INDEX

Introduction to Microsoft word

Create, Save, Open, Print and Close document

Ruler

Home Tab

Copy and Paste Text

Cut and Paste Text

Paste Special

Format Painter

Text and Paragraph Formatting

Applying Style to text

Find & Replace Text in document

Insert Tab

Creating Tables

Illustrations

Bookmark and Hyperlink

Header or Footer

Equation Editor and symbols

Page Layout Tab

Themes

Page Setup

Page Background

Arrange graphics

References Tab

Table of contents (TOC)

Mailings Tab

Mail Merge

Random Text generation using Rand () function

Useful keys

MS-Words keyboard Shortcuts

WORD 2010 EXPLORE WINDOW

Microsoft Word is a word processor which adds features 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 which were never possible with manual
typewriter.

Features of Microsoft Word:

MS-Word has many unique features as follows:

1. Auto Word Wrapping: In MS WORD typing is so easy because we are not required
to click enter button after end of the line as the type writer. The word processor itself
takes matter to the next line of the document. This facility is called word wrapping.
2. Saving: The document type can be stored for future use. We can preserve the
document for any number of years in word processing.
3. Adding, removing and applying text: Documents can be modified easily in MS
office we can easily place a new word in place of existing one. The new words will
automatically be adjusted in the place of deleted or modified text. We can also copy a
part or whole of the matter from one document to another document.
4. Spell and Grammar check: The spelling of the words in the document can be
rectified automatically we can also find alternative words to our typed words. The
grammatical errors can also be rectified in MS-Word.
5. Change the style and shape of characters and paragraph: The documents in
word processor can be made attractive because the shape and style of characters in the
documents can be changed according to our requirement.
6. Bullets and Numbering: Bullets are special symbols which can be put for different
points, paragraphs and documents whereas numbers are ascending figure while 1,2,3
etc.
7. Headers and footers: A header is the text appearing above the documents and
footer is the text appearing below the documents.
8. Creation of tables: If you give directions for required number of rows and columns
word provides a readymade table to work.
9. Inserting pictures and objects: In the word processor we can insert the pictures in
the document to make it more attractive. These pictures can be obtained from clip art
which is available in MSWord.
10. Preview facility: Before getting a print out of our document we can get a preview
of document if mistakes are there, we can change the document.
11. Mail merge facility: If you want to send information to different persons there is a
facility in word processor known as mail merge the main body of the letters can be
typed once and we can send the same to different addresses.
Create, Save, Open, Print and Close document

To Create a new document follow steps give below:

1. click on Office Ribbon
2. click on new
3. select blank document and click on Create button.
Alternate command is Ctrl + N

To save a document, follow steps give below:

1. click on Office Ribbon
2. click on Save
3. select location to save and give file name
4. click on Save. Alternate command is Ctrl + S

To Open document, follow steps give below:

1. Locate the file and double click on it or
2. Start MS-Word, click on Office Ribbon
3. click on Open
4. Locate the saved file
5. click on Open. Alternate command is Ctrl + O

To Print document, follow steps give below:

1. Open document you want to print
2. click on Office Ribbon
3. click on Print
4. select print options such as printer name,
no. of copies, page no , page setup
5. feed pages to printer and click on Print

To close document, follow steps give below:

1. Close window or press Alter + F4 or
2. click on Office Ribbon
3. click on close
QUICK ACCESS TOOLBAR
This you will find just above the File tab. This is a convenient resting place for the most frequently
used commands in Word. You can customize this toolbar based on your comfort.

RIBBON

Ribbon contains commands organized in three components:

• Tabs: These appear across the top of the Ribbon and contain groups of related commands.
Home, Insert, Page Layout are examples of ribbon tabs.

• Groups: They organize related commands; each group name appears below the group on the
Ribbon. For example, group of commands related to fonts or group of commands related to
alignment, etc.

• Commands: Commands appear within each group as mentioned above. Title bar This lies in the
middle and at the top of the window. Title bar shows the program and document titles.

RULERS
Word has two rulers - a horizontal ruler and a vertical ruler. The horizontal ruler appears just
beneath the Ribbon and is used to set margins and tab stops. The vertical ruler appears on the left
edge of the Word window and is used to gauge the vertical position of elements on the page.

HELP

The Help Icon can be used to get word related help anytime you like. This provides nice tutorial on
various subjects related to word.

ZOOM CONTROL Zoom control lets you zoom in for a closer look at your text. The zoom control
consists of a slider that you can slide left or right to zoom in or out; you can click the + buttons to
increase or decrease the zoom factor.
VIEW BUTTON

The group of five buttons located to the left of the Zoom control, near the bottom of the screen, lets
you switch through the Word's various document views.

• Print Layout view: This displays pages exactly as they will appear when printed.

• Full Screen Reading view: This gives a full screen view of the document.

• Web Layout view: This shows how a document appears when viewed by a Web browser, such
as Internet Explorer.

• Outline view: This lets you work with outlines established using Word’s standard heading styles.

• Draft view: This formats text as it appears on the printed page with a few exceptions. For
example, headers and footers aren't shown. Most people prefer this mode.

DOCUMENT AREA
This is the area where you type. The flashing vertical bar is called the insertion point and it
represents the location where text will appear when you type.

STATUS BAR

This displays the document information as well as the insertion point location. From left to right, this
bar contains the total number of pages and words in the document, language, etc. You can configure
the status bar by right-clicking anywhere on it and by selecting or deselecting options from the
provided list.

DIALOG BOX LAUNCHER

This appears as very small arrow in the lower-right corner of many groups on the Ribbon. Clicking
this button opens a dialog box or task pane that provides more options about the group.
Most of those frequently used commands are located in the Home Tab. When you open Microsoft
Word 2007 you will notice that instead of toolbars and dropdown menus, you will see what is called
a Ribbon. The Ribbon is located close to the top of the Word window. The Ribbon is organized into
a set of task‐oriented tabs, and each tab on the Ribbon contains groups of commands. The Home
Tab contains the most frequently used commands in Word. To get to another tab on the Ribbon
click that particular tab.

If you do not see a command(s) that you’re looking for click the arrow beside each group name that
looks like this to open a dialog box with more commands. For example, to get the Emboss text
effect, you would go to the Font Group and under the second line of commands

there is the word “Font”, click the arrow beside it to

open a Font Dialog Box, select “Emboss” and click OK.

Below are some more commands that are featured on the Home Tab.

Increase or Decrease the Font Size using Grow Font and Shrink Font
• Use the mouse pointer to highlight the text for which you want to change the font.

• In the Font group, click the Grow Font or Shrink Font button. The Font size will change
accordingly.

Change Font
• Use the mouse pointer to highlight the text you want to change.

• In the Font group, click on the box containing the name of the font. A gallery opens containing
names and examples of available fonts.

• As you point to each font, Word allows you to preview its effects on selected text.

• Click on a font name to apply the changes permanently to the selected text.
Reset Font
• Use the mouse pointer to select the text from which you want to clear the formatting

• In the Font group, click Clear Formatting Button. The formatting will be removed from the text,
leaving only the plain text.

Formatting Marks – On/Off

• In the Paragraph group, click the Show/Hide Button. You now see formatting marks in the

• Click the button again to hide the marks.

Using Bullets & Numbering

• In the Paragraph group, click the Bullets or Numbering button. The next line will be indented and
preceded by a bullet or number.

