Contents

Chapter 3 ........................................................................................................................................................................ 6
Application program ................................................................................................................................................... 6
Introduction to Ribbon in Word ................................................................................................................................... 8
The Word Screen ..................................................................................................................................................... 9
Quick Access Toolbar ............................................................................................................................................... 10
How to Show the Navigation Pane in Word?.............................................................................................................. 11
Creating first document ............................................................................................................................................. 11
Fix spelling and grammar as you type ........................................................................................................................ 11
Add formatting to your text........................................................................................................................................ 12
Change page margins................................................................................................................................................. 13
Save, print and close a new document ........................................................................................................................ 14
b. Print and close a new document ......................................................................................................................... 14
Use formatting marks ................................................................................................................................................ 15
Move text around in the document ............................................................................................................................. 15
Undo ......................................................................................................................................................................... 16
Home tab – Font Group ............................................................................................................................................. 16
Formatting Fonts ....................................................................................................................................................... 18
To change the font size: ............................................................................................................................................. 18
To change the font color: ........................................................................................................................................... 19
To highlight text: ....................................................................................................................................................... 19
To use the bold, italic, and underline commands: ....................................................................................................... 20
To change text case:................................................................................................................................................... 20
Introduction to Templates .......................................................................................................................................... 21
To insert a template: .................................................................................................................................................. 21
To insert text into a template:..................................................................................................................................... 21
Essential Formatting Knowledge - The Home Ribbon ................................................................................................ 22
How to add a style to the Quick Styles gallery? .......................................................................................................... 22
2. How to remove a style from the Quick Styles gallery .......................................................................................... 22
How to change the order of styles in the Quick Styles gallery ..................................................................................... 23
Format Painter........................................................................................................................................................... 24
Basic Paragraph Formats ........................................................................................................................................... 24
1. Paragraph Alignment ......................................................................................................................................... 24
2. Line Spacing...................................................................................................................................................... 25
3. Paragraph Spacing ............................................................................................................................................. 25
4. Paragraph Indents .............................................................................................................................................. 26
Bullets and numbering ............................................................................................................................................... 26
Find and Replace ....................................................................................................................................................... 28
a. To find text ........................................................................................................................................................ 28
b. To replace text ................................................................................................................................................... 28
The View Ribbon ...................................................................................................................................................... 29
a. Print Layout View.............................................................................................................................................. 30
b. Full Screen Reading View.................................................................................................................................. 30
c. Web Layout View.............................................................................................................................................. 30
d. Outline View ..................................................................................................................................................... 31
e. Draft View......................................................................................................................................................... 31
Navigation Pane/ Document Map............................................................................................................................... 31
➢ To open the Document Map, click View > Document Map. ..................................... Error! Bookmark not defined.
2. Browse by page ...................................................................................................... Error! Bookmark not defined.
Zoom Controls ............................................................................................................... Error! Bookmark not defined.
To view your document in two windows simultaneously: ................................................ Error! Bookmark not defined.
Intermediate Formatting Knowledge - The Insert Ribbon ........................................................................................... 32
Add a Cover Page...................................................................................................................................................... 32
Creating Tables ......................................................................................................................................................... 33
a. To add a row or column: .................................................................................................................................... 34
b. Alternative to add a row or column: ................................................................................................................... 34
c. To apply a table style: ........................................................................................................................................ 35
d. To add borders to a table: ................................................................................................................................... 36
Inserting clip art and pictures ..................................................................................................................................... 37
a. To insert clip art:................................................................................................................................................ 37
b. To insert a picture from a file: ............................................................................................................................ 37
c. To wrap text around an image: ........................................................................................................................... 38
d. To use a predefined text wrapping setting: .......................................................................................................... 38
Basic Use of Shapes .................................................................................................................................................. 39
a. To insert a shape: ............................................................................................................................................... 39
b. To change to a different shape:........................................................................................................................... 39
c. To change the shape fill color:............................................................................................................................ 40
d. To change shadow effects: ................................................................................................................................. 41
Headers and footers ................................................................................................................................................... 41
a. To insert a header or footer: ............................................................................................................................... 41
b. To insert page numbers into a new header or footer: ........................................................................................... 42
Word Art ................................................................................................................................................................... 43
a. Creating WordArt .............................................................................................................................................. 43
Symbols .................................................................................................................................................................... 44
To insert a symbol: .................................................................................................................................................... 44
b. To insert a special character: .............................................................................................................................. 44
Essential Page Layout Ribbon.................................................................................................................................... 46
Paper Orientation and Size ......................................................................................................................................... 47
a. Page orientation ................................................................................................................................................. 47
b. To change page orientation:................................................................................................................................ 47
c. Page size............................................................................................................................................................ 48
Print .......................................................................................................................................................................... 49
1. Use Print Preview .............................................................................................................................................. 49
2. Print double-sided .............................................................................................................................................. 49
References Ribbon .................................................................................................................................................... 50
a. Insert the table of contents .................................................................................................................................... 50
Custom Styles ........................................................................................................................................................... 51
In latest version ......................................................................................................................................................... 51
In 2007-2010 ............................................................................................................................................................. 52
Modify and Remove Styles ........................................................................................................................................ 52
Modifying style in 2007-2010 .................................................................................................................................... 52
b. Remove a style from the Styles gallery In latest version...................................................................................... 53
In 2007-2010 version ................................................................................................................................................. 53
