (Cutting)
Cutting removes selected text from its original position and places it in your clipboard so
you can paste it elsewhere.
 Method 1 (Shortcut): Highlight the text, press Ctrl + X (Windows) or Cmd + X
(Mac). Click where you want the text to go, and press Ctrl + V or Cmd + V.
 Method 2 (Mouse): Highlight your text, right-click and select Cut. Right-click at
the new location and select Paste.

49
Copying Text
Copying leaves the original text intact while placing a duplicate of it in your clipboard for
pasting elsewhere.
 Method 1 (Shortcut): Highlight the text, press Ctrl + C (Windows) or Cmd + C
(Mac) . Click your destination and press Ctrl + V or Cmd + V .
 Method 2 (Ribbon): Highlight the text, go to the Home tab, and click Copy.
Place your cursor at the destination and click Paste.
Format Painter
The Format Painter in MS Word is a time-saving tool used to copy text or paragraph
formatting—such as font style, size, color, spacing, and alignment—from one section
and apply it to another . Think of it as "copy and paste" specifically for the visual
appearance of your text rather than the words themselves . [1, 2]
How to use it
1. Select the source text: Highlight the text or place your cursor in the paragraph
that has the formatting you want to copy.
2. Activate the tool: Go to the Home tab and click the Format Painter (the
paintbrush icon) located in the Clipboard group . Your cursor will change into a
paintbrush.

3. Paint the new text: Click and drag your paintbrush cursor over the text or object
you want to format. The style will instantly apply .

Adding a Page Border

Detailed Steps
1. Navigate to the Design tab.

50
2. Click Page Borders in the "Page Background" group on the far right.

3. In the Borders and Shading window, select the Page Border tab.

Page Borders

4. Under the Setting list, choose Box, Shadow, 3D, or Custom.

5. Customize your border using the options in the middle:
o Style: Choose your line types (e.g., solid, dashed, double line).
o Color: Change from the default automatic black to a color of your choice.
o Width: Adjust the thickness of the lines.
o Art: (Optional) Pick from fun, graphic border styles.

51
 6. In the Apply to dropdown, choose whether to apply it to the whole document, the
first page only, or all pages except the first.
7. Click OK to apply.
Customizing Border Margins
If your border sits too close or too far from the edge of the page, click the Options
button at the bottom of the Borders and Shading dialog box. Under "Measure from,"
change it to Text or Edge of page and adjust the top, bottom, left, and right margin
measurements, then click OK.
WordArt
WordArt is a feature in Microsoft Word that allows you to transform ordinary text into
stylized, decorative graphics. It offers a quick way to make headings, titles, and flyers
stand out by applying visual effects like gradients, shadows, 3D rotations, and curved or
warped shapes
To add WordArt in Microsoft Word, go to the Insert tab, click the WordArt icon in the
"Text" group, and pick a style. Type your text in the box that appears, then use the
Shape Format tab to customize colors, outlines, and add 3D or transform effects.

52
How to Create and Format WordArt
1. Insert the WordArt: Open your document, click on the Insert tab, and locate the
WordArt button in the Text section. Click it to reveal a gallery of preset styles
and pick the one that fits your vision.
2. Type Your Text: A WordArt text box with placeholder text ("Your text here") will
appear. Simply type your desired text to replace it.
3. Customize the Design: Click on your WordArt object to open the Shape Format
tab on your ribbon. From here, you can alter your text using:
o Text Fill: Changes the color, gradient, or texture of the letters.
o Text Outline: Edits the border color, weight, and style of the text.
o Text Effects: Adds shadows, reflections, glowing effects, bevels, or
rotations .
o Transform: Allows you to curve, arch, or warp your text into specific
paths.
Working With A Table
A table in Microsoft Word is a grid-based layout object composed of horizontal rows
and vertical columns. The intersection of a row and column creates a box called a cell,
which can hold text, numbers, images, or other elements to organize information clearly.
Tables are highly versatile tools used for presenting complex data. Key functionalities
include:
 Structuring Data: Organize information like schedules, financial data, and lists
into easy-to-read grids.
 Page Formatting: Align images precisely and create complex, neat page
layouts.
 Calculations: Perform basic mathematical functions (like SUM or AVERAGE)
directly on numerical data within the table.
 Custom Styling: Apply pre-designed themes, borders, and color shading to
make your document look professional
Inserting a Table
There are three primary ways to insert a table using the Ribbon :
 The Visual Grid Method: Click Insert Tab > click on Table, then hover and
drag your mouse across the grid to highlight the desired number of columns and
rows. Click to drop the table into the document.

53
 The Insert Table Dialog: For larger tables, click Insert > Table and select Insert
Table. A dialog box will appear where you can type the exact number of rows
and columns, and set your preferred column width behavior.

 Draw Table: Click Insert > Table and choose Draw Table. Your cursor becomes
a pencil, allowing you to click and drag to draw custom, freeform cell sizes.

