INTRODUCTION TO

MICROSOFT WORD

COMP 212 COMPUTER FUNDAMENTALS AND PROGRAMMING

WORD PROCESSING SOFTWARE

A computer program used to create and print text documents that

might otherwise be prepared on a typewriter.

The key advantage of a word processor is its ability to make

changes easily, such as correcting spelling, adding, deleting,
formatting and relocating text.

Once created, the document can be printed quickly and accurately

saved for later modifications.
MICROSOFT WORD

Microsoft Word (or simply Word or MS Word) is a word processor

developed by Microsoft.

It was first released on October 25, 1983 under the name Multi-
Tool Word for Xenix systems.
SCREEN ELEMENTS OF MS WORD
2016
 Quick Access Toolbar Title Bar
Tell Me

Tabs

File Menu

Dialog Box Launcher Group Ribbon

Insertion Point

Zoom

Status Bar View Toolbar

FILE MENU

The File tab will bring you into the Backstage View.

The Backstage View is where you manage your files and the data
about them – creating, opening, printing, saving, inspecting for
hidden metadata or personal information, and setting options.
RIBBON

An area across the top of the screen that makes almost all the
capabilities of Word available in a single area.
TABS

An area on the Ribbon that contains buttons that are organized in

groups.

The default tabs are Home, Insert, Design, Layout, References,

Mailings, Review, View, and Acrobat.
TITLE BAR

A horizontal bar at the top of an active document.

This bar displays the name of the document and application.

At the right end of the Title Bar is the Minimize, Maximize and
Close buttons.
GROUP

A group of buttons on a tab that are exposed and easily accessible.

DIALOG BOX LAUNCHER

A button in the corner of a group that launches a dialog box

containing all the options within that group.
STATUS BAR

A horizontal bar at the bottom of an active window that gives

details about the document.
VIEW TOOLBAR

A toolbar that enables, adjusts, and displays different views of a

document.
ZOOM

Magnifies or reduces the contents in the document window.

QUICK ACCESS TOOLBAR

A customizable toolbar at the top of an active document.

By default the Quick Access Toolbar displays the Save, Undo, and
Repeat buttons and is used for easy access to frequently used
commands.

To customize this toolbar, click on the dropdown arrow and select

the commands you want to add.
TELL ME

This is a text field where you can enter words and phrases about
what you want to do next and quickly get to features you want to
use or actions you want to perform.

You can also use Tell Me to find help about what you're looking for,
or to use Smart Lookup to research or define the term you
entered.
CONTEXTUAL TABS

They are designed to appear on the Ribbon when certain objects

or commands are selected.

These tabs provide easy access to options specific to the selected

object or command.

For example, the commands for editing a picture will not be

available until the picture is selected, at which time the Picture
Tools tab will appear.
INSERTION POINT

The point where the next characters typed from the keyboard will
appear on the display screen.

The insertion point is usually represented by a blinking vertical

line.

You can reposition the insertion point by pressing arrow keys or by

moving the I-beam pointer.
TO CREATE A NEW WORD DOCUMENT:

1. Click the File tab.

2. Click New.
3. Click Blank Document.
NAVIGATING IN A DOCUMENT

The following table lists ways to navigate in a document using your

keyboard to move the insertion point in an active document:
TO DISPLAY DIFFERENT VIEWS:

1. Click the View tab.

2. Click on the desired view OR
3. Click a View button on the View Toolbar in the lower right
corner of the Status Bar.
VIEW OPTIONS

 Read Mode
 Print Layout View
 Web Layout View
 Outline View
 Draft View
VIEW OPTIONS

 READ MODE
Displays as much of the content of the document as will fit in the
screen.
VIEW OPTIONS

 PRINT LAYOUT VIEW

Shows a document as it appears on a printed page.
VIEW OPTIONS

 WEB LAYOUT VIEW

Shows a document as it appears in a web browser.
VIEW OPTIONS

 OUTLINE VIEW
Shows the structure of a document, which consist of heading and
body text.
VIEW OPTIONS

 DRAFT VIEW
Displays the content of a document with a basic layout.
EDITING AND PROOFING DOCUMENTS

 SELECTING TEXT
Select a word: Click and drag or double-click on the word.