Mailings Ribbon ........................................................................................................................................................ 54
a. To use Mail Merge:............................................................................................................................................ 54
Steps 1-3 ................................................................................................................................................................... 54
b. Customize Address Box ..................................................................................................................................... 54
Steps 4-6 ................................................................................................................................................................... 55
Review Ribbon.......................................................................................................................................................... 56
Track Changes........................................................................................................................................................... 56
Spelling and Grammar Checker ................................................................................................................................. 56
1.8.2 Dictionary and Thesaurus ................................................................................ Error! Bookmark not defined.
 Check Your Knowledge! ........................................................................................................................................... 57
2. Which methods can you use to move text from one part of the document to another? Select all that apply........ 57
3. In this image, "Calibri" is a . ............................................................................................................................. 57
Introduction to Excel ..................................................................................................................................................... 58
Features of Excel ....................................................................................................................................................... 58
Applications of Excel................................................................................................................................................. 58
Starting Excel ............................................................................................................................................................ 59
Templates to a Workbook .......................................................................................................................................... 60
To create new workbooks using templates on your computer:..................................................................................... 60
Formatting in Excel ................................................................................................................................................... 61
Applying number formats............................................................................................................................................ 61
Create an Excel Table, Formula and Chart Your Data Create an Excel Table.............................................................. 62
To create a formula: ................................................................................................................................................... 63
Chart data in excel ..................................................................................................................................................... 64
Filter and Sort Your Data........................................................................................................................................... 65
To sort in alphabetical order: ..................................................................................................................................... 65
To sort multiple levels: .............................................................................................................................................. 65
To filter data.............................................................................................................................................................. 66
To clear one filter: ..................................................................................................................................................... 66
Create Your First Spreadsheet .................................................................................................................................... 67
Use AutoSum ............................................................................................................................................................ 67
Create Column Titles ................................................................................................................................................. 68
Get More (Or Less) Columns, Rows, Spreadsheets..................................................................................................... 68
To autosize a column's width: .................................................................................................................................... 69
To modify row height: ............................................................................................................................................... 70
To modify all rows or columns: ................................................................................................................................. 70
Create Formulas ........................................................................................................................................................ 71
Cell References in Formulas ...................................................................................................................................... 71
Relative references ..................................................................................................................................................... 71
Absolute references .................................................................................................................................................... 73
The SUM and AVERAGE functions What is the SUM Function? .............................................................................. 75
Syntax ....................................................................................................................................................................... 75
How to use the SUM Function in Excel? .................................................................................................................... 76
What is Average Function? ........................................................................................................................................ 77
 Formula..................................................................................................................................................................... 77
How to use AVERAGE Function in Excel? ............................................................................................................... 77
More About Functions ............................................................................................................................................... 78
Common functions .................................................................................................................................................... 78
The IF Function ......................................................................................................................................................... 80
Syntax ....................................................................................................................................................................... 80
Parameters or Arguments........................................................................................................................................... 80
Returns...................................................................................................................................................................... 80
Add or Multiply IF Results ........................................................................................................................................ 81
Example 1. Using IF & AND function in Excel.......................................................................................................... 81
How Spreadsheet Data Appears in A Chart ................................................................................................................ 83
Change the Chart View.............................................................................................................................................. 85
Add Chart Titles ........................................................................................................................................................ 86
Changing the Look of Your Chart .............................................................................................................................. 86
More Chart Types...................................................................................................................................................... 87
2. The Column or Bar Graph .................................................................................................................................. 88
3. The Line Graph.................................................................................................................................................. 88
4. The Area Graph ................................................................................................................................................. 88
MS. PowerPoint Presentation ............................................................................................. Error! Bookmark not defined.
Introduction to PowerPoint Presentation and Create your first PowerPoint presentation........................................... 90
To create a new presentation: .................................................................................................................................... 90
Add a picture, shape, or chart.................................................................................................................................... 92
Create speaker notes to use when you present.......................................................................................................... 92
Formatting Microsoft PowerPoint Presentations ........................................................................................................ 94
Adding Text ............................................................................................................................................................... 94
b. Subtitle Box ....................................................................................................................................................... 94
c. Content Box ....................................................................................................................................................... 95
d. Text Only Box..................................................................................................................................................... 95
Adding Text from a Text File or Word Outline ............................................................................................................ 95
Editing Text ............................................................................................................................................................... 96
Formatting Text ......................................................................................................................................................... 97
To format text: ........................................................................................................................................................... 98
Formatting Text as WordArt ...................................................................................................................................... 98
Creating Bulleted and Numbered Lists ....................................................................................................................... 99
 Formatting Text Placeholders .................................................................................................................................. 101
4. OR ................................................................................................................................................................... 101
Adding Slides to a Presentation................................................................................................................................ 101
Arranging Slides Add slides ...................................................................................................................................... 102
Rearrange the order of slides................................................................................................................................... 102
Inserting online pictures ............................................................................................................................................ 104
Create a photo album .............................................................................................................................................. 106
Position Photos........................................................................................................................................................ 108
To resize a picture: ................................................................................................................................................... 108
To rotate a picture:................................................................................................................................................... 108
To move a picture: ................................................................................................................................................... 108
Add an effect to a picture ........................................................................................................................................ 109
Insert Video into A Presentation .............................................................................................................................. 109
Play the video.......................................................................................................................................................... 109