54
The Table Ribbon
Once your table is inserted and you click inside it, two dedicated tabs will appear on the
far right of your ribbon: Table Design and Table Layout.
 Table Design Tab: Use this tab to apply visual styles, add cell shading,
customize borders, and toggle options like "Header Row" or "Banded Rows".
 Table Layout Tab: Use this tab to add or delete rows and columns, merge or
split cells, align text within specific cells, and enable "Repeat Header Rows" if
your table spans multiple pages.
Entering Text in a Table
Adding content to your table is easy and mirrors standard typing in Word :
1. Select a Cell: Click directly inside the rectangular cell where you want your text
to begin . A blinking cursor will appear.
2. Type: Type your text or paste information. If the text takes up more space than
the cell width allows, the cell will automatically expand downward to
accommodate it.
3. Navigate: Press Tab on your keyboard to advance to the next cell, or use Shift
+ Tab to go backward . You can also use your keyboard's arrow keys to move
up, down, left, and right.
4. Format: Standard text formatting tools on the Home tab (like bold, italics, and
underline) still apply to the text within your table.
Moving Around In A Table
To navigate through your table efficiently:
 Use the Tab key to move to the next cell.
 Press Shift + Tab to move to the previous cell.
 Use the Arrow keys to move cell by cell in any direction.
 Or Click on any cell (any place) in the table
Changing Borders And Shading
Changing Table Shading
1. Select the cells, rows, or the entire table you want to modify.
2. Navigate to the Table Design tab at the top of the window.
3. Click the Shading drop-down arrow and pick your desired color

55
Changing Table Borders
1. Select the specific cells or the entire table.
2. Go to the Table Design tab on the ribbon.
3. Click the Borders drop-down menu and choose Borders and Shading at the
bottom of the list.
4. In the dialog box, customize the Style, Color, and Width.
5. Under the Preview section, click on the specific border lines you want to apply
these changes to, then click OK.
Moving A Table
To relocate an entire table on your page:
1. Switch to Print Layout view.
2. Hover your mouse over the table until a small, four-headed arrow icon appears in
the upper-left corner.
3. Click and hold this move handle, then drag the table to your new desired
location.
Resizing A Table
You can change the dimensions of a table or its specific parts:
 Resize the whole table: Hover over the bottom-right corner of the table until a
double-headed arrow appears, then click and drag.
 Resize individual rows or columns: Hover your cursor directly over a grid line
until a double-headed arrow appears, then click and drag.
 Set precise measurements: Right-click the table, select Table Properties, and
adjust the exact dimensions under the Row and Column tabs.
Delete A Table And Contents
To quickly remove a table along with all of its contents:
1. Click anywhere inside the table.
2. Go to the Table Layout tab on the ribbon.

56
 3. Click Delete and choose Delete Table.

(Note: To delete the table contents but keep the empty table structure, simply
highlight all the cells and press the Delete key on your keyboard).
Use Table Styles To Format An Entire Table
To instantly apply professional formatting:
1. Click anywhere inside your table.
2. Click the Table Design tab that appears at the top of the ribbon.
3. Click over the Table Styles down arow to preview built-in designs.

Table Style Dwon arrow

57
 4. Click on your preferred style to automatically apply the formatting to your entire
table.
Spell Check
To check spelling in Microsoft Word,
 Quick Fix: Right-click a misspelled word to instantly apply a suggested spelling or
click Add to Dictionary .
 Full Scan: Press F7 or go to the Review tab and select Spelling & Grammar to run
a comprehensive check of your document.
 Enable Auto-Check: Go to File > Options > Proofing and ensure the Check spelling
as you type box is checked.
 Set Language: If Word flags words incorrectly, select the text, go to Review >
Language, and click Set Proofing Language.
Clip Art
Clip art in Microsoft Word refers to a collection of pre-made digital images, illustrations,
or icons used to decorate documents , . Instead of using photographs, clip art uses
simple drawings or graphics to represent themes like animals, shapes, and people to
enhance the visual appeal of projects.
 Open the Insert tab: Click the Insert tab on the ribbon at the top of your Word
window.

 Access online images: In the Illustrations group, select Pictures then Stock
Image. (Note: If you are using an older version like Word 2010, simply click the
built-in Clip Art button).
 Search for your image: Type a descriptive word or phrase followed by "clipart"
into the search bar (e.g., birthday cake clipart) and press Enter.
 Filter if necessary: If available, filter the results by Type and choose Clipart to
narrow down your search results.
 Insert the graphic: Click on the specific image you want to use so it gets a
checkmark, then click Insert.
Insert Picture From a file
Step-by-Step Instructions

58
 1. Open your document in Microsoft Word.
2. Place your cursor at the exact spot in the document where you want the image to
appear.
3. Click the Insert tab at the top of the window .
4. Click the Pictures button and select This Device.