Select a sentence: Click and drag or click in the sentence while

holding down the CTRL key.

Select a paragraph: Click and drag or triple-click in the paragraph

or double-click in the selection area to the left of the paragraph.
EDITING AND PROOFING DOCUMENTS

 SELECTING TEXT
Select a block of text: Click and drag or click to the left of the first
word, hold down the SHIFT key, and then immediately click to the
right of the last word.

Select a line: Click and drag or click in the selection to the left of
the line.
EDITING AND PROOFING DOCUMENTS

 SELECTING TEXT
Select an entire document: Triple-click in the selection area or hit
the CTRL + A keys.

Undo an action: On the Quick Access Toolbar click the Undo key
or hit the CTRL + Z keys.
EDITING AND PROOFING DOCUMENTS

 DELETING TEXT
When deleting text in your document you can either use the
Delete key or the Backspace key.

The Delete key deletes text to the right of your cursor while the
Backspace key deletes text to the left of your cursor.
CUT, COPY, AND PASTE

Often times you will need to move text from one location in a
document to another, or to a different application.

In this case you will perform a Cut and Paste.

To reproduce a specific part of a document and place it elsewhere,

you will perform a Copy and Paste.
TO CUT TEXT:

1. Select the text you want to move.

2. Click on the Cut icon located on the Home tab in the
Clipboard group or hit the CTRL + X keys.
TO COPY TEXT:

1. Select the text you want to copy.

2. Click on the Copy icon located on the Home tab in the
Clipboard group or hit the CTRL + C keys.
TO PASTE TEXT:

1. Click in the area of the document where you want to paste your
text.
2. Click on the Paste icon located on the Home tab in the
Clipboard group or hit the CTRL + V keys.
FORMATTING A DOCUMENT

 TO MAKE FONT CHANGES

1. Select the desired text that you want to format.
2. Choose commands from the Font group on the Home tab.
3. For additional formatting options, click on the Dialog Box
Launcher in the lower-right corner of the group to launch the
Font dialog box.
FORMATTING A DOCUMENT

 TO MAKE FONT CHANGES

You can also use the Mini Toolbar.

The Mini Toolbar is activated when you select text to be formatted.

This toolbar is miniature and semi-transparent to help you work

with fonts, font styles, font sizing, alignment, text color, indent
levels, and bullet features.
FORMATTING A DOCUMENT

 LIVE PREVIEW
Using Live Preview temporarily applies formatting on selected text
or objects whenever a formatting command is hovered.

This allows you to quickly preview how the formatting options will
look before they are made.
FORMATTING A DOCUMENT

 LIVE PREVIEW
1. Select the desired text that you want to format
2. On the Home tab, in the Font group, do any of the following:
a. Click the arrow next to the Font box and move the pointer
over the fonts that you want to preview.
b. Click the arrow next to the Font Size box and move the
pointer over the font sizes that you want to preview.
FORMATTING A DOCUMENT

 LIVE PREVIEW
c. Click the arrow next to the Text Highlight Color button and
move the pointer over the highlight or fill colors that you
want to preview.
d. Click the arrow next to the Font Color button and move the
pointer over the font colors that you want to preview.
FORMATTING A DOCUMENT

 LIVE PREVIEW
When you finish previewing the formatting choices, do one of the
following:
1. To apply the previewed formatting, click the selected font
name, size, or color in the list.
2. To cancel live previewing without applying any changes, press
ESC.
FORMATTING A DOCUMENT

 FORMATTING A PARAGRAPH
A paragraph is a select group of text that can have its own
formatting characteristics, such as alignment, spacing and styles.
FORMATTING A DOCUMENT

 FORMATTING A PARAGRAPH
1. Select the desired paragraph(s) that you want to format.
2. Choose commands from the Paragraph group on the Home
tab.
3. For additional formatting options, click on the Dialog Box
Launcher in the lower-right corner of the group to launch the
Paragraph dialog box OR
4. You can also use the Mini Toolbar.
FORMATTING A DOCUMENT