• Enter your text and press ENTER. Word automatically indents the next line and begins it with a
bullet or number.

• Click the Bullets or Numbering button to turn off bullets or numbering.

• To change your Bulleting or Numbering Style click the small arrow next to the Bulleted List Icon or
Numbering List Icon. Clicking that arrow will give you a drop‐down list of all available styles.

• Select the text to which you want to apply a Quick Style, or if you want to change the style for an
entire paragraph, click anywhere in the paragraph.

• In the Styles group, click the “More” button to open the Styles Gallery.

• Click the desired Quick Style to apply it to the selected text or paragraph.
Align Text
• Use the mouse pointer to highlight the text you want to align.

• In the Paragraph group, click the desired option (Align text Left, Centre, Right or Justify).
It did not go anywhere….it has now been converted to a tab, the Insert Tab! It now has some more
features. The Insert tab contains various items that you may want to insert into a document. These
items include such things as tables, word art, hyperlinks, symbols, charts, signature line, date & time,
shapes, header, footer, text boxes, links, boxes, equations and so on.

Insert and Format a Picture

• Place the cursor at that position where you want to insert the picture.

• In the illustrations group, click the Picture button. The Insert Picture dialog box opens.

• Use the Insert Picture dialog box to find the picture you want to use. Click the picture to select it,
and click the Insert button. Word inserts the picture into your document. Also, the Picture Tools
contextual tab displays. The contextual tab appears with additional commands only when certain
objects are selected, for example, pictures.

• Use the handles surrounding your picture to resize reposition the picture to the exact size and
location you want.

• Use the commands on the Picture Tools contextual tab to adjust your picture’s attributes so that
they look exactly the way you want them to.

• When you have finished adjusting your picture, click outside the picture area. The handles
disappear (They reappear when you click on the picture again)
Using SmartArt graphics
• Locate the area where you want to insert the object or graphic. Place the cursor at that position.

• On the insert tab, in the illustrations group, click SmartArt button. A gallery opens.

• Click the type of graphic you want to use. Word inserts the graphic into your document and
displays the SmartArt tools contextual tab.

• Using the SmartArt tools contextual tab, refine the look of your graphic.

Header/Footer
• On the Insert tab, in the Header & Footer Group, click either Header or Footer

• Click the header or footer design you want to use. When you add a header or footer, Word adds a
Design contextual tab below Header & Footer tools. You use the commands on this tab to format
headers, footers or both.

• To specify that you want to use a different header or footer (or both) on the first page of your
document, select the Different First Page check box. Then modify the text of the header or footer on
the first page.

• To configure different headers and footers on odd and even pages, select the Different Odd & Even
Pages check box, and then modify their text.
Add an Equation to your document
• Position your cursor where you want the equation to appear

• On the Insert tab, in the Symbols group, click the Equation button. The equation box appears in
your text, and Word displays the Equation Tools contextual tab.

• Use the options on the Equation Tools contextual tab to manipulate the symbols you want to use.

PAGES
Cover Page - Drop-Down. The drop-down contains the commands: Built-in, Remove Current
Cover Page and Save Selection to Cover Page Gallery. The list of built-in cover pages is
Alphabet, Annual, Austere, Conservative, Contrast, Cubicles, Exposure, Mod, Motion,
Pinstripes, Puzzle, Stacks, Tiles and Transcend.
Blank Page - Inserts a blank page by inserting two pages breaks, one above the current
insertion point and one below it.
Page Break - (Ctrl + Enter). Inserts a page break instead of displaying the Breaks dialog box.
You can access all the other types of breaks using the Breaks drop-down on the Page Layout
tab, Page Setup group.

TABLES

Table - Drop-Down. This lets you quickly drag out the table size. The maximum size you can
drag is (10 by 8). The drop-down contains the commands: Insert Table, Draw Table, Convert
Text to Table, Excel Spreadsheet and Quick Tables. The Insert Table displays the "Insert
Table" dialog box. The Draw Table lets you create a table by inserting horizontal and vertical
lines using the mouse. The Convert Text to Table displays the "Convert Text to Table" dialog
box. The Excel Spreadsheet command inserts an Excel worksheet into the document. The
Quick Tables lets you insert tables that have been stored as building blocks.

ILLUSTRATIONS

Pictures - Drop-Down. This drop-down contains the commands: This Device, Stock Images
and Online Pictures. This Device displays the "Insert Picture" dialog box.
Shapes - Drop-Down. The drop-down contains the commands: Recently Used Shapes, Lines,
Rectangles, Basic Shapes, Block Arrows, Flowchart, Callouts and Stars and Banners. This list is
slightly different in Excel.
Icons - (Added in 365).
3D Models - (Added in 365). Drop-Down. This drop-down contains the commands: This
Device and Stock 3D Models.
SmartArt - Displays the "Choose a SmartArt Graphic" dialog box which lets you choose from
the following different types of smart art list, process, cycle, hierarchy, relationship, matrix
and pyramid.
Chart - Displays the "Insert Chart" dialog box. There is no more MS Graph and datasheet.
Chart data is now opened up in an Excel spreadsheet.
Screenshot - Drop-Down. The drop-down contains the commands: Available Screenshots
and Screen Clipping.

ADD-INS

Get Add-ins - Insert an Add-in into your document to introduce additional functionality.
My Add-ins - Drop-Down.

Media

Online Video - Find and insert videos from online resources.

Links
Link - (Ctrl + K). Drop-Down. This drop-down contains the commands: Recent Items,
Search for Files and Insert Link. Create a link in your document for quick access to
webpages and other files. Displays the "Insert Hyperlink" dialog box.
Bookmark - This displays the "Bookmark" dialog box.
Cross-Reference - Displays the "Cross Reference" dialog box. This lets you cross
reference other parts of your document. Typically used for figure numbers and
section headings.

Comments

Comment - Insert a comment into this part of the document.

Document Formatting

Themes - Drop-Down. The drop-down contains the commands: Built-in, More

Themes on Microsoft Office Online, Browse for Themes and Save Current Theme. The
built-in themes are: Office, Apex, Aspect, Civic, Concourse, Equity, Flow, Foundry,
Median, Metro, Module, Opulent, Oriel, Origin, Paper, Solstice, Technic, Trek, Urban
and Verve. Tooltip indicates the current theme. The default theme is "Office". Tooltip
indicates the current theme. Quick Access to more themes saved down on Microsoft
Office Online. Default theme is "Office". Changes the overall design of the entire
document colours, fonts and effects. This drop-down has an additional command not
found in Excel or PowerPoint which is "Reset to Theme from Template".
Style Set - Change the look of your document by choosing a new style set. Style sets
change the font and paragraph properties of your entire document.
Colours - Drop-Down. Displays a list of all the available colours and lets you change
the colour component of the active theme.
Fonts - Drop-Down. Displays a list of all the available fonts and lets you change the
font component of the active theme.
Paragraph Spacing - Drop-Down. Quickly change the line and paragraph spacing in
your document. The drop-down contains the commands: No Paragraph Space,
Compact, Tight, Open, Relaxed, Double, Custom Paragraph Spacing.
Effects - Drop-Down. Displays a list of all the available effects and lets you change
the effect component of the active theme. The drop-down contains the commands:
Office, Apex, Aspect, Civic, Concourse, Equity, Flow, Foundry, Median, Metro, Module,
Opulent, Oriel, Origin, Paper, Solstice, Technic, Trek, Urban and Verve.
Set As Default - Use the current look for all new documents.
Page Background

Watermark - Drop-Down. The drop-down contains the commands: Custom

Watermark, Remove Watermark and Save Selection to Watermark Gallery.
Page Colour - Drop-Down. Let you change the background colour of the page.
Displays the full theme colour palette.
Page Borders - Displays the "Border and Shading" dialog box.