5. Browse your computer folders to find the desired picture file, select it, and click
Insert.
Quick Shortcuts
 Copy and Paste: You can also drag and drop an image directly from your File
Explorer into Word, or simply copy the file and paste it (Ctrl + V) into the
document .
 Multiple Images: If you want to insert more than one picture at a time, hold
down the Ctrl key while clicking on the files.
Wrapping Text And Resizing Picture Steps
Click the picture to reveal the Picture Format tab. Drag its corner handles to resize, or
type exact dimensions in the Size group . Next, click the Layout Options icon beside
the image to choose a wrapping style like Square or Tight so your text flows correctly. [
Resizing Picture Steps
There are two methods to resize your picture precisely:
 The Visual Method: Click the image and drag any of the four corner handles
inward or outward to change its size. (Holding the Shift key while dragging locks
the proportions and prevents stretching).

59
  The Exact Method: Go to the Picture Format (or Format) tab, locate the Size
group on the far right, and type your exact measurements in the Height and
Width boxes.
Wrapping Text Steps
By default, images are inserted "In Line with Text," acting like a large letter which makes
moving them difficult. To move the image freely and wrap text around it:
1. Select the picture or if not display picture format tab double click on the picture.
2. Click the Wrap Text command in the Arrange group on the Picture Format tab
(or use the floating Layout Options icon that appears near the top right of the
selected picture).

Wrap Text
Arrange group on the Picture
Format tab

3. Choose a style that fits your document :

o Square: Text wraps in a square box around the image.
o Tight: Text hugs the irregular contours of the image .
o In Front of Text: Places the picture over your text (useful for collages but
covers the text).
o Behind Text: Places the picture as a background behind your text
Insert Different types of Shapes
1. Navigate to the Insert tab located at the top of your Microsoft Word window.
2. Click the Shapes button located in the Illustrations group to open the shapes
gallery.

60
 3. Click on the shape you want to add (e.g., lines, rectangles, arrows, or callouts).
4. Click anywhere in your workspace and drag your cursor across the document to
set the dimensions of the shape.
o Tip: Hold down the Shift key while dragging to draw perfectly symmetrical
shapes like squares or circles.
Customizing and Using Shapes
 Add Text: Right-click the shape and select Add Text (or Edit Text), then simply
type directly inside the object.
 Resize and Move: Click on the shape to select it, and then drag the sizing
handles to change its proportions or drag the shape to a new location on the
page.
 Change Colors: Select the shape to activate the Shape Format tab at the top of
your screen. Use Shape Fill to change the inside color and Shape Outline to
adjust the border.
 Add Effects: You can also apply shadows, reflections, or 3D rotations by
selecting Shape Effects in the formatting menu.
Insert chart
 Place Cursor: Click exactly where you want the chart to appear in your
document.
 Choose Chart: Go to Insert > Chart and pick a layout (e.g., Column, Line, or Pie)
from the dialog box.
 Input Data: Edit the data in the small window that pops up, then close it.
 Customize: Click the floating buttons next to the chart to adjust styles, colors, or
chart elements (like adding axis titles and data labels).
 Copying from Excel (For Advanced Needs)
 If you already have your data and chart set up in Microsoft Excel, you can easily
copy and paste it into Word.
 Copy the chart in Excel, then paste it directly into your Word document.

61
  Choose to keep the chart linked to the original Excel file so it automatically
updates whenever your Excel data changes.
Adding Basic Page Numbers
 Go to the Insert tab on the ribbon.

 Click Page Number.

 Select where you want the numbers to appear (e.g., Top of Page or Bottom of
Page).
 Choose an alignment style (e.g., Plain Number 3 for bottom right).
To insert a header in Microsoft Word

62
To insert a header in Microsoft Word, open your document, go to the Insert tab, click
Header, and select a style. Type your text, then click Close Header and Footer (or press
Esc) to finish.
Customizing and Formatting Your Header
Once your header is active, you can tweak it to fit your document's needs:
 Add Details: Use the Header & Footer tab to quickly insert page numbers, dates,
or document information.
 Hide on First Page: If your first page is a title page, double-click the header, go to
the Header & Footer tab, and check the Different First Page box.
 Alternative Odd & Even: You can also select Different Odd & Even Pages to
alternate the header text on left and right pages.
 Different Sections: If you want different headers for different chapters, use page
breaks and uncheck Link to Previous in the Header & Footer tab
For More :
[Link]
7fyLW_c40HjO-Hj4qZTDZJbJew
Insert a footer
o quickly insert a footer, go to the Insert tab, click Footer, and select Blank to type your
own text or pick a built-in template . Double-click the footer or press Esc when finished
Here is the step-by-step breakdown to add and customize your footer:
1. Open your document in Microsoft Word.
2. Click the Insert tab on the top ribbon.
3. Click the Footer button located in the Header & Footer group.
4. Choose Blank (or a pre-designed style) from the drop-down menu.
5. Type your text, page numbers, or date into the designated footer area
6. Click the Close Header and Footer button on the ribbon, or simply double-click
anywhere in the main document body to exit.
Advanced Footer Options
If you want to customize your footers further, you can access the Header & Footer Tools
contextual tab (which appears when the footer area is active):
 Page Numbers: Click Page Number to insert dynamic page numbering.

