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MS Office
MS Word Environment

Title Bar Ruler

Menu Bar
Vertical
Scroll Bar
Standard
tools Bar
Document display window

Formatting Bar

Horizontal
Scroll Bar
Drawing Bar

Status Bar

1. The Title bar gives the name of the document and the program being used
2. On the right side of the Title bar are three buttons.
a. The Minimize button makes the window disappear from the screen without
closing the program. You can bring the window back by clicking on its button on the Task bar
at the bottom of the screen.
b. The Reduce/Maximize button makes the window smaller or takes it back to full size.
c. The Close button closes the document or program.
3. The Menu bar offers dropdown menus for things you do in Microsoft Word.
4. The Toolbars display icons that perform specific tasks when clicked. Often the toolbar icon
performs the task without offering any options.
5. The Rulers display the tabs, indents, margins and give the user a visual guide for alignment.
a. Tabs are set on the ruler by clicking the spot on the ruler where you want to the tab to start.
Different Tab settings can be used to align text, decimals and indents.
b. Indents and margins can be set with the handles.
6. The Document display window is where the current document is visible.
7. The Scroll bars allow the user to move up and down the document in the window.
8. The Status bar shows the location of the cursor, number of pages and includes advanced toolbar
options.
9. The Task bar displays buttons for Open programs or documents. Clicking on a button on the
taskbar, brings that program into view. The current program button looks indented.
What is word processor?
Using a computer to create, edit, and print documents. Of all computer applications, word processing is
the most common. To perform word processing, you need a computer, a special program called a word
processor, and a printer. A word processor enables you to create a document, store it electronically on a
disk, display it on a screen, modify it by entering commands and characters from the keyboard, and print
it on a printer.
Word VS type writer
The great advantage of word processing over using a typewriter is that you can make changes without
retyping the entire document. If you make a typing mistake, you simply back up the cursor and correct
your mistake. If you want to delete a paragraph, you simply remove it, without leaving a trace. It is
equally easy to insert a word, sentence, or paragraph in the middle of a document. Word processors also
make it easy to move sections of text from one place to another within a document, or between
documents. When you have made all the changes you want, you can send the file to a printer to get a
hardcopy.
Features of MS Word.
1. Using word you can create the document and edit them later, as and when required, by adding
more text, modifying the existing text, deleting/moving some part of it.
2. Changing the size of the margins can reformat complete document or part of text.
3. Font size and type of fonts can also be changed. Page numbers and Header and Footer can be
included.
4. Spelling can be checked and correction can be made automatically in the entire document. Word
count and other statistics can be generated.
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5. Text can be formatted in columnar style as we see in the newspaper. Text boxes can be made.
6. Tables can be made and included in the text.
7. Word also allows the user to mix the graphical pictures with the text. Graphical pictures can either
be created in word itself or can be imported from outside like from Clip Art Gallery.
8. Word also provides the mail-merge facility.
9. Word also has the facility of macros. Macros can be either attached to some function/special keys
or to a tool bar or to a menu.
10. It also provides online help of any option.
Title Bar
The title bar displays the name of the currently active word document. Like other WINDOWS
applications, it can be used to alter the size and location of the word window.
Tool Bars
Word has a number of tool bars that help you perform task faster and with great ease. Two of the most
commonly tool bars are the formatting tool bar and the standard tool bar. These two toolbars are displayed
just below the title bar. At any point of time any tool bar can be made ON or OFF through the tool bar
option of View Menu.
Ruler Bar
The Ruler Bar allows you to format the vertical alignment of text in a document.
Status Bar
The Status Bar displays information about the currently active document. This includes the page number
that you are working, the column and line number of the cursor position and so on.
Scroll Bar
The Scroll Bar helps you scroll the content or body of document. You can do so by moving the elevator
button along the scroll bar, or by click in on the buttons with the arrow marked on them to move up and
down and left and right of a page.
Workspace
The Workspace is the area in the document window were you enter/type the text of your document.
Main Menu
The Word main menu is displayed at the top of the screen. The main menu further displays a sub menu.
Some of the options are highlighted options and some of them appear as faded options. At any time, only
highlighted options can be executed, faded options are not applicable. Infect if the option is faded you will
not be able to choose it. You may not that any option faded under present situation may become
highlighted under different situations.
Menus
When you begin to explore Word 2007 you will notice a new look to the menu bar. You should remember
three features as you work within Word 2007:
1. The Microsoft Office Button
2. The Quick Access Toolbar
3. The Ribbon
These three features contain many of the functions that were in the menu of previous versions of Word.

The Microsoft Office Button

The Microsoft Office button performs many of the functions that were located in the File menu of older
versions of Word. This button allows you to create a new document, open an existing document, save or
save as, print, send (through email or fax), publish or close.
The Ribbon
The Ribbon is the panel at the top portion of the document. It has seven tabs: Home, Insert, Page Layout,
References, Mailings, Review, and View that contain many new and existing features of Word. Each tab
is divided into groups. The groups are logical collections of features designed to perform functions that
you will utilize in developing or editing your Word document. Commonly used features are displayed on
the Ribbon, to view additional features within each group, click on the arrow at the bottom right of each
group.
Each of the tabs contains the following tools:
Home: Clipboard, Fonts, Paragraph, Styles, and Editing.
Insert: Pages, Tables, Illustrations, Links, Header & Footer, Text, and Symbols
Page Layout: Themes, Page Setup, Page Background, Paragraph, Arrange
References: Table of Contents, Footnote, Citation & Bibliography, Captions, Index, and Table of
Authorities Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish
Review: Proofing, Comments, Tracking, Changes, Compare, Protect
View: Document Views, Show/Hide, Zoom, Window, Macro
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Quick Access Toolbar