Page Setup
You can display the "Page Setup" dialog box, Margins Tab, by clicking on the dialog
box launcher in the bottom right corner of this group.

Margins - Drop-Down. Let you choose from one of the built-in margin settings or
lets you customise your own. Similar to Excel but has 2 more options "Moderate" and
"Mirrored". Custom Margins displays the "Page Setup" dialog box (Margins tab).
Orientation - Drop-Down. Let you change the orientation of the current section. The
drop-down contains the commands: Portrait and Landscape. This provides a shortcut
to the (Page Setup Page tab, Orientation).

Size - Drop-Down. Let you select from all the different available paper sizes. This
provides a shortcut to the (Page Setup Page tab, Paper size drop-down).
Columns - Drop-Down. The drop-down contains the commands: One, Two, Three,
Left and Right and the command More Columns. Provides access to 1,2,3 column
layouts.
Breaks - Drop-Down. The drop-down contains the commands: Insert Page Break,
Remove Page Break and Reset All Page Breaks.
Line Numbers - Drop-Down. The drop-down contains the commands: None, Restart
Each Page, Restart Each Section, Suppress for Current Paragraph and Line
Numbering Options. The Line Numbering Options displays the "Page Setup" dialog
box (Layout tab).
Hyphenation - Drop-Down. The drop-down contains the commands: None,
Automatic, Manual and Hyphenation Options. The Hyphenation Options displays the
"Hyphenation" dialog box.

Paragraph You can quickly display the "Paragraph" dialog box, Indents and
Spacing tab, by clicking on the launcher in the bottom right corner of this group.
These are options taken from the (Format Paragraph Indents and Spacing tab) for
quick access.

Indent Left – Text Box. This automatically updates to indicate how much indentation
has been applied to the paragraph of the current selection. This can be used to
change the left indentation for the current selection.
Indent Right – Text Box. This automatically updates to indicate how much
indentation has been applied to the paragraph of the current selection. This can be
used to change the right indentation for the current selection.
Spacing Before – Text Box. This automatically updates to indicate how much spacing
is defined before the paragraph of the current selection. This can be used to change
the spacing for the current selection.
Spacing After – Text Box. The automatically updates to indicate how much spacing
is defined after the paragraph of the current selection. This can be used to change
the spacing for the current selection.

Arrange

This whole group also appears on the Drawing Tools - Format contextual tab.
Position - Drop-Down. Displays a list of picture positioning options. The drop-down
contains the commands: In Line With Text and Text Wrapping. You can select More
Layout Options to display the "Advanced Layout" dialog box.
Wrap Text - Drop-Down. The drop-down contains the commands: In Line with Text,
Square, Tight, Through, Top and Bottom, Behind Text, In Front of Text, Edit Wrap
Points and More Layout Options.
Bring Forward - Button with Drop-Down. The button brings the selected object
forward one level. The drop-down provides a command to bring the selected object
in front of all the other objects.
Send Backward - Button with Drop-Down. The button brings the selected object
back one level. The drop-down provides a command to send the selected object to
the back of all the other objects.
Selection Pane - Displays the Selection Pane task pane.
Align - Drop-Down. The drop-down contains the commands: Align Left, Align
Centre, Align Right, Align Top, Align Middle, Align Bottom, Distribute Horizontally,
Distribute Vertically, Align to Page, Align to Margin, Align Selected Objects, View
Gridlines and Grid Settings. The Grid Settings displays the "Drawing Grid" dialog box.
Group - Drop-Down. The drop-down contains the commands: Group, Regroup and
Ungroup.
Rotate - Drop-Down. The drop-down contains the commands: Rotate Right 90,
Rotate Left 90, Flip Vertical, Flip Horizontal and More Rotation Options.

This tab gives you access to all the commands for creating references within your
documents.
Table of Contents

Table of Contents - Drop-Down. Provide an overview of your document by adding a

table of contents. The drop-down contains the commands: Built-in, Insert Table of
Contents and Save Selection to Table of Contents Gallery.
Add Text - Drop-Down. The drop-down contains the commands: Do Not Show in
Table of Contents, Level 1, Level 2 and Level 3.
Update Table - Updates the table of contents so that all the entries refer to the
correct page numbers.

Footnotes
You can quickly display the "Footnote and Endnote" dialog box by clicking on the
dialog box launcher in the bottom right corner of this group.

Insert Footnote - (Alt + Ctrl + F). Inserts a footnote at the current position.
Footnotes are automatically renumbered as you move text around the document.
Insert Endnote - (Alt + Ctrl + D). Inserts an endnote at the end of the document.
End notes are always placed at the end of a document.
Next Footnote - Button with Drop-Down. The button moves to the next footnote.
The drop-down provides the commands Next Footnote, Previous Footnote, Next
Endnote and Previous Endnote.
Show Notes - Shows where footnotes and endnotes are located.

Research
Search - Previously Smart Lookup.
Researcher - (Added in 365). Displays the Researcher task pane

Citations & Bibliography

Insert Citation - Drop-Down. The drop-down contains the commands: Add New
Source, Add New Placeholder and Search Libraries.
Manage Sources - Displays a list of all the sources cited in the active document.
Style - Choose the style of citation to use in the document.
Bibliography - Drop-Down. The drop-down contains the commands: Insert
Bibliography and Save Selection to Bibliography Gallery.

Captions

Insert Caption - Insert a caption below a picture or graphic to provide a short

description.
Insert Table of Figures - Add a list of captioned objects and their page numbers.
Update Table - Updates the table of figures to include all of the entries in the
document.
Cross-reference - Displays the "Cross-reference" dialog box allowing you to insert
cross-referencing into your document, for example: turn to page 3 or please refer to
page 12. Cross references are inserted as hyperlinks.
Index

Mark Entry - (Alt + Shift + X). Marks the currently selected text so it will appear in
the index of the document.
Insert Index - Add an index listing key words and page numbers they appear on.
Update Index - Updates the index table.

Table of Authorities

Mark Citation - (Alt + Shift + I). Adds the currently selected text so it will appear in
the table of authority.
Insert Table of Authorities - Inserts a table of authorities for cases, statutes and
other authorities in the document.
Update Table - Updates the table of authorities to include all the citations in the
document.
Create

Envelopes - Lets you create and print envelopes.

Labels - Lets you create and print labels.

Start Mail Merge

Start Mail Merge - Drop-Down. The drop-down contains the commands: Letters, E-
mail Messages, Envelopes, Labels, Directory, Normal Word Document and Step-by-
Step Mail Merge Wizard. Creates a from letter which you intend to email or print
multiple times sending each copy to a different recipient. Displays the "New Address
List" dialog box.
Select Recipients - Drop-Down. The 3 options are from step 3 of the wizard. The
drop-down contains the commands: Type New List, Use Existing List and Select from
Outlook Contacts. Type New List displays the "New Address List" dialog box. You will
have to save this list as a Microsoft Office Address List.
Edit Recipient List - Displays the "Mail Merge Recipients" dialog box allowing you to
change or filter the list of recipients.