63
  Different First Page: Check Different First Page to remove or change the
footer on a title page.
 Different Odd & Even Pages: Check this box if you want different footers for left
and right pages (ideal for bound documents).
Insert a text box
To insert a text box in Microsoft Word, go to the Insert tab on the ribbon, click Text Box
in the Text group, and select a built-in style or click Draw Text Box . Click and drag
anywhere on your document to create a custom-sized box.
Detailed Steps to Add a Text Box
1. Navigate to the Insert Tab: Open your Microsoft Word document and find the
Insert tab at the top of the window.
2. Select Text Box: Locate the Text group and click on the Text Box button.
3. Choose Your Box Type:
o Pre-formatted/Built-in: Choose from the gallery of designs (like "Simple
Text Box" or "Sidebar").
o Draw Custom Box: Select Draw Text Box, then click and drag in your
document to make it the exact size you need.
4. Add Your Content: Click inside the border of the newly created text box and
type or paste your text.
Formatting and Customization
 Move the Box: Hover your mouse over the border of the text box until you see a
four-headed arrow, then click and drag it to your desired position.
 Remove Border: If you want the text box to look like plain text, click the box, go
to Shape Format > Shape Outline, and select No Outline.
 Text Styling: Highlight the text inside the box and use the Home tab to change
font style, size, and color.
Quickly find words or letters
find words or letters in MS Word, press Ctrl + F (Windows) or Command + F (Mac) to
open the Navigation pane. Type your word or letter in the search box to highlight all
matching instances in your document.
For more advanced searches, such as matching the exact case (uppercase/lowercase)
or whole words only:
1. Click the magnifying glass in the Navigation pane and select Options (or
Advanced Find) .

64
 2. In the Find and Replace dialog box, you can search for exact phrasing or letters
.
3. Click More to set strict rules like "Match case" or "Find whole words only" to
avoid finding fragments of other words.
To change the words or letters you find, press Ctrl + H (or Command + H on Mac) to
open the Find and Replace tool. Type the word you want to locate in the "Find what"
box, and the new text in the "Replace with" box, then click Replace All

65
 3. MICROSOFT EXCEL
Microsoft Excel is a powerful spreadsheet program developed by Microsoft that allows
you to organize, format, calculate, and visualize data using a grid of rows and columns.
It is widely used for tasks ranging from basic personal budgeting to complex corporate
financial modeling and data analysis.
Key Features
 Data Organization: Structures information into cells (the intersection of rows and
columns), making it easy to store text, numbers, and dates.
 Formulas and Functions: Performs automated mathematical calculations using
built-in functions like =SUM(), AVERAGE() and so on..
 Data Visualization: Transforms raw numbers into visual formats like bar charts,
line graphs, and interactive dashboards.
Opening Microsoft Excel
To launch Microsoft Excel 2013, open the Windows Start menu, type Excel into the search bar,
and click on Excel 2013 from the results . Alternatively, open the Start menu , select All
Programs > Microsoft Office, and click Microsoft Excel 2013.
Upon launching, Excel 2013 opens with a Start Screen. From here, you can choose to :
 Create a Blank Workbook to start fresh.
 Select a built-in template (e.g., budgets, calendars).
 Open a recently used file from the list on the left side of the screen. For more
information [Link]
The Excel Window

66
 Parts Of
the Excel
Window
Core Interface

Components
 Quick Access Toolbar: Located in the upper-left corner, it provides one-click
access to frequently used commands like Save, Undo, and Redo.
 File Tab: Opens the Backstage view to create a new workbook, save, print,
share, or adjust application options.
 Title Bar: Displays the name of your current workbook and includes window
controls (minimize, maximize, close) on the right.
 Ribbon: The main command center spanning the top of the window, organized
into tabs (e.g., Home, Insert, Page Layout) and command groups.
 Name Box: Displays the address of the currently selected cell.
 Formula Bar: Allows you to view, enter, or edit data, formulas, and functions in
the active cell.
 Worksheet Area: The main grid consisting of letters for columns and numbers
for rows. The intersection of these forms individual Cells.
 Active Cell: The currently selected cell, which is highlighted with a heavy dark
border.
 Sheet Tabs: Located near the bottom of the window, these tabs allow you to
navigate between different worksheets in your workbook. [

67
  Status Bar: Runs along the very bottom of the window. It displays summary
information about your selection (such as Sum or Average), view buttons, and
zoom controls.