The quick access toolbar is a customizable toolbar that contains commands that you may want to use. You
can place the quick access toolbar above or below the ribbon. To change the location of the quick access
toolbar, click on the arrow at the end of the toolbar and click on Show Below the Ribbon.
You can also add items to the quick access toolbar. Right click on any item in the Office Button or the
Ribbon and click on Add to Quick Access Toolbar and a shortcut will be added to the Quick Access
Toolbar.
Cutomize a quick access tool bar
The Quick Access Toolbar is used to store shortcuts to frequently used features in Word/Excel . It is also
where you can add the shortcuts to Word/Excel features that are not available on the ribbon.
Add the Autoformat Button to the Quick Access Toolbar
1. Click on down arrow at the end of the Quick Access Toolbar to open the drop down menu.
2. Choose More Commands from the list to open the Customize the Quick Access Toolbar dialog box.
3. Click on down arrow at the end of the Choose commands from line to open the drop down menu.
4. Choose All Commands from the list to see all the commands available in Excel in the left hand pane.
5. Scroll through this alphabetical list to find the Autoformat command.
6. Click on Add button between the command panes to add the Autoformat button to the Quick
Access Toolbar. 7. Click OK.
8. The Autoformat button should now be added to the Quick Access Toolbar.
Create a New Document
There are several ways to create new documents, open existing documents, and save documents in Word:
Click the Microsoft Office Button and Click New or
Press CTRL+N (Depress the CTRL key while pressing the “N”) on the keyboard
You will notice that when you click on the Microsoft Office Button and Click New, you have many
choices about the types of documents you can create. If you wish to start from a blank document, click
Blank. If you wish to start from a template, you can browse through your choices on the left, see the
choices on center screen, and preview the selection on the right screen
Opening an Existing Document
Click the Microsoft Office Button and Click Open, or
Press CTRL+O (Depress the CTRL key while pressing the “O”) on the keyboard, or
If you have recently used the document you can click the Microsoft Office Button and click the name of
the document in the Recent Documents section of the window Insert picture of recent docs
Saving a Document
Click the Microsoft Office Button and Click Save or Save As (remember, if you’re sending the document
to someone who does not have Office 2007, you will need to click the Office Button, click Save As, and
Click Word 97-2003 Document), or
 Press CTRL+S (Depress the CTRL key while pressing the “S”) on the keyboard, or
 Click the File icon on the Quick Access Toolbar
Document Views
There are many ways to view a document in Word.
Print Layout: This is a view of the document, as it would appear when printed. It includes all
tables, text, graphics, and images.
Full Screen Reading: This is a full view length view of a document. Good for viewing two
pages at a time.
Web Layout: This is a view of the document, as it would appear in a web browser.
Outline: This is an outline form of the document in the form of bullets.
Draft: This view does not display pictures or layouts, just text.
To view a document in different forms, click the document views shortcuts at the bottom of the screen or:
 Click the View Tab on the Ribbon
 Click on the appropriate document view.
Close a Document
To close a document:
Click the Office Button
Click Close
Search and Replace Text
To find a particular word or phrase in a document:
Click Find on the Editing Group on the Ribbon
To find and replace a word or phrase in the document, click Replace on the Editing Group of the Ribbon
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Font Styles and Effects

Font styles are predefined formatting options that are used to emphasize text. They include: Bold, Italic,
and Underline. To add these to text:
 Select the text and click the Font Styles included on the Font Group of the Ribbon, or
 Select the text and right click to display the font tools
Change Text Color
To change the text color:
 Select the text and click the Colors button included on the Font Group of the Ribbon, or
 Highlight the text, right click, and choose the colors tool.
 Select the color by clicking the down arrow next to the font color button.
To change the font size:
 Click the arrow next to the font size and choose the appropriate size, or
 Click the increase or decrease font size buttons.
Highlight Text
Highlighting text allows you to use emphasize text as you would if you had a marker. To highlight text:
 Select the text
 Click the Highlight Button on the Font Group of the Ribbon, or
 Select the text and right click and select the highlight tool
 To change the color of the highlighter click on down arrow next to the highlight butt
Copy Formatting
If you have already formatted text the way you want it and would like another portion of the document to
have the same formatting, you can copy the formatting. To copy the formatting, do the following:
 Select the text with the formatting you want to copy.
 Copy the format of the text selected by clicking the Format Painter button on the Clipboard
Group of the Home Tab
 Apply the copied format by selecting the text and clicking on it.