Write & Insert Fields

These commands are only available when you are in a mail merge document.
Highlight Merge Fields - Highlights all the fields in the active document that have
been inserted. This makes is easy to see what will be replaced.
Address Block - Displays the "Insert Address Block" dialog box. This allows you to
customise how the address will be inserted.
Greeting Line - Displays the "Insert Greeting Line" dialog box. Let you add a
greeting line to your document.
Insert Merge Field - Button with Drop-Down. The button displays the "Insert Merge
Field" dialog box. The drop-down allows you to quickly insert a merge field just by
clicking on it in the list and contains the commands Rules - Drop-Down. Let you add
decision making rules to the mail merge. The drop-down contains the commands:
Ask, Fill-in, If-Then-Else, Merge Record, Merge Sequence, Next Record, Next Record
If, Set Bookmark, Skip Record If.
Match Fields - Displays the "Match Fields" dialog box allowing you to match the
required fields with the recipients list.
Update Labels - Only enabled when creating labels. Updates all the labels in the
document to be consistent with the first label.

Preview Results

Preview Results - This is disabled when there are no fields in your document.
Toggles the merged fields in your document with actual data from your recipient list.
First Record - View the first record in the recipient list.
Previous Record - View the previous record in the recipient list.
Go to Record - View a specific record in the recipient list.
Next Record - View the next record in the recipient list.
Last Record - View the last record in the recipient list.
Find Recipient - Displays the "Find Entry" dialog box to search for a particular text
entry.
Check for Errors - (Alt + Shift + K). Displays the "Checking and Reporting Errors"
dialog box. This allows you to simulate the mail merge and to specify how to handle
any errors that occur during mail merge. You can even simulate the merge and
report errors in a new document.

Finish

Finish & Merge - Drop-Down. The drop-down contains the commands: Edit
Individual Documents, Print Documents and Send E-mail Messages.

Proofing

Editor - Displays the "Spelling and Grammar" dialog box. This allows you to check
the spelling and grammar in the active document.
Thesaurus - Toggles the display of the Research task pane defaulting the research
service to the thesaurus. Same as Excel.
Word Count - This displays the "Word Count" dialog box displaying the document
statistics. This dialog box can also be displayed by clicking on the word count
indicator on the status bar.
Read Aloud -

Accessibility

Language

Translate - Drop-Down. Displays the Research task pane. This drop-down contains
the commands: Translate Document, Translate Selected Text, Mini Translator and
Choose Translation Language.
Language - Drop-Down. This drop-down contains the commands: Set Proofing
Language and Language Preferences. Set Proofing Language display the "Language"
dialog box. Language Preferences displays the "Options" dialog box, Language Tab.

Comments

New Comment - (Shift + F2). Inserts a comment at the active cell. This command
does not change to Edit Comment when a comment is selected like it does in Excel.
Delete - Button with Drop-Down. Deletes the selected comment. The button deletes
the comment in the active selection. The drop-down contains the commands: Delete
All Comments Shown and Delete all comments in Document. This is disabled when
the document does not contain any comments.
Previous - Goes to the previous comment in the active document. This is disabled
when the document does not contain any comments.
Next - Goes to the next comment in the active document. This is disabled when the
document does not contain any comments.
Show Comments -
Ink Comment -
Pen -
Eraser -

Tracking

Track Changes - (Ctrl + Shift + E). Button with Drop-Down. The drop-down is the
old (Show > Options) from the Reviewing toolbar and contains the commands Track
Changes, Change Tracking Options and Change User Name. Change Tracking
Options displays the Track Changes Options dialog box. Change User Name displays
the Word Options dialog box (Popular tab).
Balloons - Drop-Down. Let you choose how to display the revisions either in the
margin or in the actual document. The drop-down contains the commands: Show
Revisions in Balloons, show all Revisions Inline and Show Only Comments and
Formatting in Balloons.
Display for Review - Drop-Down. The drop-down contains the commands: Simple
Mark up, All Mark up, No Mark up and Original.
Show Mark Up - Drop-Down. The drop-down contains the commands: Comments,
Ink, Insertions and Deletions, Formatting, Specific People, Balloons, Highlight
Updates, Other Authors.
Reviewing Pane - Button with Drop-Down. The button toggles the display of the
Reviewing pane. The drop-down contains the commands: Reviewing Pane Vertical
and Reviewing Pane Horizontally. There is now also summary information at the top
of the pane.

Changes

Accept - Button with Drop-Down. The button is the Accept and Move to Next
command which accepts the current change and moves to the next proposed
change. The drop-down contains the commands: Accept and Move to Next, Accept
Change, Accept all Changes Shown and Accept all Changes in Document. This drop-
down is disabled when the document is protected.
Reject - Button with Drop-Down. The button is the Reject and Move to Next
command which rejects the current change and moves to the next proposed change.
The drop-down contains the commands: Reject and Move to Next, Reject Change,
Reject all Changes Shown and Reject all Changes in Document. This drop-down is
disabled when the document is protected.
Previous - Moves to the previous revision in the active document.
Next - Moves to the next revision in the active document.

Compare

Compare - Drop-Down. The drop-down contains the commands: Compare and

Combine. The Compare command lets you compare two versions of the same
document and displays the "Compare Documents" dialog box. The Combine
command lets you combine revisions from multiple authors and displays the
"Combine Documents" dialog box. This drop-down is disabled when the document is
protected.

Protect

Block Authors - Drop-Down. Prevent others from making changes to the selected
text.
Restrict Editing - Toggles the display of the Restrict Editing task pane.
All these options will be disabled if your document is the basis of a mail merge.
Similar to Protect workbook drop-down in Excel.
This button changes into a drop-down when you are using Information Rights
Management (IRM). The only Office suite to include IRM though is Professional Plus,
Ultimate and Enterprise. In order to use IRM you need to have Microsoft Windows
Rights Management Service (RMS) for windows server.

Help & Support

Help - Displays the Help task pane displaying the home page. This can also be
displayed by pressing F1.

Contact Support - Displays the Help task pane allowing you to request help.

Feedback - Displays the Feedback tab from the File tab.

Show Training - Displays the Help task pane displaying training videos.

What’s New - See the most recently installed updates. This can also be accessed
from the File tab, Account.
 INDEX

Introduction

Workbooks and worksheets

Creating a new workbook

Creating a new worksheet

Navigating and selecting

Entering and editing data

Inserting columns and rows

Formatting columns and rows

Alignment options

Merging cells

Moving to a new worksheet

Formatting text and data

Using formatting buttons

Deleting vs clearing a cell

Filling cells automatically

Filling time

Filling in numbers

Performing mathematical calculations

Auto-sum

Preparing to print

Tips and troubleshooting

Common formula errors

What is Excel?
Excel is a spreadsheet program. A spreadsheet is a grid of rows and columns that helps organize,
summarize, and calculate data. Spreadsheets are an everyday part of many professions, including
accounting, statistical analysis, and project management. You can use Excel to create business forms,
such as invoices and purchase orders, among many other useful documents.

To begin, let’s open Microsoft Excel. You can do this by clicking on Start, All Programs, Microsoft
Office and Microsoft Excel. Let’s look at the toolbars. This is the Title Bar. It gives the name of the
program and the title of the workbook you are using. Since we have just opened up a new workbook
and have not saved it with a name, the default title is Book1.
On the left side of the Title bar is the Quick Access Toolbar.