 PREVIEWING AND PRINTING A DOCUMENT

1. Click the File tab.
2. Click Print OR
3. Hit the CTRL + P keys.

This view includes print preview, print commands, as well as the

print settings:
SAVING AND CLOSING A NEW DOCUMENT

 TO SAVE A NEW DOCUMENT

1. On the Quick Access Toolbar, click the Save button or hit
the CTRL + S keys OR
2. Click the File tab.
3. Click Save As or hit the F12 key.
4. Select Browse, the Save As dialog box will appear.
5. In the File Name field, type the name of the document.
6. Click Save.
SAVING AND CLOSING A NEW DOCUMENT

 TO CLOSE A DOCUMENT
1. Click the File tab, and then click Close
2. If a Microsoft Office Word dialog box appears displaying a
“Want to save your changes to …?” message:
Click Save to save, Don’t Save to discard changes, or Cancel to
close the dialog box OR
3. Hit the Close button or hit the ALT + F4 keys.
INTRODUCTION TO
MICROSOFT POWERPOINT

COMP 212 COMPUTER FUNDAMENTALS AND PROGRAMMING

PRESENTATION SOFTWARE

A category of application software that is specifically designed to

allow users to create a presentation of ideas by stringing together
text, images and audio/video.

The presentation tells a story or supports speech or the

presentation of information.
MICROSOFT POWERPOINT

A presentation program, created by Robert Gaskins and Dennis

Austin at a software company named Forethought, Inc.

It was released on April 20, 1987, initially for Macintosh computers

only. Microsoft acquired PowerPoint for $14 million three months
after it appeared.
SCREEN ELEMENTS OF MS
POWERPOINT 2016
 Slide Pane

Thumbnail

Slide Sorter View

Notes Pane Slide Show View

Normal View

Reading View
VIEWING A PRESENTATION

When you create a Blank Presentation in PowerPoint, the

workspace opens in Normal View.

Normal view is divided into three areas:

 Slide Pane
 Thumbnails
 Notes Pane
VIEWING A PRESENTATION

 SLIDE PANE - shows the full layout of a slide

 THUMBNAILS - shows slide thumbnails

 NOTES PANE - used to input text relevant to a specific slide

VIEWING A PRESENTATION

Other views include Slide Sorter view which shows thumbnails of

the entire presentation and Slide Show view where you preview
your presentation as your audience will see it.
CREATING A NEW PRESENTATION

 TO CREATE A NEW PRESENTATION:

1. Click on the File tab.
2. Click on New.
3. Select either a Blank Presentation, a featured theme or search
for online templates and themes.
4. Double-click Blank Presentation to create a new presentation.
ENTERING TEXT ON A SLIDE

When you create a new presentation, the first slide to appear is a

Title slide.

It contains two placeholders: a title placeholder and a subtitle

placeholder.

To add text, click within the placeholder and type.

 Title Placeholder

Subtitle Placeholder
FORMATTING

PowerPoint provides a wide variety of themes that apply a

distinctive look to the text, bullets, background colors, and
graphics in a presentation.

You can apply a theme when you create a new presentation and
you can change the theme as many times as you want.
FORMATTING

 TO APPLY A THEME:
1. Click on the Design tab.
2. Select one of the themes in the Themes group.

To see more themes, click on the drop down arrow on the bottom
right corner of the group.
FORMATTING

 TO FORMAT TEXT:
1. Click within the placeholder.
2. Select the text to format.
3. Click on the Home tab.
4. Click on the formatting buttons in either the Font or Paragraph
groups.
5. You can also use the Mini Tool Bar that appears when the text
is selected.
ADDING NEW SLIDES

Each slide in PowerPoint has a slide layout.

Slide layouts contain formatting, positioning, and placeholders for

all of the content that appears on a slide.