The File button

The File button in Microsoft Excel (found on the top-left corner) opens the "Backstage
View". It is your control center for file management, allowing you to Save, Open, Print,
Share, or Export your workbooks .
The File menu replaces the standard ribbon with a full-screen vertical menu . Key
features include:
 Info: View file details (size, permissions) and access workbook protection tools.
 New: Create a blank spreadsheet or choose from templates.
 Open: Access recently used files, or open spreadsheets from your computer,
OneDrive, or SharePoint.
 Save / Save As: Store your workbook or save a backup copy under a new name
or file format .
 Print: Configure page layout, margins, and print orientation before sending your
sheet to paper or PDF.
 Export: Convert your sheet to other formats like PDF or XPS.
 Options: Change Excel application settings (like adding/removing add-ins or
changing default fonts).
Watch this step-by-step tutorial for a visual walkthrough of the File tab's features:
[Link]

68
MS Excel Workbook
An MS Excel Workbook is the entire Excel file that you save on your computer or cloud
drive (usually with a .xlsx extension). It acts as a digital binder that holds one or more
individual worksheets.
Workbook vs. Worksheet
 Workbook: The actual file. It contains all your data, tabs, macros, and settings.
 Worksheet: The individual pages inside that file.
Key Features of a Workbook
 Multiple Tabs: You can add, delete, rename, and color-code dozens of sheets
within one file to organize different datasets (e.g., "Jan Sales", "Feb Sales").
 Global Settings: File-wide features like password protection, custom themes,
and file properties apply to the entire workbook.
 File Types: Workbooks can be saved as standard files (.xlsx), macro-enabled
files (.xlsm), or templates (.xltx).

An MS Excel Worksheet
An MS Excel Worksheet is a single spreadsheet page made of a grid of vertical columns
and horizontal rows. It serves as the primary workspace where you input, calculate, and
organize your data.
Key Grid Dimensions
 Rows: Exactly 1,048,576 rows, labeled numerically from 1 to 1,048,576.
 Columns: Exactly 16,384 columns, labeled alphabetically from A to XFD.
 Cells: The intersection of a row and a column (e.g., cell A1), capable of holding
text, numbers, or formulas.
Workbook vs. Worksheet
 Workbook: The entire Excel file (saved as .xlsx or .xls).
 Worksheet: Individual tabs inside that file. A workbook can hold multiple
worksheets, which you can switch between using the tabs at the bottom of the
window.

69
Microsoft Excel cells
Microsoft Excel cells are the fundamental building blocks of a worksheet, formed by the
intersection of a vertical column and a horizontal row. Each cell holds a single piece of
data (text, number, or formula) and is uniquely identified by its address, such as A1 or
B5.
Here is a breakdown of the essential features and functions for working with Excel cells:
1. Cell Addresses and Ranges
 Cell Address: Named by combining the column letter and row number (e.g.,
column A, row 1 = A1). You can see the active cell's address in the Name Box in
the top-left corner.
 Cell Ranges: A group of selected cells, denoted by the top-left and bottom-right
cells, like A1:D10.
2. Entering and Editing Data
 Click a cell and simply type to enter data.
 Data types include text (words/labels), numbers (quantities, dates, currency),
and formulas (equations that start with an = sign to perform calculations).
 When writing formulas, you can reference other cells (e.g., =A1+B1) to automate
your math.
3. Formatting Cells
You can change the appearance of a cell to make your data easier to read:
 Right-click a cell (or use the Home tab) to access font changes, borders, cell
backgrounds, and number formatting (like currency or percentages).
 Use the Merge & Center tool (found on the Home tab) to combine two or more
cells into a single larger cell.
4. Selecting and Managing Cells
 Select multiple cells: Click and hold your mouse to drag over the desired area,
or hold the Shift key while clicking to highlight a range.
 Copy & Paste: Highlight a cell, press Ctrl + C (Cmd + C on Mac) to copy, and
Ctrl + V to paste elsewhere.
 Moving cells: Hover over the border of a selected cell until the cursor turns into
a four-way arrow, then click and drag.
For visual guidance on working with cell data and basic formulas:
[Link]

70
Active Cell
The active cell is the currently selected, highlighted cell in Microsoft Excel where data
entry, formulas, and formatting are applied. It is visually identified by a bold rectangular
border and its address (e.g., A1) appearing in the top-left Name Box.
How to Use and Navigate the Active Cell
Only one cell can be active at a time. You can change the active cell by clicking it with
your mouse or by using keyboard shortcuts:
 Arrow Keys: Moves to the adjacent cell in the direction of the arrow.
 Enter: Moves to the cell below the active cell.
 Tab: Moves to the cell to the right.
 Ctrl + Backspace: Instantly brings the active cell back into view if you have
scrolled far away.
avigating around a Microsoft Excel worksheet efficiently saves a lot of time. You can
use your mouse to click on any cell, the arrow keys to move one cell at a time, or key
shortcuts like Ctrl + Arrow Keys to instantly jump to the edge of your data. [1, 2, 3]

Moving Around A worksheet

Moving around an Excel worksheet efficiently combines mouse and keyboard controls.
The quickest method is using keyboard shortcuts to "catapult" or scroll, while mice
handle general clicking and dragging. Use [Ctrl + Arrow Keys] to jump to the edge of
your data regions, and [Ctrl + Page Up/Down] to switch tabs.
Keyboard Navigation & Shortcuts
Keyboard shortcuts help you traverse large datasets instantly without taking your hands
off the keyboard.
 Basic Movement: Use the standard Arrow Keys to move cell-by-cell. Press Tab
to move right, and Enter to move down.
 Jump to Data Edges: Press Ctrl + Arrow Key to "catapult" to the very end of
your contiguous data (or the edge of the worksheet) in that direction.
 Jump to Start/End: Press Ctrl + Home to return to cell A1 and Ctrl + End to
navigate to the last used cell in the worksheet.
 Scrolling: Press Page Down or Page Up to move one full screen down or up
without changing your relative column.
Mouse Navigation & Scrolling