Chapter 3
Application program
Application program is a computer program that provides users with tools to accomplish a specific
task. It is designed to satisfy particular need of particular environment. It does not control the working
of a computer as it is designed for end- users. A computer can run without application Programs.
Application Programs: - can be easily installed or uninstalled as required.
Examples of application programs include those for word processing, spreadsheets, presentations, and
database management, as well as Internet browsers, email programs, media players, accounting
software, and programs that help with pronunciation, translation, desktop publishing, enterprise.
Introduction to MS- office
Microsoft Office is a group of productivity software applications developed by Microsoft Corporation.
Microsoft Office 2019 includes such programs as Microsoft Word, Microsoft Excel, Microsoft
PowerPoint, Microsoft Access database, Microsoft Publisher and Microsoft Visio
Microsoft Office Versions

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

Introduction to Ribbon in Word

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

➢ Each tab has specific groups of related commands.

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

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

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

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

Quick Access Toolbar

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

➢ When user clicks the drop-down arrow next to toolbar it offers more commands.
➢ With a left click you can add any of these commands to Quick Access Toolbar.
➢ You can also remove the commands added to the tool bar.
➢ The indent, spacing values, individual styles and other features that appear on the ribbon
cannot be added to quick access toolbar.
➢ The following image is showing the menu of quick access toolbar.
How to Show the Navigation Pane in Word?
➢ The Navigation pane in Word lets you quickly search or navigate through your document.
➢ To show the Navigation pane in Word, click the “View” tab in the Ribbon.
➢ For all document views other than “Read Mode,” then check the “Navigation Pane”
checkbox in the “Show” button group.

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

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

Creating first document

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

Fix spelling and grammar as you type

1. By default, Word automatically checks your document for spelling and grammar
errors. These errors are indicated by colored wavy lines.
2. Red underline: This Red underline indicates either a possible spelling error or that Word
doesn’t recognize a word, such as a proper name or place.
 ➢ The blue line indicates a contextual spelling error.
➢ A contextual spelling error is when an incorrect spelling of a word is chosen. For example, if
you write Deer Mr. Singh at the beginning of a letter, deer is a contextual spelling error because
dear should have been used. Deer is spelled correctly, but it is used incorrectly in this letter.

➢ The green line indicates a grammatical error.

Add formatting to your text

Let’s make the text bold.
➢ The second tab, the Home tab, should be selected.
➢ Each tab has several groups of commands.
➢ On the Home tab, look for the Font group, where user will see buttons and commands
that perform a specific action on your document.
➢ For example, the Bold button makes the text bold, or you can change the font color and
size of text with the Font Color and Font Size buttons.
 ➢ You can make most changes to text from the Font group, but formatting text this way is handy
when you want to change the format of just a few characters or words.
➢ However, there’s a way to make all the changes we just did with just one command,
by using styles.
➢ The Paragraph and Styles groups, on the Home tab.

Change page margins

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

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

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

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

Save, print and close a new document

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

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

Use formatting marks

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

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

Move text around in the document

➢ What if you need to move some text around in the document?
➢ You don’t need to delete it and type it again where you want it. Instead, just use Cut and
Paste.
➢ Select the sentence you want to move, as shown in the picture.
➢ On the ribbon, on the Home tab, click Cut.
 ➢ Move the cursor to the end of the paragraph, where you want the sentence to appear
(after the dot formatting mark).
➢ On the Home tab, in the Clipboard group, click Paste.

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

Home tab – Font Group

1. Grow Font: increase the font size.
2. Shrink Font: decrease the font size.
3. Clear Formatting Clear all the formatting from the selected text and leaving only the plain text.
4. Underline style Specifies whether selected text is underlined and the underline style. Click
none to remove underlining.
5. Underline color Specifies the color of the underline. This option remains unavailable
until you apply an underline style.
6. Strikethrough Draws a line through the selected text.

7. Subscript: Lowers the selected text below the baseline and changes the selected text to a smaller
font size, if a smaller size is available.
8. Superscript: Raises the selected text above the baseline and changes the selected text to a
smaller font size, if a smaller size is available.
9. Change Case change all the selected text to uppercase, lowercase or other capitalization.
Formatting Fonts
➢ Formatting text in Microsoft Word involves tasks like bolding the text, italicizing it, and changing
the font and size.
➢ The commands to perform all of these formatting tasks are found on the Home tab in the Font
group.

To change the font size:

➢ Select the text you want to modify.
➢ Click the drop-down arrow next to the Font Size box on the Home tab. A drop- down menu
appears.
➢ Select the desired font size from the menu. Alternatively, you can type the value you want and
then press Enter on your keyboard.
To change the font color:
➢ Select the text you want to modify.
➢ Click the Font Color drop-down arrow on the Home tab. The Font Color menu appears.
➢ Move the mouse pointer over the various font colors.
➢ Select the font color you want to use. The font color will change in the document.