PowerPoint includes nine built-in slide layouts:

ADDING NEW SLIDES

 TO ADD NEW SLIDES:

1. Click on the Home tab.
2. Click on New Slide in the Slides group.
3. Choose a slide layout.
ADDING NEW SLIDES

 CONTENT SLIDES:
If you choose a slide with content, you will have six types of
content to choose from.

Click on the type of content you want to create and PowerPoint

will provide the tools needed to create it.
APPLYING SLIDE TRANSITIONS

A transition is a special effect that determines how a slide appears

as it enters or leaves the screen.
APPLYING SLIDE TRANSITIONS

 TO APPLY TRANSITIONS:
1. Click on the Transitions tab.
2. Click on the drop down arrow in the Transition to This Slide
group to see a listing of all available transitions.
3. Click on the transition you want to apply.
4. Click on Apply to All to apply the transition effect to the entire
presentation.
PRINTING

 TO PRINT:
1. Click on the File tab.
2. Click on Print .
PRINTING

Under Settings click on Print All Slides and select one of the
options to print:

 PRINT ALL SLIDES - print entire presentation

 PRINT SELECTION - only print the selected slides

PRINTING

 PRINT CURRENT SLIDE - only print the current slide

 CUSTOM RANGE - enter specific slides to print

PRINTING

 PRINTING HANDOUTS, NOTES AND OUTLINE

Click on Full Page Slides and choose from the following:

1. Print Layout
o Full Page Slides
o Notes Pages
o Outline
PRINTING

2. Handouts
o Choose between 1 – 9 slides per page (horizontal or vertical)
INTRODUCTION TO
MICROSOFT EXCEL

COMP 212 COMPUTER FUNDAMENTALS AND PROGRAMMING

SPREADSHEET SOFTWARE

A software application capable of organizing, storing and analyzing

data in tabular form.

They can have multiple interacting sheets with data represented in

text, numeric or in graphic form.
SPREADSHEET SOFTWARE

Originally developed as an aid for accounting and bookkeeping

tasks, spreadsheets are now widely used in other contexts where
tabular lists can be used, modified and collaborated.
MICROSOFT EXCEL

A spreadsheet developed by Microsoft for Windows, macOS,

Android and iOS.

It features calculation, graphing tools, pivot tables, and a macro

programming language called Visual Basic for Applications.
WORKBOOK, WORKSHEET, AND
SPREADSHEET

Because the terms spreadsheet, workbook, and worksheet are so

similar, there can be a lot of confusion when trying to understand
their differences.

When you open Microsoft Excel you're opening a workbook.

WORKBOOK, WORKSHEET, AND
SPREADSHEET

A workbook can contain one or more different worksheets that

can be accessed through the tabs at the bottom of the worksheet
your currently viewing.

What's often most confusing is that a worksheet is synonymous

with a spreadsheet. In other words, a spreadsheet and worksheet
mean the same thing.
WORKBOOK, WORKSHEET, AND
SPREADSHEET

However, most people only refer to the program as a spreadsheet

program and the files it creates as spreadsheet files or
worksheets.
SCREEN ELEMENTS OF MS EXCEL
2016
 Expand Formula Bar Button

Vertical Scroll Bar

Formula Bar

Page Layout View

Worksheet Navigation Tabs Horizontal Scroll Bar

Normal View
Insert Worksheet Button
Page Break Preview
FORMULA BAR

A place where you can enter or view formulas or text.

EXPAND FORMULA BAR BUTTON

This button allows you to expand the formula bar.

This is helpful when you have either a long formula or large piece
of text in a cell.
WORKSHEET NAVIGATION TABS

By default, every workbook starts with sheet 1.

INSERT WORKSHEET BUTTON

Click the button to insert a new worksheet in your workbook.

HORIZONTAL / VERTICAL SCROLL

Allows you to scroll vertically / horizontally in the worksheet.

NORMAL VIEW

This is the default view for working on a spreadsheet in Excel.

PAGE LAYOUT VIEW

View the document as it will appear on the printed page.