71
The mouse is ideal for clicking specific cells directly or covering longer scrolling
distances quickly.
 Scroll Bars: Click and drag the vertical and horizontal scroll bars at the edges
of your screen to browse wider areas of the grid.
 Mouse Wheel: Scroll the wheel up or down to move vertically. Hold down Shift +
Scroll Wheel to pan horizontally.
 Scroll Lock: If you ever need to scroll without changing the selected active cell,
press the Scroll Lock key on your keyboard and use your Arrow Keys.
Moving Between Worksheets
If your workbook has multiple sheets, you can jump between tabs using both methods.
 Switch Tabs with Keys: Press Ctrl + Page Down to move to the next sheet tab
(to the right) or Ctrl + Page Up to move to the previous sheet tab (to the left).
 Sheet Navigation Menu: Right-click the small navigation arrows in the bottom-
left corner of the Excel window to open a complete, searchable list of all your
worksheets.

Saving A New Workbook

Saving a new Excel workbook for the first time takes just a few seconds. Press Ctrl + S (or Cmd +
S on Mac). Choose where to save it (like OneDrive or This PC), type a file name in the dialog
box, and click Save.
For visual demonstrations of the file saving process, you can refer to these step-by-step videos:
How to Save for the First Time
When working on a brand new, unsaved document, both the "Save" and "Save As" actions will
open the same prompt. You can start the process using any of these methods:
 Keyboard Shortcut: Press Ctrl + S (Windows) or Cmd + S (Mac).
 Quick Access Toolbar: Click the small Save icon (floppy disk symbol) located in the very
top-left corner of the Excel window.
 File Menu: Navigate to the File tab in the top ribbon and click Save or Save As.
Setting the Location and Name
Once you trigger the save command, Excel will prompt you with a dialog box. Follow these
steps to secure your file:

72
 1. Choose a Location: Select where you want to store your file. You can save it to the cloud
using Microsoft OneDrive to access it anywhere, or select This PC to save it locally on
your computer's hard drive.
2. Name Your Workbook: Type a descriptive file name in the "File name" box. Avoid using
restricted characters like /, \, ?, *, :, <, >, or | in your file name.
3. Choose File Type: The default is set to Excel Workbook (.xlsx). If your workbook contains
macros, you can change the "Save as type" dropdown to Excel Macro-Enabled
Workbook (.xlsm).
4. Finalize: Click the Save button.
Saving After the First Time
After the workbook has been named and saved once, subsequent saves take less than a second.
You will no longer see the location prompt. Simply press Ctrl + S on your keyboard, click the
Save icon in the Quick Access Toolbar, or go to File > Save to update your existing file with any
new changes.
Are you trying to save the file for the first time, or do you need help changing the file format
(like saving as a PDF or CSV)? Let me know so I can give you the exact steps!
Closing A Workbook
To close a workbook in Excel, simply press Ctrl + W. Alternatively, click the File tab and select
Close, or click the inner X button located in the upper-right corner of your workbook window.
Any method will safely prompt you to save unsaved changes first.
Creating a new Excel workbook: is quick and simple. The easiest way is to press Ctrl + N on your
keyboard (or Cmd + N on a Mac). Alternatively, open Excel, go to the File tab, select New, and
click Blank workbook.
1. Using a Keyboard Shortcut
The fastest way to generate a blank workbook while the program is open is to use shortcuts:
 Windows: Press Ctrl + N
 Mac: Press Cmd + N
2. Using the File Menu (Backstage View)
If you already have Excel running and a file open, you can start a new file without closing the
current one:
1. Click the File tab in the top left corner.
2. Click New.

73
 3. Choose Blank workbook to start from scratch, or select a pre-designed template (like a
budget, calendar, or invoice).
3. From a Template
Instead of building from scratch, you can use built-in templates to speed up your work:
1. Click the File tab and select New.
2. Use the search bar to find templates for specific projects, such as an Invoice or Expense
Report.
3. Click the template you want and click Create.
4. Direct from the Start Screen
When you launch the Microsoft Excel application on your computer, the start screen will
automatically give you the option to select a Blank workbook or choose from suggested
templates before opening.
Rows and columns are the foundational building blocks of an Excel worksheet. Columns run
vertically (up and down) and are labeled with letters. Rows run horizontally (left to right) and
are labeled with numbers. Every worksheet has exactly 1,048,576 rows and 16,384 columns.
Key Concepts
 Cell: The intersection of a row and a column. Every cell has a unique address (e.g., A1
refers to the very first cell in Column A, Row 1).
 Headings: The clickable headers contain the letters (for columns) and numbers (for
rows). Clicking a heading will select that entire row or column.
 Capacities: A single Excel spreadsheet can hold up to 16,384 columns (running from A to
XFD) and 1,048,576 rows.
Essential Actions & Shortcuts
Mastering how to navigate, add, or format these elements will dramatically speed up your data
entry:

Action Mouse / Menu Method Keyboard Shortcut

Click the column letter at the

Select a Column Ctrl + Spacebar
top.