Clear Formatting
To clear text formatting:
 Select the text you wish to clear the formatting
 Click the Styles dialogue box on the Styles Group on the Home Tab
 Click Clear All
Formatting Paragraphs
Formatting paragraphs allows you to change the look of the overall document. You can access many of
the tools of paragraph formatting by clicking the Page Layout Tab of the Ribbon or the Paragraph Group
on the Home Tab of the Ribbon.
Change Paragraph Alignment
The paragraph alignment allows you to set how you want text to appear. To change the alignment:
 Click the Home Tab
 Choose the appropriate button for alignment on the Paragraph Group.
o Align Left: the text is aligned with your left margin
o Center: The text is centered within your margins
o Align Right: Aligns text with the right margin
o Justify: Aligns text to both the left and right margins
Indent Paragraphs
Indenting paragraphs allows you set text within a paragraph at different margins. There are several
options for indenting:
 First Line: Controls the left boundary for the first line of a paragraph
 Hanging: Controls the left boundary of every line in a paragraph except the first one
 Left: Controls the left boundary for every line in a paragraph
 Right: Controls the right boundary for every line in a paragraph
To indent paragraphs, you can do the following:
 Click the Indent buttons to control the indent.
 Click the Indent button repeated times to increase the size of the indent
 Click the dialog box of the Paragraph Group
 Click the Indents and Spacing Tab
 Select your indents
Add Borders and Shading
You can add borders and shading to paragraphs and entire pages. To create a border around a paragraph
or paragraphs:
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 Select the area of text where you want the border or shading.
 Click the Borders Button on the Paragraph Group on the Home Tab
 Choose the Border and Shading
 Choose the appropriate options
Create Links
Creating links in a word document allows you to put in a URL that readers can click on to visit a web
page. To insert a link:
 Click the Hyperlink Button on the Links Group of the Insert Tab. OR Press Ctrl + K from the
keyboard
 Type in the text in the “Text to Display” box and the web address in the “Address” box.

Change Spacing Between Paragraphs and Lines

You can change the space between lines and paragraphs by doing the following:
 Select the paragraph or paragraphs you wish to change.
 On the Home Tab, Click the Paragraph Dialog Box
 Click the Indents and Spacing Tab
 In the Spacing section, adjust your spacing accordingly
Create a Table
To create a table:
 Place the cursor on the page where you want the new table
 Click the Insert Tab of the Ribbon
 Click the Tables Button on the Tables Group. You can create a table one of four ways:
o Highlight the number of row and columns
o Click Insert Table and enter the number of rows and columns
o Click the Draw Table, create your table by clicking and entering the rows and columns
o Click Quick Tables and choose a table
To insert a picture:
 Place your cursor in the document where you want the illustration/picture.
 Click the Insert Tab on the Ribbon
 Click the Picture Button
 Browse to the picture you wish to include
 Click the Picture
 Click Insert
Spelling and Grammar
To check the spelling and grammar of a document
 Place the cursor at the beginning of the document or the beginning of the section that you want
to check
 Click the Review Tab on the Ribbon
 Click Spelling & Grammar on the Proofing Group.
 Any errors will display a dialog box that allows you to choose a more appropriate spelling or
phrasing.
If you wish to check the spelling of an individual word, you can right click any word that has been
underlined by Word and choose a substitution
Thesaurus
The Thesaurus allows you to view synonyms. To use the thesaurus:
 Click the Review Tab of the Ribbon
 Click the Thesaurus Button on the Proofing Group.
 The thesaurus tool will appear on the right side of the screen and you can view word options.
You can also access the thesaurus by right-clicking any word and choosing Synonyms on the menu
Check Word Count
To check the word count in Word 2007 look at the bottom left corner of the screen. It will give you a total
word count or if you have text highlighted it will tell you how many words are highlighted out of the total.
Modify Page Margins and Orientations
The page margins can be modified through the following steps:
 Click the Page Layout Tab on the Ribbon
 On the Page Setup Group, Click Margins
 Click a Default Margin, or
 Click Custom Margins and complete the dialog box.

To change the Orientation, Size of the Page, or Columns:

 Click the Page Layout Tab on the Ribbon
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 On the Page Setup Group, Click the Orientation, Size, or Columns drop down menus
 Click the appropriate choice
Apply a Page Border and Color
To apply a page border or color:
 Click the Page Layout Tab on the Ribbon
 On the Page Background Group, click the Page Colors or Page Borders drop down menus
(Header and Footer ) Insert Common Header and Footer Information
To insert Header and Footer information such as page numbers, date, or title, first, decide if you want the
information in the header (at the top of the page) or in the Footer (at the bottom of the page), then:
 Click the Insert Tab on the Ribbon
 Click Header or Footer
 Choose a style
The Header/Footer Design Tab will display on the Ribbon
Choose the information that you would like to have in the header or footer (date, time, page numbers, etc.)
or type in the information you would like to have in the header or footer
Create a Page Break
To insert a page break:
 Click the Page Layout Tab on the Ribbon
 On the Page Setup Group, click the Breaks Drop Down Menu
 Click Page Break
Macros
Macros are advanced features that can speed up editing or formatting you may perform often in a Word
document. They record sequences of menu selections that you choose so that a series of actions can be
completed in one-step.
Recording a Macro
To record a Macro:
 Click the View Tab on the Ribbon
 Click Macros
 Click Record Macro
 Enter a name (without spaces)
 Click whether you want it assigned to a button (on the Quick Access Toolbar) or the keyboard
(a sequence of keys)
 To assign the macro a button on the Quick Access Toolbar:
o Click Button
o Under the Customize Quick Access Toolbar, select the document for which you want
the Macro available

 Under Choose Commands: Click the Macro that you are recording
 Click Add
 Click OK to begin Recording the Macro
 Perform the actions you want recorded in the Macro

To assign a macro button to a keyboard shortcut:

 Click Keyboard
 In the Press New Shortcut Key box, type the key sequence that you want and click
Assign
 Click Close to begin recording the Macro
 Perform the actions you want recorded in the Macro
 Click on Macros
 Click on Stop Recording Macros
Running a Macro
Running a macro depends on whether it has been added to the Quick Access Toolbar or if it has been
given a Keyboard Shortcut.
 To run a Macro from the Quick Access Toolbar, simply click the Macro Icon
 To run a Macro from the Keyboard shortcut, simply press the keys that you have programmed
to run the Macro.