To highlight text:
➢ From the Home tab, click the Text Highlight Color drop-down arrow.
The Highlight Color menu appears.
➢ Select the desired highlight color.
➢ Select the text you want to modify. It will then be highlighted.
➢ To switch back to the normal cursor, click the Text Highlight Color command.
To use the bold, italic, and underline commands:
➢ Select the text you want to modify.
➢ Click the Bold, Italic, or Underline command in the Font group on the Home tab.

To change text case:

➢ Select the text you want to modify.
➢ Click the Change Case command in the Font group on the Home tab.
➢ Select the desired case option from the list.
Introduction to Templates
➢ A template is a predesigned document you can use to create new documents.
➢ With a template, many of the more important document design decisions such as margin size,
font style and size, and spacing are predetermined.

To insert a template:
➢ Click the Microsoft Office button.
➢ Select New. The New Document dialog box appears.
➢ Select Installed Templates to choose a template on your computer.
➢ Review the available templates.

➢ Left-click a template to select it.

➢ Click Create, and the template opens in a new window.

To insert text into a template:

➢ Click near the text you want to replace. The text will appear highlighted, and a template tag
will appear.
➢ Enter text. The placeholder text will disappear.
Essential Formatting Knowledge - The Home Ribbon

Styles Gallery
➢ In Microsoft Office Word, styles are reusable sets of formatting options that user can apply to
text.
➢ For example, suppose user wants the headings in their document to appear in bold and in a
particular color and font size.
➢ Although user can manually set each formatting option individually for each header, it is
much easier to use a style that applies all of these options at once.
1. How to add a style to the Quick Styles gallery?
➢ First, display the Styles pane.
➢ Now user can see the Styles pane. Scroll down the list to find the style you want to change.

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

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

➢ In the Quick Styles gallery, right-click the thumbnail for a style and then choose "Remove
from Quick Style Gallery".
How to change the order of styles in the Quick Styles gallery
➢ Display the Styles pane, as you did above.
➢ At the bottom of the Styles pane, click the 'Manage Styles' button. That opens the Manage
Styles dialog box
➢ In the Manage Styles dialog, click the Recommend tab.
➢ Find the style you want to change. If necessary, use the 'Sort order' box to display the list
alphabetically.
➢ Click the name of the style you want to add to the Quick Styles gallery.
➢ Click the 'Assign value' button and give it a number. Anything from 1 to 99. Try, say, 4. This
determines the display position in the Quick Styles gallery.
Format Painter
➢ Use the Format Painter on the Home tab to quickly apply the same formatting, such as color,
font style and size, and border style, to multiple pieces of text or graphics.
➢ Select the text or graphic that has the formatting that you want to copy.
➢ On the Home tab, click Format Painter.
➢ Use the brush to paint over a selection of text or graphics to apply the formatting.
➢ To stop formatting, press ESC.

Basic Paragraph Formats

➢ Paragraph formatting lets user control the appearance if individual paragraphs. For example,
user can change the alignment of text from left to center or the spacing between lines form
single to double.
➢ User can indent paragraphs, number them, or add borders and shading to them.

➢ Paragraph formatting is applied to an entire paragraph.

➢ All formatting for a paragraph is stored in the paragraph mark and carried to the next
paragraph when you press the Enter key.
1. Paragraph Alignment
➢ Paragraph alignment determines how the lines in a paragraph appear in relation to the left and
right margins.
➢ The margin is the blank space between the edge of the paper and where the text.

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

3. Paragraph Spacing
➢ Paragraph space is the amount of space above or below a paragraph.
➢ Instead of pressing Enter multiple times to increase space between paragraphs, you can set a
specific amount of space before or after paragraphs.
 4. Paragraph Indents
➢ An indent increases the distance between the side of a paragraph and the left or right
margin.
➢ Indented paragraphs appear to have different margin settings. Word provides a variety of
indents to emphasize paragraphs in a document.

Bullets and numbering

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

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

Find and Replace

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

b. To replace text
➢ From the Home tab, click the Replace command.
➢ The Find and Replace dialog box will appear.
➢ Type the text you want to find in the Find what: field.
 ➢ Type the text you want to replace it with in the Replace with: field. Then click Find
Next.
➢ Word will find the first instance of the text and highlight it in gray.
➢ Review the text to make sure you want to replace it.
➢ If you want to replace it, you can click Replace to change individual instances of tex

The View Ribbon

Document Views
➢ Ms- Word gives user five different views of a document, and each has its own advantages over
the others.
➢ They are Print Layout, Full Screen Reading, Web Layout, Outline and Draft and you can guess
what purpose some of them serve just by their names.
➢ There are two ways of changing the view user have of a document.
➢ User can click the View tab and then choose a particular view from the Document Views tab, or
user can use the view buttons next to the zoom slider in the bottom right of the work space.
a. Print Layout View
➢ This is the default view you'll find yourself in when opening a document.
➢ This view is best used when your document will contain things like images, headers, and footers,
columns, etc.
➢ Each of these components will be visible.
➢ In this view you can see how the document will print according to its page breaks.

b. Full Screen Reading View

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

c. Web Layout View

➢ Use web layout view to view the document as it would look like as a web page.
➢ In this view you can see the background, text is wrapped to fit the window, and images appear
as they would online.
 d. Outline View
➢ Using outline view, you can view the document as an outline and show the outlining tools.
➢ This is useful if you are moving sections of your document, or creating an outline.