You can add or subtract commands to the toolbar by clicking on them in the dropdown list that
comes up by clicking.

Under the Title Bar is the Ribbon. The Ribbon has eight Tabs that give instructions to the software.
The Ribbon Tabs begin with File and continue with Home, Insert, Page Layout, Formulas, Data,
Review, and View. On the right-hand end, there is an icon for the Help Menu, Minimize, Restore
Down, and Close. Clicking on one of these tabs will open the Group. The Group that belongs to each
tab shows related Command items together. You may then choose a Command

Workbooks and Worksheets

When Excel is opened, a workbook appears with three worksheets. Each worksheet contains
columns and rows. There are 1,048,575 rows and 16,384 columns. The combination of a column
coordinate and a row coordinate make up a cell address. For example, the cell located in the upper
left corner of the worksheet is cell A1, meaning column A, row 1. The cell address is visible in the
Name Box.

Place your cursor in the first cell, A1. The formula bar will display the cell address in the Name Box
on the left side of the Formula Bar. Notice that the address changes as you move around the sheet.
You can easily move from cell to cell by pressing tab or using the arrow keys.

A cell can contain any of the following:

• A number (and any associated punctuation, such as decimal points, commas, and currency
symbols).
• Text (including any combination of letters, numbers, and symbols that aren't number-related).

• A formula, which is a math equation.

• A function, which is a named equation that shortcuts an otherwise complex operation.

Creating a New Workbook

It is easy to create a new workbook! Simply, click on File – New and click on Blank Workbook to
create a new workbook.

Creating a New Worksheet

A new worksheet is just as easy. By default, each Excel workbook contains three worksheets. Three
tabs displaying Sheet 1, Sheet 2, and Sheet 3 will be displayed at the bottom of the workbook to
indicate the separate sheets. To add a new worksheet, simply click on the tab after the tab that says
Sheet 3.

Exercise 1
1. To change the location of a newly added worksheet, click once on the tab and hold down the left
mouse button and drag the worksheet to its new location.
 2. It is also possible to change the name of each worksheet. Right-click on the Sheet 1 tab and left-
click on Rename. Once you click on Rename, the name of the sheet becomes highlighted and you
can simply type in a new name. Double-clicking on the tab will also enable you to type in a new
name.

3. You can also change the colour of the tabs by right-clicking on the tab and choosing Tab Colour.
Then simply choose a colour!!!

4. It is possible to change the magnification of a worksheet so that you can read it better. To do this,
click on View and then Zoom. Go ahead and try the different magnifications to see which works best
for you. You can also make use of the Zoom bar in the lower right-hand corner to zoom to a
comfortable reading size.

Navigating and Selecting

Moving around a worksheet is easy! You can easily move from cell to cell by using the arrow keys or
pressing tab (will move the cursor to the right) or shift-tab (shift-tab will move you to the left). You
can also use your mouse to click within a cell which will select that cell. Sometimes you will want to
select a range of cells.

A range is a group of one or more cells. If you select more than one cell at a time, you can then
perform actions on the group of them at once, such as applying formatting or clearing the contents.
A range can even be an entire worksheet.

A range is referenced by the upper left and lower right cells. For example, the range of cells B1, B2,
C1, and C2 would be referred to as B1:C2.

To select a range:
• With the mouse: Drag across the desired cells with the left mouse button held down. Be careful
when you're positioning the mouse over the first cell (before pressing the mouse button). Position
the pointer over the centre of the cell, and not over an edge. You’ll know you are in the right spot
when your cursor looks like this:

If you drag while the pointer is on the edge of the cell, Excel interprets the selection as a move
operation and whatever is in the cell(s) is dragged to a different spot

• : Select the first cell, and then hold down the Shift key while you press the arrow keys to expand
the selection area.

To select a nonrectangular or non-contiguous range, select the first portion of the range (that is, the
first rectangular piece), and then hold down the Ctrl key while you select additional cells/ranges
with the mouse.

To select an entire column, click the column header (where the letter is). The cursor will be a vertical
(for columns) or horizontal (for rows) black arrow. To select an entire row, click the row header
(where the number is). You can click one row or column and then drag to select additional columns,
or hold down Ctrl as you click on the headers for non-contiguous rows and/or columns.

Entering and Editing Data

Let’s KNOW how to enter data into your worksheet. First, you place the cursor in the cell in which
you would like to enter data. Then you type the data and press Enter.

1. Place the cursor in cell A1.

2. Type Jane. Tab to the next cell and type Smith.

3. Move the cursor back to cell A1.

4. Change Jane to Joe

You can also edit information in a cell by double-clicking in a cell or by clicking in the formula bar. Try
these two options.
Inserting Columns and Rows
If you don't plan your worksheet layout correctly, you might end up with too many or too few rows
or columns in a certain area. You can always move data around in the sheet to help with this, but
sometimes it's easier to simply insert or remove columns or rows.

To insert a column or row:

1. Right click on the column on the right of the two columns between which you wish to insert. (For
example, if you wish to insert a column between E and F, right click on F.) If you wish to insert a row,
right click on the row’s number that is the one below where you wish to insert. (For example, if you
wish to insert a row between 3 and 4, right click on 4.)

2. When the menu comes up, select Insert from the menu. Appearing to the left of your highlighted
column or above your highlighted row will be a new row or column.
Formatting Columns and Rows
Often you will need to change your columns and rows in order for text to fit or for the text to fit on
the page correctly. There are a number of different methods one can use to do this. Let’s start with
columns.

Column Width: The formatting that is unique to columns is Column Width. Column Width is
measured in characters. A column's width can be from 0 to 255 characters, which is a really wide
column! Decimal values are allowed. In fact, the default size is 8.43 characters.

A width of 12, for example, means the column is wide enough for 12 average characters, using
whatever you chose as the Standard font. The default is Calibri 11 pts. (To change the font from the
default, go to ToolsOptions-General-Standard font).

– Autofit all
1. Move your pointer to the right edge of the heading of Column A until it changes to which is the
Resize Column shape.

2. Press the left mouse button down. (Don't release it yet.)The popup tip appears, showing the
current width of Column A.

3. Release the left mouse button and double-click in the same spot (the right edge of Column A's
heading). The column width changes so it is wide enough to display the longest text in any cell in the
column as a single line.

Be careful when you set a column's width with AutoFit. The column may wind up wider than you
expected. Any text will be on a single line in its cell. No matter how long the text is! If you
accidentally find you've widened a cell out of sight to the right, use Undo. Then resize the column
with another method.
- Drag
Dragging is a natural method of adjusting column width. But since you can't see the change until you
release the mouse button, it may take you several attempts to get a satisfactory width.

[Link] in New Zealand in B1. Move the pointer to the right edge of column heading B.

2. When the pointer changes to (the Resize Column shape), click and drag to the right until New
Zealand shows entirely. Since the column is not resized until you release the mouse button, you may
need several tries to get the width right.

Row Height
The only unique formatting for rows is Row Height. Row Height is measured in points, like font size,
from 0 to 409 points. A row height of zero hides the row.

The default setting for Row Height is AutoFit. The row height adjusts to the largest font size in the
row.