Bulleted and Numbered Lists

Bulleted lists have bullet points, numbered lists have numbers, and outline lists combine numbers and
letters depending on the organization of the list.
To add a list to existing text:
 Select the text you wish to make a list
 From the Paragraph Group on the Home Tab, Click the Bulleted or Numbered Lists button
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To create a new list:

 Place your cursor where you want the list in the document
 Click the Bulleted or Numbered Lists button
 Begin typing
Nested Lists
A nested list is list with several levels of indented text. To create a nested list:
 Create your list following the directions above
 Click the Increase or Decrease Indent button
Formatting Lists
The bullet image and numbering format can be changed by using the Bullets or Numbering dialog box.
 Select the entire list to change all the bullets or numbers, or Place the cursor on one line within
the list to change a single bullet
 Right click
 Click the arrow next to the bulleted or numbered list and choose a bullet or numbering style
Insert Footnote
Definition: Footnotes and endnotes are used in printed documents to explain, comment on, or provide
references for text in a document. You might use footnotes for detailed comments and endnotes for
citation of sources.
Some types of academic writing utilize footnotes. To insert a footnote:
 Click the References Tab on the Ribbon
 Click Insert Footnote (or Insert Endnote depending on your needs)
 Begin typing the footnote
Track Changes
Track Changes is a great feature of Word that allows you to see what changes have been made to a
document. The tools for track changes are found on the Reviewing tab of the Ribbon.
Begin Track Changes
To keep track of the changes you will be making to a document, you must click on Track Changes icon.
To start Tracking Changes:
 Click Review Tab on the Ribbon
 Click Track Changes
 Make the changes to your document and you will see any changes you have made.
Comments
The New Comments icon also lets you add comments to the document. To add a new comment, put your
cursor where you would like to add the comment and click on New Comment.
Bold - Italics - Underline
To change existing text to bold, italics or underline, highlight the text and click the B, I or U buttons on
the Word toolbar. To type in new text with a different format, switch to the new style by clicking B, I or
U. To switch back to normal, click B, I or U when you are finished typing.
Tab Stops
A tab stop is used in a document to line up columns. When you press the Tab key on the keyboard, the
screen cursor moves to the next tab stop on the line. Tab stops are pre-set in Word for every half inch.
Save, Close and Exit
Saving your document transfers everything on screen to the hard disk so you can retrieve it later. To save
a document, select File/Save. Closing your document does the same thing but also removes the document
from the screen. When you are finished with the document, select File/Close.
Save As
The Save As function is very useful for making copies of the same document with different names or
saving your document with the same name in different folders. The difference between Save As and Save
is that Save As prompts you for a file name, whereas Save just writes the contents of your screen to the
same file.
Quitting Word
To quit Word, select File/Exit. If you made changes without saving, Word will prompt you to save the
changes.
Undo
Word lets you reverse the actions you take. To undo the last thing you did, choose Edit/Undo. To Undo
several actions, click on the Undo list button on the Word toolbar and click as far down the list as you
want to go. All the actions will be undone to that point.
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Page Numbers
To add page numbers to your document, select Insert/Page Numbers to open the Page Numbers dialog
box. Be sure Position and Alignment are set the way you want. As soon as you make a change, the effect
can be seen in the Preview area.

Spell Checking
When Word encounters a misspelled word, it puts a red wiggly line underneath it. To see Word's
suggestions for the correct spelling, right click on the word. Select the correct word or select Ignore All to
bypass it. If you use this word a lot and want to add it to the dictionary, click Add. All future occurrences
of the word will be considered correctly spelled.

What is page setup?

Page setup controls the white space on your document. You can adjust your margins, your page size, your
document orientation, and more. You can adjust things like your margins and orientation on the Page
Setup section of the Page Layout tab. You can also adjust those items, as well as many others, through the
Page Setup Dialog box.

Importance of page setup

If you want to create professional quality documents with Microsoft Word, then learning to use the Page
Setup tools is a must.

Set page setup

1. Select Page Layout - Size to customize the document for various purposes such as the paper
dimensions you will be printing to.
2. Select Page Layout - Orientation to switch the page from Portrait (short-side of page on top
and bottom) or Landscape (short side of page on left and right).
3. Select Page Layout - Margins to adjust the right, left, top, and bottom white space on every
page in a document or section.

Thumbnails
A miniature (small) display of a page to be printed. Thumbnails enable you to see the layout of many
pages on the screen at once. Generally, thumbnails are too small to show the actual text, so greeking is
used to indicate how the text will look.