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

Navigation Pane/ Document Map

➢ To go to a page or a heading in a Word document without scrolling, use the Navigation
pane.
Intermediate Formatting Knowledge –
The Insert Ribbon
Inserting Blank Page and Page Break
Insert Blank Pages
Following are the simple steps to insert blank page in a word document.
Step 1 − Bring your insertion point immediately before the text where you want to insert a blank page.
Step 2 − Click the Insert tab, and click the Blank Page button available in the Pages group.

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

Add a Cover Page

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

b. Alternative to add a row or column:

➢ Alternatively, you can right-click the table, then hover the mouse over Insert to see various row
and column options.
c. To apply a table style:
➢ Click anywhere on the table, then click the Design tab on the right side of the Ribbon.
➢ Locate the Table Styles group, then click the More drop-down arrow to see all available
table styles.
➢ Select the desired style.
➢ The selected table style will appear.
d. To add borders to a table:
➢ Select the cells you want to add a border to.

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

➢ Click the Borders drop-down arrow.

➢ Select the desired border type from the menu that appears.
 ➢ The border will appear around the selected cells.

Inserting clip art and pictures

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

b. To insert a picture from a file:

➢ Place your insertion point where you want the image to appear.
➢ Select the Insert tab.
➢ Click the Picture command in the Illustrations group. The Insert Picture dialog box appears.
 ➢ Select the desired image file, then click Insert to add it to your document.

c. To wrap text around an image:

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

d. To use a predefined text wrapping setting:

➢ Click the Position command to the left of the Wrap Text command. A drop- down menu
will appear.
➢ From the drop-down menu, select the desired image position.
➢ The image will move to the position you have selected, and it will automatically have text
wrapping applied to it.
Basic Use of Shapes
➢ The text in a shape can be formatted using WordArt styles and text fill, outline, and effects
tools.
➢ This enables you to create shapes with text entries that are eye-catching and serves an
informational purpose in your document.

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

b. To change to a different shape:

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

➢ Click the Edit Shape command.

 ➢ Click Change Shape to display a drop-down list.

➢ Select the desired shape from the list.

c. To change the shape fill color:

➢ Select the shape. The Format tab appears.
➢ Select the Format tab.
➢ Click the Shape Fill command to display a drop-down list.
➢ Select the desired color from the list, choose No Fill, or choose More Fill Colors to
choose a custom color.
 d. To change shadow effects:
➢ Select the Format tab.
➢ Click the Shape Effects command.
➢ A drop-down menu will appear.
➢ Hover your mouse over Shadow.
➢ Click the desired shadow effect to add it to your shape.

Headers and footers

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

a. To insert a header or footer:

➢ Select the Insert tab.
➢ Click either the Header or Footer command. A drop-down menu will appear.
➢ From the drop-down menu, select Blank to insert a blank header or footer, or choose one
of the built-in options.
➢ The Design tab will appear on the Ribbon, and the header or footer will appear in the
document.
➢ Type the desired information into the header or footer.
➢ When you're finished, click Close Header and Footer in the Design tab, or hit the Esc key.

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

➢ From the Insert tab, click Page Number. A drop-down menu will appear.
➢ Select the desired page number style, and it will appear in your document.
Word Art
➢ Word Art is designed to allow use make users text more attractive; user can format their text to
make it look like a picture and enhance its appearance in different ways.

a. Creating WordArt
➢ WordArt can be added to your document using a button on the Insert command tab.
➢ From the Insert command tab, in the Text group, click WORDART The WordArt Gallery
dialog box appears.
➢ From the WordArt Gallery, select the desired style.
➢ The Edit WordArt Text dialog box appears.
➢ In the Text ,text box, type your text
➢ To format your text, from the Font or Size pull-down lists, make the desired selections
➢ To change the font style, click BOLD or ITALIC
➢ Click OK
Symbols
➢ Special characters are symbols that do not appear on a keyboard; but once inserted, they look the
same as keyboard characters.
➢ A symbol is a mark, sign, or word that indicates, signifies, or is understood as representing
an idea, object, or relationship.

To insert a symbol:
➢ From the Insert tab, click Symbol.
➢ Choose the symbol that user want from the drop-down list.
➢ If the symbol is not in the list, click More Symbols.
➢ In the font box, choose the font you are using, click the symbol user wants to insert, and
select Insert.

b. To insert a special character:

➢ From the Insert tab, click Symbol.
➢ Click More Symbols.
➢ Select the Special Characters tab.
➢ Choose the character you want to insert, and select Insert.
Essential Page Layout Ribbon

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

➢ To customize Margins, select 'Custom Margins'.

➢ It displays a 'Page Setup' dialog box. Enter the desired margin size and click Ok.
Paper Orientation and Size
➢ Word offers a variety of page layout and formatting options that affect how content appears
on the page.
➢ You can customize the page orientation, paper size, and page margins depending on how you
want your document to appear.
a. Page orientation
➢ Word offers two-page orientation options: landscape and portrait.
➢ Landscape means the page is oriented horizontally.
➢ Portrait means the page is oriented vertically.

b. To change page orientation:

➢ Select the Layout tab.
➢ Click the Orientation command in the Page Setup group.
 ➢ A drop-down menu will appear. Click either Portrait or Landscape to change the page
orientation.
➢ The page orientation of the document will be changed.