PAGE BREAK PREVIEW

View a preview of where pages will break when the document is

printed.
NAVIGATING IN THE EXCEL ENVIRONMENT

Below is a table that will assist you with navigating/moving around

in the Excel environment.
HIGHLIGHTING / SELECTING AREAS USING
THE MOUSE

 Select Cells: The default option for the mouse showing this
symbol
 Move a Cell’s Content: Point around the active cell until you see
this symbol then, click and drag the cell to your desired
location.
 Activate the Autofill Feature: Point on the lower right corner of
the active cell until you see this symbol then, click and
drag the cell to your desired location.
HIGHLIGHTING / SELECTING AREAS USING
THE MOUSE

 To Select a Column: Click on the column letter.

HIGHLIGHTING / SELECTING AREAS USING
THE MOUSE

 To Select a Row: Click on the row number.

HIGHLIGHTING / SELECTING AREAS USING
THE MOUSE

 To Select the Entire Worksheet: Click above row 1 and to the

left of column A or hit CTRL + A on the keyboard.
ENTERING TEXT

Any items that are not to be used in calculations are considered, in

Excel’s terminology, labels.

This includes numerical information, such as phone numbers and

zip codes.

Labels usually include the title, column and row headings.

ENTERING TEXT

 TO ENTER TEXT / LABELS:

1. Click in a cell.
2. Type text.
3. Press Enter.

NOTE: By default, pressing the Enter key will move you to the cell
below the active cell.
ENTERING TEXT

The label actually “lives” in the cell you typed it into.

If you type long text it might appear to be in multiple columns.

Using the formula bar will confirm where the label actually “lives.”
AUTOFILL

Frequently, it is necessary to enter lists of information.

For example, column headings are often the months of the year or
the days of the week.

To simplify entering repetitive or sequential lists of information,

Excel has a tool called Autofill.
AUTOFILL

This tool allows preprogrammed lists, as well as custom lists, to be

easily added to a spreadsheet.
ENTERING VALUES

Numerical pieces of information that will be used for calculations

are called values.

They are entered the same way as labels.

It is important NOT to type values with characters such as “,” or

“$”.
ENTERING VALUES

 TO ENTER VALUES:
1. Navigate to a cell.
2. Type a value.
3. Press Enter.
CREATING FORMULAS

Formulas perform calculations or other actions on the data in your

worksheet.

A formula starts with an equal sign (=).

It is possible to create formulas in Excel using the actual values,

such as “4000*.4” but it is more beneficial to refer to the cell
address in the formula, for example “D1*.4”.
CREATING FORMULAS

One of the benefits of using a spreadsheet program is the ability to

create a formula in one cell and copy it to other cells.

Most spreadsheet formulas use a concept called relative

referencing.

By default, all cell references are relative references.

CREATING FORMULAS

When copied across multiple cells, they change based on the

relative position of rows and columns.

It is also important to know the operators Excel uses for formulas:

CREATING FORMULAS

 TO CREATE A FORMULA:
1. Click in a cell.
2. Press the = key.
3. Type the formula.
4. Press Enter.
COPYING FORMULAS

Like many things in Excel, there is more than one way to copy
formulas.

 TO COPY FORMULAS USING AUTOFILL:

1. Click in the cell that contains the formula.
2. Position the mouse on the Autofill handle.
3. Click and drag to copy the formula.
COPYING FORMULAS

 TO COPY FORMULAS USING COPY AND PASTE:

1. Click in the cell that contains a formula.
2. Select Copy on the Home tab in the Editing group.
3. Highlight the cell where you would like to paste the formula.
4. Select Paste on the Home tab in the Editing group.
AUTOSUM FUNCTION

The most common formula in Excel is Sum, or the addition of

multiple values.

In this example, we could create a formula that reads

=C6+D6+E6+F6+G6+H6.

That’s a lot of typing! Instead, we can use the Sum Function and
specify a range of cells.
AUTOSUM FUNCTION

Functions are more complex formulas that are invoked by typing

their name.

Excel has over 200 functions that can be used because Sum is the
most common function, it is the only one with its own toolbar
button.
AUTOSUM FUNCTION

When working with functions, the cells used in the formula are
referred to as the range.