Short Cuts
CTRL + SHIFT + F Change the font
CTRL + SHIFT + P Change the font size
CTRL + ] Increase the font size by 1 point
CTRL + [ Decrease the font size by 1 point
CTRL + D Open the DB of font
SHIFT + F3 Change the case of letters
CTRL + SHIFT + Apple Format letter as all capital
CTRL + B Apply bold formatting
CTRL + U Apply an underline
CTRL + SHIFT + W Underline word but not space
CTRL + SHIFT + D Double-underline text
CTRL + I Apply italic formatting
CTRL + SHIFT + K Format letters as small capital
CTRL + EQUAL SIGN Apply subscript formatting
CTRL + SHIFT + PLUS SIGN Apply superscript formatting
CTRL + SPACEBAR Remove manual character formatting
CTRL + SHIFT + * Display nonprinting characters
CTRL + SHIFT + C Copy format (Format painter)
CTRL + SHIFT + V Paste format
CTRL + 1 Single line space
CTRL + 2 Double line space
CTRL + 5 1.5 line space
CTRL + E Center align
CTRL + J Justify a paragraph
CTRL + L Left align
CTRL + R Right align
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CTRL + M Indent a paragraph from the left

CTRL + SHIFT + M Remove a paragraph indent from the left
CTRL + SHIFT + S Apply a style
CTRL + SHIFT + N Apply a normal style
CTRL + ALT + 1 Apply the heading 1
CTRL + ALT + 2 Apply the heading 2
CTRL + ALT + 3 Apply the heading 3
CTRL + SHIFT + L Apply the list style
CTRL + X Cut the selected text
CTRL + Z Undo the last action
CTRL + Y redo the last action
CTRL + C Copy the selected text
CTRL + C + C Display the clipboard
ALT + F3 Create Auto text
CTRL + V Paste the Clipboard contents
CTRL + ENTER A page break
CTRL + SHIFT + ENTER A column break
CTRL + N Create a new document
CTRL + O Open a document
CTRL + W Close a document
CTRL +ALT + S Split a document window
ALT + SHIFT + C Remove the document window split
CTLR + S Save a document
CTRL + F Find text, formatting and special items
CTRL + H Replace text, specific formatting and special items
CTRL + G Go to a page, Book mark, Footnote, Table,
Comment, Graphic or other
CTRL + Z Undo an action
CTRL + Y Redo or repeat an action
CTRL + ALT + F Insert a footnote
CTRL + ALT + D Insert an endnote
ALT + SHIFT + K Preview a mail merge
ALT + SHIFT + N Merge a document
ALT + SHIFT + M Print the merged document
ALT + SHIFT + E Edit a mail merge data document
ALT + SHIFT + F Insert a merge field

What is a toolbar?
A toolbar is a string of icons in a window that contain icons or text that allow an action to occur when
clicked. Toolbars are most often found on the top of a window but can be on the side or bottom of the
window. Most software contains pre-installed toolbars that appear when the application is opened. They
contain the application's most frequently used commands. Toolbars in Word are customizable and can be
hidden as desired.

Standard toolbar contents

Microsoft Word's standard tool bar contains 25 commands. These include common functions, such as file
new, file open, file save, print, print preview, spelling and grammar check, cut, copy, paste, undo, redo,
insert hyperlink, zoom and Word help. Each of these commands can be executed by accessing the
standard toolbar in Word. Each of these functions can be completed in various ways, but using the toolbar
allows for the quickest action.

Excel
Microsoft Excel is a spreadsheet program for Windows and Macintosh computers. It is part of the
Microsoft Office suite, which includes other productivity programs, such as Word and PowerPoint.
Though Excel is developed by Microsoft, the first version of the program was released for the Macintosh
in 1985. It wasn't until 1987, when Microsoft introduced Windows 3.0, that Excel was made available for
Windows. Since then, Microsoft has supported the program on both platforms, releasing updates about
every two years.
Some other popular spreadsheet programs include IBM Lotus 1-2-3 (for Windows) and the AppleWorks
spreadsheet program (for the Mac). However, Microsoft Excel has led the spreadsheet market for many
years and continues to be the most popular spreadsheet program for both businesses and consumers.

Spreadsheet
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A spreadsheet is a document that stores data in a grid of horizontal rows and vertical columns. Rows are
typically labeled using numbers (1, 2, 3, etc.), while columns are labeled with letters (A, B, C, etc).
Individual row/column locations, such as C3 or B12, are referred to as cells. Each cell can store a unique
instance of data. By entering data into a spreadsheet, information can be stored in a more structured way
than using plain text The row/column structure also allows the data to be analyzed using formulas and
calculations.

The most commonly used spreadsheet application is Microsoft Excel, but several other spreadsheet
programs are available including IBM Lotus 1-2-3 for Windows and AppleWorks and Numbers for Mac
OS X.

Workbooks   In Microsoft Excel, a workbook is the file in which you work and store your data. Because
each workbook can contain many sheets, you can organize various kinds of related information in a single
file.

Function
Definition: A function is a preset formula in Excel.
Like formulas, functions begin with the equal sign ( = ) followed by the function's name and its
arguments. The function name tells Excel what calculation to perform. The arguments are contained
inside round brackets.

For example, the most used function in Excel is the SUM function, which is used to add together the data
in selected cells. The SUM function is written as = SUM ( D1 : D6 )

Here the function adds the contents of cell range D1 to D6 and displays the answer in cell D7.

Definition of Cell:
In any spreadsheet program such as Excel, each rectangular box in a worksheet is referred to as a cell.

A cell is the intersection point of a vertical column and a horizontal row.

Data entered into Excel is always stored in a cell. Each cell can hold only one piece of data at a time.
In the newest versions of Excel there are over 17 billion cells in each worksheet.
To keep track of where data is stored, each cell has a cell reference consisting of the column letter and
row number of where the cell is located.