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

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

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

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

1. Use Print Preview

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

2. Print double-sided
➢ Double-sided printing is another great way to save paper.
➢ Double-siding printing options can vary, depending on your printer.
➢ Go to File > Print and select the menu just below the Pages.
➢ Select Manually Print on Both Sides, then print your document. One side of the page will be
printed, and you'll then need to reload the page into the printer to print the other side.
References Ribbon
Table of Contents
➢ A table of contents is just like the list of chapters at the beginning of a book.
➢ It lists each section in the document and the page number where that section begins. A
really basic table of contents might look like this:

a. Insert the table of contents

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

Update as needed
➢ If you edit or add to your document, it's easy to update the table of contents.
 ➢ Just select the table of contents, click Update Table, and choose Update Entire Table in the
dialog box that appears.
➢ The table of contents will then update to reflect any changes.

Custom Styles

Create and Apply a Style

➢ User can use styles to quickly apply a set of formatting choices consistently throughout your
document.
➢ If user wants formatting choices that are not available from the built-in styles and themes
available in Word, user can modify an existing style and customize it to suit your needs.
➢ User can change the formatting (such as font size, color, and text indentation) in styles applied
to titles, headings, paragraphs, lists, and so on.
In latest version
➢ Right-click the text on which you want to base a new style.
➢ In the mini toolbar that appears, click Styles, and then click Create a Style.
➢ In the Create New Style from Formatting dialog box, give your style a name and click OK.
➢ Users new style will now appear in the Styles gallery.
In 2007-2010

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

Modify and Remove Styles

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

Modifying style in 2007-2010

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

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

b. Remove a style from the Styles gallery In latest

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

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

Using Mail Merge

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

a. To use Mail Merge:

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

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

b. Customize Address Box

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

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

Spelling and Grammar Checker

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

Which of the following best describes the Ribbon?

A. A feature that can translate text into any language
B. A toolbar with various commands
C. A slider that you can use to zoom the document
D. A cable that connects your computer to a printer
Ans : b. A toolbar with various commands

Which methods can you use to move text from one part of the document to another? Select all that apply.

Press the Print Screen key on your keyboard

A. Cut and paste the text
B. Go to Backstage view and click the Move button
C. Select the text, then click and drag it to another location
Ans: b. Cut and paste the text
d. Select the text, then click and drag it to another location

In this image, "Calibri" is a .

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

Features of Excel
➢ It allows organization, tabulation, search, and exploration of data of large sizes.
➢ It allows the design of professionally looking charts 3-D effects, shadowing, transparency.
➢ Data can be filtered and sorted.
➢ Formatting of spreadsheet allows changing the font color, and font style
➢ Based on the values entered in different cells in the spreadsheet, formulas can be defined, which
automatically perform calculation.

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

Basic Tasks in Excel

➢ New-to open new workbook. (ctrl+n)
➢ Open-to open existing document (ctrl+o)
➢ Save-to save a document. (ctrl+s
➢ Save as-to save copy document. (f12)
➢ Print-to print a document. (ctrl+p)
➢ Prepare-to prepare document for distribution.
➢ Send-to send a copy of document to other people.
➢ Publish-to distribute document to other people.
➢ Close-to close a document (ctrl+w).
Templates to a Workbook
Apply Templates to a Workbook
➢ A template is a predesigned spreadsheet you can use to create new spreadsheets with the same
formatting and predefined formulas.
➢ With templates, you don't need to know how to do the math, or even how to write formulas—
these are already integrated into the spreadsheet.
To create new workbooks using templates on your computer:
➢ Open Excel.
➢ Click the Microsoft Office button.
 ➢ Click Installed Templates. Thumbnail images of the templates that are installed on your
computer appear in the center of the dialog box.

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

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

1. Go to the Home tab, click the Number Format drop-down menu in the Number
group, and select the desired format.
 2. Click one of the quick number-formatting commands below the drop-down menu.

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

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

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

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

2. Type the equals sign (=). Notice how it appears in both the cell and
the formula bar.
 3. Type the cell address of the cell you want to reference first in the formula: cell D10 in our
example. A blue border will appear around the referenced cell.

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

6. Press Enter on your keyboard. The formula will be calculated, and the value will
be displayed in the cell. If user selects the cell again, notice that the cell displays the result, while
the formula bar displays the formula.

Chart data in excel

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

Filter and Sort Your Data

Sorting lists is a common spreadsheet task that allows you to easily reorder your data.

To sort in alphabetical order:

Select a cell in the column you want to sort (In this example, we choose a cell in column A).

Click the Sort & Filter command in the Editing group on the Home tab.

Select Sort A to Z. Now the information in the Category column is organized in alphabetical order.

To sort multiple levels:

Click the Sort & Filter command in the Editing group on the Home tab.
Select Custom Sort from the list to open the dialog box. OR

Select the Data tab.

Locate the Sort and Filter group.

Click the Sort command to open the Custom Sort dialog box. From here, you can sort by one item or multiple items.

To filter data

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

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

To clear one filter:

Select one of the drop-down arrows next to a filtered column.