A range is a group of cells that are specified by naming the first cell
in the group and the last cell.

For example, A1:D1 is a range that includes cells A1, B1, C1 and D1.
AUTOSUM FUNCTION

 TO CREATE THE TOTAL VALUES USING AUTOSUM:

1. Click in the cell where you would like the Total to be located.
2. Press the AutoSum button on the Home tab.

The AutoSum function automatically looks for cells that have

values in them.

It will read values until it finds the first blank cell.

AUTOSUM FUNCTION

AutoSum will always look for values in the cells above it first, then
to the left.

AutoSum will select the range of cells to use in the formula by

highlighting the range.

3. Press Enter.
SAVING A WORSHEET

When working in Excel it is necessary to save your files.

It is also very important that while working, your file is saved

frequently.

When naming a file, you are restricted to 255 characters.

SAVING A WORSHEET

 TO SAVE THE FILE:

1. Click on the File tab.
2. Click Save.
3. Choose the destination.
4. Type a file name.
5. Click Save.
EDITING CELLS

Excel provides a major enhancement over earlier spreadsheet

products in its ability to edit cells easily.

There are various methods for cell editing, including double-

clicking in the cell, using the F2 key, and typing in the formula bar.
EDITING CELLS

 TO EDIT A CELL IN THE WORKSHEET:

1. Position yourself in the cell you would like to edit.
2. Press the F2 key on the keyboard or double-click in the cell.
3. Use the backspace or delete keys to edit the cell.
4. Press Enter when you have finished editing the cell OR
EDITING CELLS

5. Click in the cell you would like to edit.

6. Click in the formula bar and make any necessary changes.
7. Press Enter when you have finished editing the cell.
UNDO

Excel and other Windows applications have a convenient method

of correcting mistakes known as Undo.

The Undo button has a small down-pointing arrow next to it.

When pressed, it will display a list of actions that can be undone.

Redo works in the same way, allowing you to repeat actions.

UNDO

NOTE: The list of commands to undo is reset after the file is saved.
You cannot use Undo to fix an error after the file is saved.

 TO UNDO A COMMAND:
1. Click Undo.
CLEARING CELLS

As we begin to look at formatting, it is important to understand

what makes up the contents of a cell.

There are three distinct items that can be in a cell:

 Contents
 Formats
 Comments
CLEARING CELLS

These allow items to be formatted properly, even if the values

change.

However, when trying to delete or clear a cell, it can be a bit tricky.

Excel stores formats and contents separately, simply deleting the

contents does not delete the format.
CLEARING CELLS

 TO CLEAR A CELL FORMAT:

1. Click in the cell that contains formatting.
2. Click the drop-down arrow next to the Clear button on the
Home tab in the Editing group.
3. Click Clear Formats.
FORMATTING VALUES

Applying formats to any cell(s) can be done either using the Font,
Alignment and Number groups or using the dialog box which will
include all the formatting options.
FORMATTING VALUES

 TO APPLY THE CURRENCY FORMAT:

1. Highlight the cell(s).
2. Click on the Currency Style button on the Home tab in the
Number group.
3. If necessary, click on the Increase or Decrease Decimal button
on the Number group.
FORMATTING VALUES

 TO APPLY THE COMMA FORMAT:

1. Highlight cells.
2. Click on the Comma Style button on the Number group.
3. If necessary, click on the Increase or Decrease Decimal button
on the Number group.
FORMATTING LABELS

A label or text formatting is applied virtually the same way it is

done in word processing programs.

 TO FORMAT THE TITLE LABELS:

1. Highlight the cell(s).
2. Select a font from the Font group.
3. Select a point size from the Font group.
FORMATTING LABELS

 USING THE DIALOG BOX:

1. Highlight the cells.
2. Click on the dialog box launcher of one of the formatting
groups (Font, Alignment, Number) to open the Format Cells
dialog box and click on one of the tabs.
FORMAT PAINTER

Frequently, you will need to take a format that is applied to one

cell and apply it to other cells.

A quick way to do this is by using the Format Painter.