Clipboard
The clipboard is a temporary storage area in a computer's memory for data that the user wants to move or
copy from one location to another.
Column
Definition: Columns are a fundamental part of any spreadsheet program such as Excel and Google
Spreadsheets. Columns run vertically in a worksheet.
Each column is identified by a letter in the column header starting with Column A and running through to
Column XFD.
The intersection point between a column and a row is a cell.
Cells are the basic storage unit for data in a spreadsheet program.
Columns are used as part of a cell reference which identifies the location of data such as A1, B23, or
AA456.
In a cell reference the column letter always comes first.

Cell Reference
Definition:
In Excel, a cell reference identifies the location a cell or group of cells in the worksheet.
Sometimes referred to as a cell address, a cell reference consists of the column letter and row number that
intersect at the cell's location.
Note: When listing a cell reference, the column letter is always listed first - such as A1 or W345.
Cell references are used in formulas, functions, charts, and other Excel commands.
While references usually refer to individual cells - such as A1, they can also refer to a group or range of
cells
Absolute cell reference
Definition: In Excel (spreadsheets), an absolute cell reference, like other cell references, identifies the
location a cell or group of cells and are used in such things as formulas, functions, and charts. An absolute
cell reference consists of the column letter and row number used in a regular cell reference but both letter
and number are preceded by dollar signs ( $ ).
Examples of absolute cell references would be $C$4, $G$15, or $A$345.
 11

Using Absolute Cell References in Formulas

One of the main uses for absolute cell references is in a formula when you want a cell reference stay fixed
on a specific cell.

Relative cell reference

Definition: In Excel a relative cell reference identifies the location of a cell or group of cells.
Cell references are used in a variety of features such as formulas, functions, and charts .
Copying Formulas and Relative Cell References
By default, a spreadsheet cell reference is relative. What this means is that as a formula or function is
copied and pasted to other cells, the cell references in the formula or function change to reflect the
function's new location. In contrast, an absolute cell reference does not change when it a formula is copied
and pasted to other cells.

Formula
Definition: Formulas in spreadsheet programs such as Excel are used to perform calculations on values
entered and stored in the program.
Formulas can range from basic mathematical operations - such as addition and subtraction - to complex
engineering and statistical calculations.
Formulas are great for working out “What if” scenarios that compare calculations based on changing data.
Once the formula is entered, you need only change the amounts to be calculated. You don’t have to keep
entering “plus this" or “minus that” like you do with a regular calculator.

Macro
Definition: An Excel macro is a set of instructions that can be triggered by a keyboard shortcut, toolbar
button or an icon in a spreadsheet. Macros are used to eliminate the need to repeat the steps of common
tasks over and over.

Workbook
Definition: A workbook is a spreadsheet file. By default, each workbook in Excel contains three pages or
worksheets.
The term spreadsheet is often used to refer to a workbook, when in actual fact, spreadsheet refers to the
computer program, such as Excel.
So, strictly speaking, when you open the Excel spreadsheet program it loads an empty workbook file
consisting of three blank worksheets for you to use.

Worksheet
Definition: A worksheet or sheet is a single page in a file created with an electronic spreadsheet program
such as Excel. A worksheet is used to store, manipulate, and display data.
Each worksheet is composed of a very large number cells - which are the basic storage unit for data in a
spreadsheet file.
The cells are arranged in a grid pattern using rows and columns. In Excel 2007 and above there are 16384
Row and 1048576 columns.

SUM
Adds all the numbers in a range of cells.
Syntax
SUM(number1,number2, ...)
Number1, number2, ...   are 1 to 30 arguments for which you want the total value or sum.
 Numbers, logical values, and text representations of numbers that you type directly into the list of
arguments are counted.
 If an argument is an array or reference, only numbers in that array or reference are counted. Empty
cells, logical values, text, or error values in the array or reference are ignored.
 Arguments that are error values or text that cannot be translated into numbers cause errors.
Examples
=SUM(3, 2) equals 5 or =sum(a1: a20)

SUMIF( )
Adds the cells specified by a given criteria.
Syntax
SUMIF(range,criteria,sum_range)
Range is the range of cells that you want evaluated by criteria. Cells in each range must be numbers or
names, arrays, or references that contain numbers. Blank and text values are ignored.
 12

Criteria is the criteria in the form of a number, expression, or text that defines which cells will be added.
For example, criteria can be expressed as 32, "32", ">32", or "apples".
Sum_range  are the actual cells to add if their corresponding cells in range match criteria. If sum_range is
omitted, the cells in range are both evaluated by criteria and added if they match criteria.
Example

A B
1 Property Commision
Valve
2 100000 7000
3 200000 14000
4 300000 21000
5 400000 28000

Formula Description Result

=sumif(A2:A5,”>160000”,B2:B5) Sum of the commissions for property values over 160000
(63000)
=sumif(A2:A5,”=300000”,B@:B5) Sum of the commissions for property values equal to 300000(21000)

PRODUCT( )
Multiplies all the numbers given as arguments and returns the product.
Syntax
PRODUCT(number1,number2,...)
Number1, number2, ...   are 1 to 255 numbers that you want to multiply.
Example
A
1 Data
2 5
3 15
4 30
Formula Description Result
=PRODUCT(A2:A4) Multiplies the above numbers and returns (2250)
=sumif(A2:A4,2) Multiplies the above numbers and 2 and returns (4500)

AVERAGE
Returns the average (arithmetic mean) of the arguments.
Syntax
AVERAGE(number1,number2, ...)
Number1, number2, ...   are 1 to 30 numeric arguments for which you want the average.
Remarks
 The arguments must be either numbers or names, arrays, or references that contain numbers.
 If an array or reference argument contains text, logical values, or empty cells, those values are
ignored; however, cells with the value zero are included.