Choose Clear Filter From...

Create Your First Spreadsheet

Do Basic Math in Excel

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

Use AutoSum
➢ The easiest way to add a SUM formula to your worksheet is to use AutoSum.
➢ Select an empty cell directly above or below the range that you want to sum, and on the Home
or Formula tabs of the ribbon, click AutoSum > Sum
Create Column Titles
➢ In Microsoft Excel, the column headers are named A, B, C, and so on by default.
➢ Some users want to change the names of the column headers to something more meaningful
➢ Unfortunately, Excel does not allow the header names to be changed.
➢ If you want to have meaningful column header names, you can do the following.
1. Click in the first row of the worksheet and insert a new row above that first row.
2. In the inserted row, enter the preferred name for each column.
3. To make the row of column names more noticeable, you could increase the text size,
make the text bold, or add background color to the cells in that row.

Get More (Or Less) Columns, Rows, Spreadsheets

To modify column width

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

To autosize a column's width:

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

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

To modify row height:

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

To modify all rows or columns:

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

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

Cell References in Formulas

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

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

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

3. Once pressed enter key the formula will be calculated, and the result will be displayed in
the cell.
4. Locate the fill handle in the bottom-right corner of the desired cell. In our example, we'll
locate the fill handle for cell D4.
 5. Click and drag the fill handle over the cells user wants to fill. In this example, select cells D5:D13.

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

Absolute references

To create and copy a formula using absolute references:

In the below example, user will use cell E2 to calculate the sales tax for each item in column D. User
will need to make $E$2 an absolute reference to make sure the reference to the tax rate stays constant, even
when the formula is copied and filled to other cells.
1. Select the cell that will contain the formula. In this example, cell D4 is selected.
 2. Enter the formula to calculate the desired value. In this example, we’ll type
=(B4*C4)*$E$2, making $E$2 an absolute reference.

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

5. Click and drag the fill handle over the cells user wants to fill. In this its cell D5:D13.
 6. The formula will be copied to the selected cells with an absolute reference, and the values will be
calculated in each cell once mouse key is released.

The SUM and AVERAGE functions

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

Syntax

The syntax for the SUM function in Microsoft Excel is:

SUM( number1, [number2, ... number_n] )

OR
SUM ( cell1:cell2, [cell3:cell4], ... )
How to use the SUM Function in Excel?

Example 1
Suppose we are given the following data:

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

We get the result below:

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

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

We get the result below:

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

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

String Function
The IF Function

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

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

Returns
➢ The IF function returns value_if_true when the condition is TRUE.
➢ The IF function returns value_if_false when the condition is FALSE.
➢ The IF function returns FALSE if the value_if_false parameter is omitted and the condition is
FALSE.
When using the IF function to construct a test, we can use the following logical operators:

• = (equal to)
• > (greater than)
• >= (greater than or equal to)
• < (less than)
• <= (less than or equal to)
• <> (not equal to)
Add or Multiply IF Results
➢ How to use Excel IF function with multiple conditions?
➢ IF function should embed an AND or OR function in the logical test,
respectively.
1. AND function: If user logical test contains the AND function, Microsoft Excel returns TRUE
if all the conditions are met; otherwise it returns FALSE.
2. OR function: In case user uses the OR function in the logical test, Excel returns TRUE if any
of the conditions is met; FALSE otherwise.

Example 1. Using IF & AND function in Excel

Suppose, user is having a table with the results of two exam scores. The first score, stored in
column C, must be equal to or greater than 20. The second score, listed in column D, must be
equal to or exceed 30. Only when both of the above conditions are met, a student can the final
exam.
IF/AND formula:
=IF((AND(C2>=20, D2>=30)), "Pass", "Fail")
 Example 2. Using IF with OR function in Excel
The OR Function is return true if atleast one value is true the condition is met. So, if we
modify the above formula in the following way:
=IF((OR(C2>=20, D2>=30)), "Pass", "Fail")

Using multiple IF statements in Excel (nested IF functions)

These multiple IF functions are called nested IF functions and they may prove particularly useful if user wants user
formula to return 3 or more different results.

=IF((C2+D2)>=60, "Good", IF((C2+D2)=>40, "Satisfactory", "Poor "))

OR

=IF(SUM(C2:F2)>=120, "Good",IF(SUM(C2:F2)>=90, "Satisfactory",

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

How to Create a Basic Chart in Excel

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

How Spreadsheet Data Appears in A Chart

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

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

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

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

7. Select the desired layout.

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

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

➢ To add a chart element, click the Add Chart Element command on

the Design tab, then choose the desired element from the drop-down menu.

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

the placeholder and begin typing

Changing the Look of Your Chart

9. Select the Design tab.
[Link] the More drop-down arrow in the Chart Styles group to see all of the available
styles.
 [Link] the desired style.

[Link] chart will update to reflect the new style.

More Chart Types

1. The Pie Graph

➢ As the name suggests, the pie graph is a display of data in the form of a pie or circle.
➢ This graph type is used for showing proportions of a whole.
➢ For example, if we want to compare who did how much work in a team, we would use a pie graph
to display it in an easy way to understand.
2. The Column or Bar Graph
➢ The next one in the list is a column graph, also called a bar graph in statistics.
➢ We use these different types of graphs where we need to see and compare values across a range. The
same data that we used in the pie graph example would look like this:
3. The Line Graph

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

➢ The area graph is available within the line graph menu.