AutoFit will leave a little white space, called the cell padding, between the text in the cell and the
cell edges. When Calibri 11 pt. is the Standard Font, the Row Height is 15.00 points. Keep in mind
that you can always print without the gridlines, which may make it look a little less crowded. That
option is under Page Layout, in the Sheet Options section.

Alignment Options

Wrapping Text When you enter text that is too long to fit in a cell into a cell, it overlaps the next cell.
If you do not want it to overlap the next cell you can wrap the text.

[Link] another new sheet.

2. Move to cell A1.

3. Type “Text too long to fit”. (After typing, click out of the cell and back in again.)

4. From the Ribbon, choose Home >Alignment > Wrap Text

. 5. You will notice after you click Wrap Text, it is highlighted.

Merging Cells

Sometimes, rather than having text wrap in a cell, you will actually want the text to run across the
width of the data. Usually when making a spreadsheet, you need to create a heading for the sheet.
This heading should run across the width of your data. To do this, one must merge the cells across
the width of the data. Select the range of cells, and click the Merge and Centre button under
Alignment group. The heading is now centred over the data.

Moving to a New Worksheet

In Microsoft Excel, each workbook is made up of several worksheets. Before moving to the next
topic, let’s move to a new worksheet. You can move from worksheet to worksheet by clicking on the
tabs at the bottom of the worksheet. Let’s move to Sheet 2.

Formatting Text and Data

Once information has been entered into a cell, you might want to change or enhance the way the
information is displayed. Text can be formatted in the same way that one uses in Microsoft Word or
PowerPoint. Most of the formatting choices can be found in the Font grouping under the Home tab.
There are numerous ways to format data. Let’s look at some. Remember to always make sure that
the cell you want to format is selected. Similar to Word, “if you want to affect it, you have to select
it.”

Using Formatting Buttons

On the Ribbon, make sure the Home tab is selected. In the Number Group box, there are several
buttons which allow one-click formatting. From the dropdown box, you have several options –
currency, percentage, date, and time and more. There are also buttons to increase decimal values,
add a comma, or put in percentage. Notice how each number changes depending on the formatting.
You can also format the cell by right clicking on the cell(s) and selecting the “Format Cells.” If the
“Number” tab isn’t already selected, do so, and then select from the menu for currency, time,
fraction, etc. Depending on the option you choose, you will be given further options to the right.

1. Move the cursor to cell D1

2. Type 123456. Hit enter and then move back into D1. At this point it is necessary to move out
of the cell and then back in, as that is the only way to get the appropriate menu up!
3. Right click on the number. A menu will pop up. Click on Format Cells.
4. Click on “Number” tab at top, if necessary.
5. Select “Currency” under Category and be sure that Decimal Places is set to 2.
6. Click OK, and view the cell.
Deleting vs Clearing a Cell
Many beginners get confused about clearing versus deleting in Excel, so let's look at this concept
briefly. When you clear the content from a cell, the formatting for that cell is still there. It may be
helpful to think of an Excel worksheet as a stack of empty cardboard boxes, each one with its open
side facing you. You can put something into a cell or take something out. When you take something
out of a cell, it's called clearing its content. The cell itself remains in the "stack," but it's now empty.

To clear the content from a cell:

1. Press Delete on the keyboard.

2. Right-click the cell and then select Clear Contents.

3. On the Home tab, in the Editing group, select Clear > Clear Content

. Unfortunately, clearing a cell's content doesn't clear its formatting.

To clear formatting:

1. On the Home tab, in the Editing group, select Clear > Clear Formats

2. To clear both contents and formats at once, select Clear All.

In contrast, deleting the cell removes the cell itself from the stack and makes the surrounding cells
shift. Think about what happens when you pull a box out of a stack of boxes -- the boxes above it
fall-down one position, right? It's the same thing with Excel cells, except it's reverse-gravity (cells fall
up rather than down), and you have the choice of making the remaining cells shift up or to the left.
Let’s look at how this works.

Filling Cells Automatically

You can use Microsoft Excel to fill cells automatically with a series. For example, you can have Excel
automatically fill in times, the days of the week or months of the year, years, and other types of
series. Days of the week and months of the year fill in a similar fashion.

1. Let’s move to another worksheet.

2. In cell A1, type Sunday and click the B for bold in the Font group.
3. Find the small black backward “L” in the lower right corner of the highlighted area. When you
hover over this backward “L,” the cursor will become a black “+.” This is called the Fill Handle. P a g e
| 11

4. Grab the Fill Handle and drag with your mouse to fill cell A1 to G1. Note how the days of the week
fill the cells in a series. Also, note that the Auto Fill Options icon appears.

5. Click the Auto Fill Options icon. Click on Copy Cells.

6. Choose the Fill Series radio button. The cells fill as a series from Sunday to Saturday again.

7. Click the Auto Fill Options icon again.

8. Choose the Fill Without Formatting radio button. The cells fill as a series from Sunday to Saturday,
but the entries are not bolded.

9. Click the Auto Fill Options icon again.

10. Choose the Fill Weekdays radio button. The cells fill as a series from Monday to Friday.

Filling Time
1. Click on a new worksheet. Type 1:00 into cell A1.

2. Grab the Fill Handle and drag with your mouse to highlight cells A1 to A24. Note that each cell fills
using military time.

3. Click anywhere on the worksheet to remove the highlighting.

To change the format of the time:

1. Select cells A1 to A24.

2. Choose from the Ribbon: Home > Number.

3. Click on the drop-down box and choose Time.

4. The time is no longer in military time.

5. If you wish to change the formatting further, click on the dropdown arrow in lower right-hand
corner of number group and choose the way you want the time to appear.
Filling in Numbers
[Link] on another worksheet. Type a 1 in cell A1.

2. Grab the Fill Handle and drag with your mouse to highlight cells A1 to A7. The number 1 fills each
cell.

3. Click the Auto Fill Options icon.

4. Choose the Fill Series radio button. The cells fill as a series starting with 1, 2, 3.

And finally, here is one more interesting fill feature.

1. Go to cell A1.

2. Type Lesson 1.

3. Grab the Fill Handle and drag with your mouse to highlight cells A1 to A6.

4. The cells fill in as a series: Lesson 1, Lesson 2, Lesson 3, and so on.

Performing Mathematical Calculations

Formulas
A formula is an equation that performs some type of operation and issues a result. In Excel, formulas
always begin with an equal sign. Here are some formula examples:

• =2+6: This formula is strictly math. If you place this formula in a cell, the cell displays 8.
• =A1+6: Same as the preceding, but this time you're adding 6 to whichever value is in cell A1 and
displaying the result in the cell into which you enter this formula. This formula does not change A1's
contents.

• =A1+A2: Same thing again, but you're adding the contents of cell A1 to the contents of cell A2.

• =A1+A2-A3: In this example, multiple cells are referenced.

Here are the symbols you can use in formulas to indicate mathematical operations:

• +: Addition

• -: Subtraction

• *: Multiplication

• /: Division

To try a basic formula, do the following:

1. In a new worksheet, type 6 in cell A1 and 7 in cell A2.

2. In cell A3, type =A1+A2, and then press Enter.

3. Select cell A3. Notice that it displays 13 in the cell itself, and in the formula bar, the original
formula you entered appears.

4. Click in the formula bar to move the insertion point there and edit the formula to read as follows:
=A1+A2+5. Then press Enter. The value now appears as 18.