Examples
If A1:A5 is named Scores and contains the numbers 10, 7, 9, 27, and 2, then:
=AVERAGE(A1:A5) equals 11
=AVERAGE(Scores) equals 11

COUNT
Counts the number of cells that contain numbers and numbers within the list of arguments. Use COUNT
to get the number of entries in a number field in a range or array of numbers.
Syntax
COUNT(value1,value2, ...)
Value1, value2, ...   are 1 to 30 arguments that can contain or refer to a variety of different types of data,
but only numbers are counted.
 Arguments that are numbers, dates, or text representations of numbers are counted; arguments that
are error values or text that cannot be translated into numbers are ignored.
 If an argument is an array or reference, only numbers in that array or reference are counted. Empty
cells, logical values, text, or error values in the array or reference are ignored. If you need to count
logical values, text, or error values, use the COUNTA function.
Example
 13

If A1:A5 is named Scores and contains the numbers 10, 7, 9, 27, and 2, then:
COUNT(A1:A5) equals 5
COUNT(A4:A5) equals 2

COUNTA
Counts the number of cells that are not empty and the values within the list of arguments. Use COUNTA
to count the number of cells that contain data in a range or array.
Syntax
COUNTA(value1,value2, ...)
Value1, value2, ...   are 1 to 30 arguments representing the values you want to count. In this case, a value
is any type of information, including empty text ("") but not including empty cells. If an argument is an
array or reference, empty cells within the array or reference are ignored. If you do not need to count
logical values, text, or error values, use the COUNT function.
Examples
In the following example,
If A1:A7 is named Sale and contains the numbers 10, 7, 9, 27, and 2, then:
COUNTA(A1:A7) equals 7

MAX
Returns the largest value in a set of values.
Syntax
MAX(number1,number2,...)
Number1,number2,...   are 1 to 30 numbers for which you want to find the maximum value.
 You can specify arguments that are numbers, empty cells, logical values, or text representations of
numbers. Arguments that are error values or text that cannot be translated into numbers cause
errors.
 If an argument is an array or reference, only numbers in that array or reference are used. Empty
cells, logical values, or text in the array or reference are ignored. If logical values and text must
not be ignored, use MAXA instead.
 If the arguments contain no numbers, MAX returns 0 (zero).
Examples
If A1:A5 contains the numbers 10, 7, 9, 27, and 2, then:
MAX(A1:A5) equals 27
MAX(A1:A5,30) equals 30

MIN
Returns the smallest number in a set of values.
Syntax
MIN(number1,number2, ...)
Number1, number2,...   are 1 to 30 numbers for which you want to find the minimum value.
 You can specify arguments that are numbers, empty cells, logical values, or text representations of
numbers. Arguments that are error values or text that cannot be translated into numbers cause
errors.
 If an argument is an array or reference, only numbers in that array or reference are used. Empty
cells, logical values, or text in the array or reference are ignored. If logical values and text should
not be ignored, use MINA instead.
 If the arguments contain no numbers, MIN returns 0.
Examples
If A1:A5 contains the numbers 10, 7, 9, 27, and 2, then:
MIN(A1:A5) equals 2
MIN(A1:A5, 0) equals 0

UPPER
Converts text to uppercase.
Syntax
UPPER(text)
Text   is the text you want converted to uppercase. Text can be a reference or text string.
Examples
UPPER("total") equals "TOTAL"
If E5 contains "yield", then:
UPPER(E5) equals "YIELD

LOWER
Converts all uppercase letters in a text string to lowercase.
 14

Syntax
LOWER(text)
Text   is the text you want to convert to lowercase. LOWER does not change characters in text that are not
letters.
Examples
LOWER("E. E. Cummings") equals "e. e. cummings"
LOWER("Apt. 2B") equals "apt. 2b"

PROPER
Capitalizes the first letter in a text string and any other letters in text that follow any character other than a
letter. Converts all other letters to lowercase letters.
Syntax
PROPER(text)
Text   is text enclosed in quotation marks, a formula that returns text, or a reference to a cell containing
the text you want to partially capitalize.
Examples
PROPER("this is a TITLE") equals "This Is A Title"
PROPER("2-cent's worth") equals "2-Cent'S Worth"
PROPER("76BudGet") equals "76Budget

IF( ) function
Returns one value if a condition you specify evaluates to TRUE and another value if it evaluates to
FALSE.
Use IF to conduct conditional tests on values and formulas.
Syntax
IF(logical_test,value_if_true,value_if_false)
Example: Suppose percentage marks in cell K2 is 44% and we want to assign division to the student
based on percentage marks.
=if(k2>=60,”First”,if(k2>=45,”Second”,if(k2>=33,”Third”,”Fail”)))
It will return “Third” as percentage marks is less than 45 and greater than 33.

CONCATENATE
Joins two or more text strings into one text string.
Syntax
CONCATENATE (text1,text2,...)
Text1, text2, ...   are 2 to 255 text items to be joined into a single text item. The text items can be text
strings, numbers, or single-cell references.
Remarks
You can also use the ampersand (&) calculation operator instead of the CONCATENATE function to join
text items. For example, =A1&B1 returns the same value as =CONCATENATE(A1,B1).
Example
Suppose we the following values in different cells.
A B C
1 First Last Full Name
Name Name
2 Ali Khan Ali Khan
In cell b2 write the following function.
=concatenate(a2,” “,b2)

Power Point
Microsoft PowerPoint definition
Microsoft PowerPoint is a powerful presentation software developed by Microsoft. It is a standard
component of the company's Microsoft Office suite software, and is bundled together with Word, Excel
and other office productivity tools. The program uses slides to convey information rich in multimedia.
The term slide refers to the old slide projector, which this software effectively replaces.