➢ This is used for the same purpose as the line graph, which visualizes trends and compares data. In

this example, it represents the relationship between the number of datasets worked on by an analyst
and the number of hours they worked
 Introduction to PowerPoint Presentation
Create your first PowerPoint presentation
➢ PowerPoint is a presentation program that allows user to create dynamic slide
presentations.
➢ These presentations can include animation, narration, images, videos, and much
more.
➢ PowerPoint is a tool user can use to communicate user ideas effectively through
visual aids that look professionally designed yet are easy to make.

To create a new presentation:

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

2. Select New on the left side of the window, then click Blank Presentation.
3. A new presentation will appear.
Add a slide
1. Select the slide you want your new slide to follow.

2. Select Home > New Slide.

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

Add and format text

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

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

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

select Bullets or Numbering.
Add a picture, shape, or chart
1. Select Insert.

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

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

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

Create speaker notes to use when you present

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

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

3. Click the Record button to start recording.

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

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

6. When you're done, click OK. The audio file will be inserted into the slide.
 Formatting Microsoft PowerPoint Presentations
Selecting a Slide Layout

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

3. Select the layout that you want.

Adding Text

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

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

d. Text Only Box

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

Adding Text from a Text File or Word Outline

1. From the Home tab, in the Slides group, select New Slide.
 2. From the drop-down list, select Slides from Outline.

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

4. The text is inserted into the presentation.

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

3. Type your new text.

Formatting Text
➢ Formatting toolbar is use to set the color, size, and overall look of user’s text. It doesn't matter whether the text is
an original slide or in a preset layout.
➢ Here are some of the formatting options:
➢ Font type
➢ Font size
➢ Bold, italics, and underline
➢ Center, align left, and align right
➢ Bullets and numbering
➢ Font color
➢ Increase font size
➢ Decrease indent
 To format text:
➢ On the Formatting toolbar, click the down-pointing arrow or the button
for the item you want to format.
➢ For example, to set the font size for text user haven't typed yet, click the
down-pointing arrow next to the number and choose the font size.
➢ To change the font color, click the down-pointing arrow next to the
underlined A.

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

Formatting Text as WordArt

1. Click Insert > WordArt, and pick the WordArt style you want.
2. The placeholder text "Your text here" appears, with the text highlighted.

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

Creating Bulleted and Numbered Lists

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

2. On the left side of the PowerPoint window, click a slide thumbnail that you want to
add bulleted or numbered text to.
3. On the slide, select the lines of text in a text placeholder or table that user wants to
add bullets or numbering to.
4. On the Home tab, in the Paragraph group, click Bullets or Numbering .
Formatting Text Placeholders
1. Click once inside the placeholder area so that the blinking cursor is displayed
2. Now use the mouse cursor to highlight the text user wish to format
3. Use the Formatting tools on the Home tab of the Ribbon to apply any formatting
styles
4. OR
5. To format the entire content of the placeholder at once, place cursor on the border
of the placeholder till user see a four-headed cursor appear

6. Click once with the left mouse button to select the entire placeholder

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

Adding Slides to a Presentation

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

2. The new slide is inserted. User can now change the layout of this slide to suit their
design requirements.
 User can follow the same steps to insert a new slide in between existing slides or at the
end on the slide list.
Arranging Slides Add slides

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

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

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

Rearrange the order of slides

1. In the pane on the left, click the thumbnail of the slide that user wants to move, and
then drag it to the new location.
2. To select multiple slides: Press and hold Ctrl, and in the pane on the left, click each
slide that user wants to move. Release the Ctrl key, and then drag the selected slides
as a group to the new location.
Add Photos to PowerPoint
Insert a single photo
To insert a picture from a file:
1. Select the Insert tab, then click the Pictures command in the Images group.
2. A dialog box will appear. Locate and select the desired image file, then click Insert.

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

Inserting online pictures

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

To insert an online picture:

1. Select the Insert tab, then click the Online Pictures command.
 2. The Insert Pictures dialog box will appear.
3. Choose Bing Image Search or user OneDrive. In this example, Bing
Image Search is used.

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

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

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

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

the File/Disk... button.

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

a. To select all images in your folder, click the first image, then press
and hold the Shift key and select the last image.
b. To select multiple nonadjacent images, press and hold
the Control key while clicking the desired images.
5. The Photo Album dialog box provides several options for moving,
adjusting, and changing the layout of pictures. Edit as needed, then
click Create to insert pictures into the photo album.

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

will include a title page and one picture per slide.
Position Photos

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

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

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

➢ Hold the Shift key on your keyboard

when rotating an image to limit the
rotation angle.

To move a picture:
➢ Click and drag to move a picture to
a new location on a slide.
Add an effect to a picture
7. Select the picture for which you want to add or change an effect.
8. Under Picture Tools, on the Format tab, in the Picture Styles group, click
Picture Effects.
9. Rest pointer on one of the Picture Effects options to see a menu of different ways
to apply each effect. When user rests pointer on one of the menu effects, the effect
appears as a preview on the picture in your document.

Insert Video into A Presentation

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

Play the video

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