5. Change the value in cell A1 to 4. The value in A3 changes to 16.

Auto-sum
Let’s add a column of numbers using the AutoSum Button. To select the AutoSum button choose
Home > Editing > and automatically add a column of numbers.

1. Type in the numbers 5, 7, 3, 9, 4, 8 in column C.

2. Move your cursor to select C7. Click the AutoSum button found on the Ribbon under Home >
Editing.

3. C1 to C6 should now be highlighted.

4. Press Enter. Cells C1 through C6 are added together. You can also write a formula to sum a
column by typing in: =sum(c1:c6) Note that there is no space between sum and the parenthesis.

More Formula Examples

The math operators in Excel have an order of operation, just like in regular math. The order of
operation is the order in which they're processed when multiple operators appear in the same
formula. Here are the rules that determine the order:

1. Any operations that are in parentheses, from left to right

2. Multiplication (*) and division (/)

3. Addition (+) and subtraction (-) Parentheses override everything and go first.
So, if you need to execute an operation out of the normal order, you place it in parentheses. Now
let's try some formula examples that refer to cells and use math operations. For this exercise, enter
the following values in cells in a blank worksheet.

Preparing to Print
Let’s prepare to print! If your worksheet is more than one printed page, it is possible to have the
heading on each page by going to the Page Layout tab, in the Page Setup group and click Print Titles

On the Sheet tab, under Print Titles, do one or both of the following:

in the Rows to repeat at top box, type the reference of the rows that contain the column labels if
you want the heading repeated on each page.

In the Columns to repeat at left box, type the reference of the columns that contain the row labels if
you want those to show. You can also click the Collapse Dialog button at the right end of the Rows to
repeat at top and Columns to repeat at left boxes, and then select the title rows or columns that you
want to repeat in the worksheet. After you finish selecting the title rows or columns, click the
Collapse Dialog button again to return to the dialog box.

We want our sheet to print with no gridlines, and centred horizontally across the page, but not
vertically. We also want it to print in portrait orientation.
1. Page tab: Make sure that Portrait is selected.

2. Margins tab: All should be 0.5 inch. Click to Centre on Page Horizontally.

3. Sheet tab: There should not be a check under Print in the Gridline section. To print, click on File>
Print in the backstage area. Print preview automatically displays when you click on the Print tab in
the backstage view. Whenever you make a change to a print-related setting, the preview is
automatically updated. To view each page, click the arrows below the preview.
Tips and Troubleshooting
Recognizing Cursor Styles
There are four common cursor styles used in Excel.

Common formula errors

Here are some of the most common mistakes people make when entering formulas and functions:

• Not putting in all the required arguments: If a function is expecting more arguments than you
have entered, and you get a dialog box, be sure you've placed commas between the arguments and
that you haven't overlooked any.

• Circular references: If you refer to the cell's own address in a function, you create a circular error,
which is like an endless loop. Suppose that you enter =A1+1 into cell A1. You'll get an error message
like the one below. If you click OK at this message, a Help window appears to help you find the
problem.

• Text in an argument: Most functions require numeric arguments. If you enter text as an argument,
for example, =SUM(text), the word #NAME? appears in the cell. This happens because Excel allows
you to name ranges of cells using text, so technically =SUM(text) isn't an invalid function. It is invalid
only if there's no range that has been assigned the name "text."

• Hash marks (###) in a cell: This happens when the cell isn't wide enough to display its value.
Widen the column to fix this.
 INDEX

Introduction to MS PowerPoint

Basics of MS PowerPoint

How to start a PPT

What is PPT

What is slideshow

What all elements can be added to slide

Features of MS PowerPoint

Slide layout

Insert

Slide design

Animations

Uses of PowerPoint Presentations

Home

Slideshow

Review tab

View tab
 INTRODUCTION OF MS-POWERPOINT

MS PowerPoint is a program that is included in the Microsoft Office suite. It is used to make
presentations for personal and professional purposes.
Given below are a few important things that one must know about the development and
introduction of Microsoft PowerPoint:

• The program was created in a software company named Forethought, Inc. by Robert
Gaskins and Dennis Austin.
• It was released on April 20, 1987, and after 3 months of its creation, it was acquired by
Microsoft.
• The first version of this program, when introduced by Microsoft was MS PowerPoint 2.0
(1990).
• It is a presentation-based program that uses graphics, videos, etc. to make a
presentation more interactive and interesting.
• The file extension of a saved Powerpoint presentation is “.ppt”.
• A PowerPoint presentation comprising slides and other features is also known as PPT.
Gradually, with each version, the program was more creative and more interactive. Various other
features were added in PowerPoint which massively increased the requirement and use of this
MS Office program.
From the examination point of view, MS PowerPoint happens to be a very important topic.
Candidates who are preparing for the various Government exams can visit the Computer
Knowledge page and get a list of topics included in the syllabus and prepare themselves
accordingly.

Basics of MS PowerPoint

Discussed below are a few questions that one must be aware of while discussing the basics of
MS PowerPoint. Once this is understood, using the program and analysing how to use it more
creatively shall become easier.
Question: What is MS PowerPoint?
Answer: PowerPoint (PPT) is a powerful, easy-to-use presentation graphics software program
that allows you to create professional-looking electronic slide shows.
The image given below shows the main page of MS PowerPoint, where a person lands when the
program is opened on a computer system:
How to open MS PowerPoint on a personal computer?

Answer: Follow the steps below to open MS PowerPoint on a personal computer:

1. Click on the start button

2. Then choose “All Programs”
3. Next step is to select “MS Office”
4. Under MS Office, click on the “MS PowerPoint”

A blank presentation is open on the screen. According to the requirement, a person can modify
the template for a presentation and start using the program.

What is a PowerPoint presentation or PPT?

Answer: A combination of various slides depicting a graphical and visual interpretation of data,
to present information in a more creative and interactive manner is called a PowerPoint
presentation or PPT.

What is a slide show in a PowerPoint presentation?

Answer: When all the slides of a PowerPoint presentation are set in series and then presented
to a group of people, where each slide appears one after the other, is a set pattern, this is known
as a PowerPoint slide show.
What all elements can be added to a slide?

Answer: The following elements can be added to a Powerpoint slide:

1. Clip Art
2. Graphs
3. Tables
4. Photographs
5. Charts
6. Media Clips
7. Videos

All these elements are mainly used to enhance presentation skills and make the slide more
interactive.

FEATURES OF MS POWERPOINT

Here are multiple features that are available in MS PowerPoint which can customise and
optimise a presentation. The same have been discussed below.

• Slide Layout
Multiple options and layouts are available based on which a presentation can be created. This
option is available under the “Home” section and one can select from the multiple layout options
provided.
The image below shows the different slide layout options which are available for use:
 • Insert – Clipart, Video, Audio, etc.
Under the “Insert” category, multiple options are available where one can choose what feature
they want to insert in their presentation. This may include images, audio, video, header, footer,
symbols, shapes, etc.
The image below shows the features which can be inserted:

• Slide Design
MS PowerPoint has various themes using which background colour and designs or textures can
be added to a slide. This makes the presentation more colourful and attracts the attention of the
people looking at it.
This feature can be added using the “Design” category mentioned on the homepage of MS
PowerPoint. Although there are existing design templates available, in case someone wants to
add some new texture or colour, the option to customise the design is also available. Apart from
this, slide designs can also be downloaded online.
Refer to the below for slide design:

• Animations
During the slide show, the slides appear on the screen one after the other. In case, one wants to
add some animations to the way in which a slide presents itself, they can refer to the
“Animations” category.
The different animation styles available on PowerPoint are:
Apart from all these options; font size, font style, font colour, word art, date and time, etc. can
also be added to a PPT.