Click the row number on the

Select a Row Shift + Spacebar
left.

74
Insert a Right-click the heading and Select row/column, then press Ctrl +
Row/Column select Insert. Shift + = (or +)

Delete a Right-click the heading and

Select row/column, then press Ctrl + -
Row/Column select Delete.

What Is A Range
In Excel, a range is simply a collection of two or more cells in a spreadsheet. It is defined by its
"coordinates," using the address of the upper-left cell and the lower-right cell, separated by a
colon (e.g., A1:B10). Ranges are used for formatting, copying, or calculating data.
How Ranges Work
A range can span a single row, a single column, or a large block of multiple rows and columns.
When you write or reference a range, Excel includes all the cells within those specified
boundaries.
For example:
 A1:A5: A vertical range selecting the first five cells in column A.
 A1:E1: A horizontal range selecting the first five cells in row 1.
 A1:E5: A mixed/rectangular range selecting all cells across columns A through E and
rows 1 through 5.
Common Uses of Ranges
 Formulas and Functions: Instead of typing cells individually, you can apply a formula to
a whole block of data, such as =SUM(A1:A10) to add up numbers.
 Formatting: You can select a range to change font styles, add borders, or apply
background colors all at once.
 Named Ranges: You can assign a custom word to a range (e.g., naming B2:B50 as "Total
Sales") to make your formulas much easier to read.
How to Select a Range
 Using the Mouse: Click on the starting cell, hold down your left mouse button, and drag
your cursor to the ending cell, then release.
 Using the Keyboard: Hold down the Shift key while using your keyboard's arrow keys to
highlight cells.
 Using the Name Box: Type the range coordinates (like C3:F10) into the Name Box
(located directly to the left of the formula bar) and hit Enter.

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Deleting Data/Range
Remove data from a range in Excel without deleting the cells themselves, select the cells, go to
the Home tab, click Clear (the eraser icon) in the Editing group, and select Clear All. For a faster
method, just press the Delete key on your keyboard.
How to Delete the Cells and Shift Data
If you need to remove the cells entirely and shift your surrounding data to fill the gap:
1. Highlight the specific range of cells you want to remove.
2. Right-click the selected range and choose Delete....
3. Select whether you want to Shift cells left or Shift cells up and click OK.
How to Clear Formatting Only
To wipe out colors, borders, and fonts while keeping your actual text or numbers intact:
1. Select the range you want to reset.
2. Go to the Home tab.
3. Click Clear > Clear Formats.
How to Delete Named Ranges
If you are trying to delete a formal "Named Range" rather than a range of cells on the sheet:
1. Go to the Formulas tab on your ribbon.
2. Click Name Manager in the Defined Names group.
3. Select the name of the range you want to remove and click Delete.
What Is A Cell Reference?
A cell reference in Microsoft Excel identifies the location of a cell or a group of cells on your worksheet.
It is a combination of a column letter and a row number (e.g., A1, C5), and is used in formulas and
functions to fetch, calculate, and manipulate data.

Why are they important?

Instead of typing the actual numbers directly into a formula (like =5+10), you use cell references. If the
data in those cells changes, Excel will automatically update the result of your formula.

The Three Types of Cell References

To control how formulas behave when you copy or drag them across a sheet, Excel uses three main
types of references:

76
1. Relative Cell Reference (e.g., A1)

This is the default in Excel. When you copy a formula containing a relative reference, Excel adjusts the
column letter and row number to match the new position of the formula.

 Example: If cell C1 contains =A1+B1, copying this formula down to row 2 automatically changes
the formula to =A2+B2.

For More:

2. Absolute Cell Reference (e.g., $A$1)

An absolute reference stays exactly the same, no matter where it is copied or moved. You lock the cell
by placing a dollar sign ($) in front of both the column letter and the row number. This is useful when
you have a fixed number (like a tax rate or exchange rate) that you want all other formulas to multiply or
divide by.

 Example: If cell C1 contains =A1*$B$5, the B5 part will remain locked no matter where you copy
the formula.

For More : [Link]

3. Mixed Cell Reference (e.g., $A1 or A$1)

This is a combination of both. It locks either the row or the column, but leaves the other free to change.
For example, A\$1 locks the row but allows the column to change, while \$A1 locks the column but
allows the row to change.

Zoom in Excel
Zooming in Excel can be done instantly. Press and hold the Ctrl key while scrolling your mouse wheel up
to zoom in (or down to zoom out). Alternatively, click and drag the Zoom Slider located at the bottom-
right corner of the Excel window.