FORMAT PAINTER

 TO APPLY A FORMAT TO CELLS:

1. Highlight cell(s).
2. Format the cell(s) to the desired format.
3. Select the formatted cell(s).
4. Click the Format Painter from the Clipboard group of
the Home tab.
5. Highlight the cells you wish to format.
FORMAT PAINTER

 TIPS AND TRICKS:

If you would like the Format Painter to remain active, double-click

the Format Painter.

It will remain active until you press the Esc key.

CENTERING TEXT

When it comes to titles, it may be preferable to have the

information centered across the document, rather than in only one
cell.

Excel uses the feature Merge Cells to accomplish this.

CENTERING TEXT

 TO CENTER THE TITLES:

1. Highlight cell(s).
2. Click the Merge and Center button on the Alignment
group.

NOTE: Each cell must be done individually. Excel will delete the
contents of all but the top / left most cell if multiple cells are
selected.
CENTERING TEXT

This option basically takes all the cells in the highlighted range and
merges them into one large cell.

For example, the range A1:F1 became cell A1 after the Merge Cells
button was selected.

There is no cell B1, C1, etc. any longer.

CREATING A BASIC CHART

1. Highlight the data to be charted.

2. Click on the Insert tab.
3. Click on a Chart Type in the Charts group.
4. Click on a Chart Style.
CREATING A BASIC CHART

 TO MOVE YOUR CHART:

Click and drag the chart to a new location on the worksheet.

When the chart is selected you will notice a new tab “Chart Tools”
on the Ribbon.
CREATING A BASIC CHART

If you do not see the Chart Tools, click on the chart to select it.

Under Chart Tools you will find two tabs:

 Design
 Format
EXCEL FUNCTIONS

As we have previously seen, the power of Excel lies in its ability to

perform calculations.

The real strength of this is shown in Functions.

Functions are more complex formulas that are executed by using

the name of a function and stating whatever parameters the
function requires.
EXCEL FUNCTIONS

Below are the different functions available on the drop-down

arrow of the AutoSum button in the Editing group of the Home
tab.
EXCEL FUNCTIONS

 TO ENTER THE SUM FUNCTION:

1. Click in a cell.
2. Click on the AutoSum button in the Editing group.
3. Highlight the range of cells that are to be added (The colon
means “through”).
4. Press Enter.
EXCEL FUNCTIONS

 TO INSERT THE AVERAGE FUNCTION INTO THE WORKSHEET:

1. Click in a cell.
2. Click on the drop-down arrow next to the AutoSum button.
3. Click on Average.
4. Highlight the range of cells be calculated.
5. Press Enter.
EXCEL FUNCTIONS

 TO INSERT THE MAX FUNCTION INTO THE WORKSHEET:

1. Click in a cell.
2. Click on the drop-down arrow next to the AutoSum button.
3. Click on Max.
4. Highlight the range of cells be calculated.
5. Press Enter.
EXCEL FUNCTIONS

 TO INSERT THE MIN FUNCTION INTO THE WORKSHEET:

1. Click in a cell.
2. Click on the drop-down arrow next to the AutoSum button.
3. Click on Min.
4. Highlight the range of cells be calculated.
5. Press Enter.
EXCEL FUNCTIONS

 TO INSERT THE COUNT NUMBERS FUNCTION INTO THE

WORKSHEET:
1. Click in a cell.
2. Click on the drop-down arrow next to the AutoSum button.
3. Click on Count Numbers.
4. Highlight the range of cells be calculated.
5. Press Enter.
EXCEL FUNCTIONS

 USING INSERT FUNCTION OPTION

If you want full control of your functions insertion, using the Excel
Insert Function dialogue box is all you ever need.

To achieve this, go to the Formulas tab and select the first menu
labeled Insert Function.
EXCEL FUNCTIONS

 USING INSERT FUNCTION OPTION

The dialogue box will contain all the functions you need to
complete your financial analysis.
EXCEL FUNCTIONS

 SELECTING A FORMULA FROM THE FUNCTION LIBRARY GROUP

This option is for those who want to delve into their favorite
functions quickly.