Uses of PowerPoint Presentation

PowerPoint presentations are useful for both personal and professional usage. Given below are
a few of the major fields where PPT is extremely useful:

• Education – With e-learning and smart classes being chosen as a common mode of
education today, PowerPoint presentations can help in making education more
interactive and attract students towards the modified version of studying

• Marketing – In the field of marketing, PowerPoint presentations can be extremely

important. Using graphs and charts, numbers can be shown more evidently and clearly
which may be ignored by the viewer if being read

• Business – To invite investors or to show the increase or decrease in profits, MS

PowerPoint can be used

• Creating Resumes – Digital resumes can be formed using MS PowerPoint. Different

patterns, photograph, etc. can be added to the resume
• Depicting Growth – Since both graphics and text can be added in a presentation,
depicting the growth of a company, business, student’s marks, etc. is easier using PPT
EXAMPLE OF POWERPOINT PRESENTATION
 INDEX

Introduction of MS-Access 2010

File menu

Tables

Copying content within a table and between open tables

Moving content within a table and between open tables

Working with tables

Create tab

Query

Form

Report

External data tab

 MICROSOFT ACCESS 2010

1. Buttons to manipulate the window - minimize, maximize, close window

2. Title Bar - contains name of the document and the name of the program

3. Tab names – to access various functions in the program:

• File

• Home

• Create

• External Data
• Database Tools

• Fields

• Table

4. extra tabs appear when an object is open/selected; on the image above object table is open 
extra tab Table Tools with tabs Fields and Table becomes visible

5. Toolbar

• some tools have hidden tools. If they do have hidden tools, they have an arrow in their lower right
corner which, when clicked, displays additional options
• tools that cannot be applied on selected object are greyed out

• toolbars with Tab names are called Ribbon

6. Area for data processing. In picture, “Last Name” field within the “Customers” table is selected

7. Pane that lists objects of this database:

• Tables,

• Queries,

• Forms,

• Reports

8. Bars for horizontal and vertical navigation (sliders) – can be used through keyboard or mouse

9. Bar for navigation and records search

10. Status bar - displays information about some special functions of Microsoft Access

FILE MENU
Save (keyboard shortcut Ctrl + S). When the file is saved for a first time, Save As dialogue box
appears, with fields to enter file location, name and type:

• Save in - location where file will be saved

• Database name - type in name of the file

• Save as type – file type

To create a new database: choose New option, then Blank database, and finally choose Create
button.

Creating new file using template: after you have chosen New option, select Sample Templates
option Open existing file - to open several files at once use the Ctrl key or the Shift key in order to
select multiple files

TABLES
Each table should contain information relating to one type of the subject.

Record – database row; used for entering data about record (text, number, date, etc.)

Selecting record - press left mouse button on the record’s right border

Selecting column (field): press left mouse button on the name of the column (field)

Entering data - select a cell within the record and type in text, number, data, etc.

Editing existing content – select a cell within the record and change data

Navigation through record: using TAB key, arrow keys on the keyboard, or with left mouse button

Selecting several adjacent rows: press and hold the mouse button on the row’s right border, move
the mouse to the last row and release the left button (or using Shift key, press and hold Shift key,
select first row with lest mouse click, and then select last row.

Release Shift key) Selecting several non-adjacent records: press and hold the Ctrl key, select the
records, release the Ctrl key.
COPYING CONTENT WITHIN A TABLE AND BETWEEN OPEN TABLES

MOVING CONTENT WITHIN A TABLE AND BETWEEN OPEN TABLES

Cut/Paste method:
1. select the entire record or just data you want to copy,

2. press right mouse button over the selected content and choose option Cut on the quick menu (or
use keyboard shortcut: Ctrl +X)

3. position the cursor to the place where you want to move data

4. press right mouse button and on the quick menu choose one of the paste options (or use
keyboard shortcut: Ctrl + V)
 WORKING WITH TABLES

• Datasheet view – used for data entry

o Changing the width of a column in the table:

a) place mouse on the delimiter between 2 columns, press and hold left mouse button, "drag"
delimiter in order to adjust column width and release the mouse button (drag-and-drop method), or

b) select column (field), and on the Home tab choose More option, then choose Column Width and
enter desired width in units

o Find function – type in content (words, numbers, dates etc.) you wish to search for

o To apply the data filter to a table: select the column (field), and on Home tab choose Selection
type among listed: “Equals”, “Does not equal”, “Contain”, “Does not contain”

o To remove (toggle) filter press Remove (toggle) filter button.

o Add field to the existing table

a) in previous versions of Microsoft Access fields could be added only through Design View, but in
this recent version, empty field can be added through Datasheet view.

b) press left mouse button on the "Add new field" and enter name of the new field; use additional
tabs to determine the type of data this field will contain

o Change order of fields – select the field that you want to reorder, press and hold down left mouse
button over the desired field, drag the mouse to where you want to place field and release mouse
button (drag-and-drop method)
o Validation Rules – set rules for data entry, for example: field in which we wish to allow data entry
within next 10 days from "today" ( "today" is the "present" date in the computer system) - syntax:
(fieldname)<=Date()+10
o Field Validation Message – set the message that will appear if there is an attempt to enter data in
a manner that violates the validation rule

o Primary key – distinctive field, a unique identification of a record. There cannot be two or more
records with same primary key

o Changing data type note: - If data types are changed, there may be loss of data (e.g. if the record
length decreases by a digit).

CREATE TAB
 • tab for creating database objects. They can be created in 3 ways:
1. directly create a new object and enter data

2. create new object in the Design view and define its basic settings

3. run Wizard to define basic object settings in a few simple steps

Query
• used for data extraction and analysis

• query can be build:

o from a table using specific search terms

o from two or more tables with defined relationships, using specific search terms
• you can add terms to the query using one or more of the following operators: = (equals), <> (different than),
< (less than), <= (less than or equal), > (greater than), >= (greater than or equal).
• “joker „characters that are used in queries: *, %, ?

• you can edit query by adding, modifying or deleting terms

• you can edit query by adding, moving, deleting, hiding and un-hiding fields

Form
• used for reviewing and managing records

• forms are used to enter new records, as well as to modify or delete the existing

• setting order of records within a form –via drag-and-drop method

• setting forms header and footer – enter and format text

Report – used for building reports and printing data from table or query. The simplest way to create
report: run Report Wizard, and:

• select table or query you need the report on

 • determine the distribution of data fields and the title of the report

• display of certain fields in the report, grouped according to the criterion of sum, minimum, maximum,
average, count

• enter header and footer information.

• you can change:

o Orientation: Portrait / Landscape

o Paper size – adjust to a different paper size

o Page Setup – define data print range: selected or all records.

EXTERNAL DATA TAB

 Exporting table or query result to a different file format (spreadsheets, text (.txt, .csv), XML

• exported data can be formatted, edited, deleted, or we can add new data by using the appropriate
application (file type: text - we will use text editor, file type: xlsx - we will use spreadsheet application etc.)