For more precise magnification, you can explore these specific zooming methods:

1. Keyboard Shortcuts

If you prefer not to use your mouse, you can use built-in Windows or Mac shortcuts:

 Windows: Press Ctrl + Alt + = to zoom in, or Ctrl + Alt + - to zoom out.

 Mac: Press Option + Command + = to zoom in, or Option + Command + - to zoom out.

2. The View Tab

You can set a precise zoom percentage from the Ribbon:

 Go to the Microsoft Support View Tab.

 Click Zoom in the Ribbon.

 Select a preset magnification (200%, 100%, 75%) or enter a custom percentage between 10%
and 400%.

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3. Zoom to Selection

If you want to focus tightly on a specific range of data:

 Highlight the cells you want to focus on.

 Go to the View tab.

 Select Zoom to Selection.

Entering Data With Autofill

Excel's AutoFill and Flash Fill features save time by automatically completing data series, copying
formulas, or extracting text based on patterns. To use them, either drag the "fill handle" (the small
green square at the bottom-right of a selected cell) or use keyboard shortcuts like Ctrl+E.

Here is how you can use these tools to automate your workflow:

1. Drag the Fill Handle (For Series & Formulas)

To create a sequence of numbers, dates, or days:

1. Type the starting values in your cells (e.g., type "1" in cell A1, and "2" in cell A2 to establish a
sequence).

2. Select the cells and hover your mouse over the bottom-right corner until the cursor turns into a
black plus sign (+).

3. Click and drag the handle down or across the cells you want to fill.

4. Release the mouse button. You can click the resulting Auto Fill Options icon to change settings,
such as filling only weekdays or copying identical data. For more :
[Link]

5. Shortcut: Instead of dragging, double-click the fill handle to automatically fill data downwards to
match the length of an adjacent column.

For More : [Link]

2. Use Flash Fill for Complex Patterns

If you need to extract or combine data (like splitting full names into separate first and last names), use
Flash Fill:

1. Enter the desired output in the first cell next to your data.

2. Go to the Data tab on the ribbon and click Flash Fill, or simply press Ctrl+E.

3. Excel will analyze the pattern and populate the rest of the column.

3. Quick Copy Shortcuts

If you just want to duplicate an entry or a formula down a column without establishing a series:

 Ctrl+D: Fills data downward from the top cell in your selection.

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  Ctrl+R: Fills data rightward from the leftmost cell in your selection.

4. Excel 365 / 2021: The SEQUENCE Function

If you are using a modern version of Excel, you can use a formula to generate number sequences
instantly without dragging. Type =SEQUENCE(10) in a cell and press Enter to instantly fill 10 rows with
numbers 1 to 10

Entering Numerical Data With Autofill

Enter numerical data using Autofill, enter your starting number(s) in your cells, hover over the bottom-
right corner until you see a black cross (+), and click and drag Microsoft Support. Depending on your
exact data entry needs, you can use these core methods:

Method 1: Create a Sequential Series

If dragging a single cell just copies the first number, you need to establish a pattern How to use AutoFill
& Flash Fill in Excel - Tips for Beginners - YouTube:

1. Type the pattern: Type 1 in the first cell, and 2 in the cell directly below it (or to the side).

2. Select both cells: Click and drag over both cells so they are both highlighted.

3. Drag the Fill Handle: Hover over the bottom-right corner of your selection until the cursor
changes to a black cross, then click and drag across the cells you want to fill. Excel will continue
the 1, 2, 3 pattern.
(You can also double-left click the fill handle if you already have data in the adjacent column, and
Excel will automatically fill down to match How To Fill Numbers In Excel Quickly And Easily! -
YouTube.)

Method 2: Auto-Increment by a Specific Number

To skip numbers (e.g., counting by 5s, 10s, or custom increments) How to use AutoFill & Flash Fill in
Excel - Tips for Beginners:

1. Define the interval: Type 10 in the first cell and 20 in the second cell.

2. Highlight & Drag: Select both cells, grab the fill handle, and drag it down. Excel will recognize
the 10-point increment and continue it.

Method 3: Use the Keyboard Shortcut (No Dragging)

If you are dealing with thousands of rows, dragging can be tedious Excel Tip: Use the Fill Handle to Auto-
Increment ... - YouTube:

1. Type your starting number in a cell.

2. Hold down the Ctrl key on your keyboard.

3. Click and drag the fill handle. This tells Excel to immediately increment by 1 Excel Tip: Use the
Fill Handle to Auto-Increment ... - YouTube instead of copying the same number.

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Method 4: The 'Fill Series' Menu

For large, precise datasets (e.g., sequentially numbering 10,000 rows), use the Fill Series menu AutoFill
Thousands of Rows at Once in Excel - YouTube:

1. Type the starting number in your first cell.

2. Go to the Home tab at the top of Excel.

3. In the Editing group, click Fill > Series.

4. Choose whether you want the series in rows or columns, set your Step value (the interval) and
Stop value (where it ends), then click OK

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