To find this menu, navigate to the Formulas tab and select your
preferred group.
EXCEL FUNCTIONS

 SELECTING A FORMULA FROM THE FUNCTION LIBRARY GROUP

Click to show a sub-menu filled with a list of functions.

From there, you can select your preference.

However, if you find your preferred group is not on the tab, click on
the More Functions option – probably it’s just hidden there.
EXCEL FUNCTIONS

 QUICK INSERT: USE RECENTLY USED TABS

If you find re-typing your most recent formula a monotonous task,

then use the Recently Used menu.

It’s on the Formulas tab, a third menu option just next to

AutoSum.
MORE EXCEL FUNCTIONS

FUNCTION DEFINED
returns the number of the
=COUNTA(range of cells)
selected cells that are not blank
returns the number of the
=COUNTIF(range of cells,
selected cells that meets one
criteria)
condition
=COUNTIFS(range 1, criteria 1, returns the number of the
range 2, criteria 2) selected cells that meets several
conditions
MORE EXCEL FUNCTIONS

FUNCTION DEFINED
returns the specified value of
=IF(condition, value if true, value
the selected cells that meet or
if false)
not meet the given condition
returns the value of the cell that
=TRIM(cell)
eliminated extra spaces in cells
returns the number of
=LEN(cell) characters of the selected cell
including spaces
MORE EXCEL FUNCTIONS

FUNCTION DEFINED
returns the specified value of
=AND(condition 1, condition 2) the selected cells that meet or
not meet all the given conditions
returns the specified value of
=OR(condition 1, condition 2) the selected cells that meet or
not meet any given conditions
returns the value of all selected
=CONCATENATE(range of cells)
cells into one cell
MORE EXCEL FUNCTIONS

FUNCTION DEFINED
returns the value of the current
=TODAY()
date in a cell
returns the value of the current
=NOW()
date and time in a cell
MORE EXCEL FUNCTIONS

 ENCLOSE TEXT VALUES IN DOUBLE QUOTES

Any text included in your Excel formulas should be enclosed in

"quotation marks".

However, you should never do that to numbers, unless you want

Excel to treat them as text values.
PRINTING A WORKSHEET

 TO PRINT, PREVIEW AND MODIFY PAGE SETUP

1. Click on the File tab.
2. Click on Print.

The spreadsheet shows as it will be printed.

You can proceed to print the document from here, or you can
change things to make the printed output look different.
PRINTING A WORKSHEET

 PAGE SETUP

You can change options under Settings or you can click on Page
Setup.
PRINTING A WORKSHEET

 PAGE SETUP

Clicking on Page Setup will open a dialog box with four tabs:
 Page
 Margins
 Header / Footer
 Sheet
PRINTING A WORKSHEET

 PAGE SETUP
Page
1. Change the Orientation.
2. Adjust the Scaling.
3. Change the Paper Size.
PRINTING A WORKSHEET

 PAGE SETUP
Margins
1. Change the margins.
2. Center on the page either horizontally, vertically or select both.
PRINTING A WORKSHEET

 PAGE SETUP
Header / Footer
1. To select from one of the already created headers/footers, click
on the drop-down arrow for Header and also for Footer and
choose from the list.
2. To create a custom header and/or footer, click on Custom
Header and Custom Footer.
PRINTING A WORKSHEET

 PAGE SETUP
Header / Footer
This area is made of three sections – left, center and right.

Any information added in these sections will appear in that area

(left, center or right) in the header or footer.
PRINTING A WORKSHEET

 PAGE SETUP
Header / Footer
You will also see a row of buttons in this dialog box. Following are
their functions:
PRINTING A WORKSHEET

 PAGE SETUP
Header / Footer
3. Click in a section to position your cursor.
4. Enter text/fields.
5. Click OK when finished.
PRINTING A WORKSHEET

 PAGE SETUP
Sheet
1. Repeat Rows and Columns under Print Titles.
2. Check off what to print under Print.
3. Change the Page Order.