What is a slide
A slide is a single page of a presentation created with software such as PowerPoint or OpenOffice
Impress. A presentation is composed of several slides. The best presentations use approximately ten to
twelve slides to get the message across.

What is a Slide Transition?
Slide transitions are the visual movements as one slide changes to another. Many different slide
transitions are available in programs such as PowerPoint.
 15

What is an Animation?
In PowerPoint animations are visual effects applied to individual items on the slide such as graphics, titles
or bullet points. Animations are different than transitions, which are the movements of the whole slide.

What are PowerPoint Animations?

Animations in Microsoft PowerPoint refer to the way that items, such as text boxes, bullet points or
images move onto a slide during a slide show. There are two types of animations available in PowerPoint
- Preset Animation Schemes, that affect all of the content on a slide, and Custom Animations, that allow
you to apply a variety of animation effects to individual items on a slide.

What is a Slide Show (or Slideshow)?

Slide shows have come a long way since those shown on the slide projectors of old. Many digital
presentations, such as those created in PowerPoint.
The slide show can be enhanced using transitions and animations. Music, sounds or narration can be
added to these slide shows and they can run unattended by using custom timings. The slide show is most
often projected on a screen using a digital projector.

What is a Task Pane?
Located to the left or right of the PowerPoint slide as you work on it in normal view, the Task pane
changes to show options that are available for the current task that you are working on. For example,
when choosing a new slide, the Slide Layout task pane appears; when choosing a design template, the
Slide Design task pane appears, and so on.

A task pane will also often appear in a dialog box, dividing the dialog box window into two or more
panes.

Normal View
Normal View in Microsoft PowerPoint is the main working window in the presentation. The slide is
shown full size on the screen. This view is more commonly known as Slide View.
Slide Layout
The slide layout in PowerPoint is the arrangement of all the items that make up your slide, such as title,
graphics or text boxes.
What is a Design Template?
Think of design templates as a coordinated packaged deal. When you decorate a room, you use colors and
patterns that all work together. A design template acts in much the same way. It is created so that even
though different slide types can have different layouts and graphics, the whole presentation goes together
as an attractive package.
Master Slide
The Master Slide is the design template or design theme used for the slides within your presentation.
There are four different master slides -- title master, notes master, handout master and the most common,
the slide master.

The default design template when you first start a PowerPoint presentation, is a plain, white slide. This
plain, white slide and the font choices used on it were created in the slide master. All slides in a
presentation are created using the fonts, colors and graphics in the slide master, with the exception of the
Title slide (which uses the title master). Each new slide that you create takes on these aspects.

What is Slide Sorter View?

Slide sorter view in PowerPoint is a window that displays thumbnail versions of all your slides, arranged
in horizontal rows. This view is useful to make global changes to several slides at one time. Rearranging
or deleting slides is easy to do in Slide Sorter view.
What is Outline View
Outline View shows all the text of all slides in the presentation, in PowerPoint. No graphics are shown in
Outline View. This view is useful for editing purposes and can be exported out as a Word document to
use as a summary handout.
Default Design Template
The default design template is the plain, white slide template in a new PowerPoint presentation.
Slide Views
 Normal View - is also commonly known as Slide View. It is the main working window in the
presentation. The slide is shown full size on the screen.
 16

 Outline View - shows all the text of all slides, in a list on the left of the PowerPoint screen. No
graphics are shown in this view. Outline View is useful for editing purposes and can be exported
out as a Word document to use as a summary handout.
 Slide Sorter View - is a window in PowerPoint that displays thumbnail versions of all your slides,
arranged in horizontal rows. This view is useful to make global changes to several slides at one
time. Rearranging or deleting slides is easy to do in Slide Sorter view.
 Notes View - shows a smaller version of a slide with an area underneath for notes. Each slide is
created on its own notes page. The speaker can print these pages out to use as a reference while
making his presentation. The notes do not show on the screen during the presentation.

PowerPoint Viewer
The PowerPoint Viewer is a small add-in program from Microsoft. It allows for a PowerPoint
presentation to be played on any computer, even those that do not have PowerPoint installed. It can run as
a separate program on your computer and can be added to the list of files when you choose to package
your presentation to a CD.

Master Slide
A slide master is the top slide in a hierarchy of slides that stores information about the theme and slide
layouts of a presentation, including the background, color, fonts, effects, placeholder sizes, and
positioning.
Every presentation contains at least one slide master. The key benefit to modifying and using slide
masters is that you can make universal style changes to every slide in your presentation, including ones
added later to the presentation. When you use a slide master, you save time because you don't have to type
the same information on more than one slide. The slide master especially comes in handy when you have
extremely long presentations with lots of slides.
Create or customize a slide master
1. Open a blank presentation, and then, on the View tab, in the Master Views group, click Slide Master.
2. When you open Slide Master view, a blank slide master with the default, associated layouts
appears.
3. To create a layout, or to customize an existing layout, see Create a slide layout that meets
your needs.
4. To add or modify placeholders in your layouts, see Add one or more content placeholders to a
layout or Change or delete a placeholder.
5. To remove any of the built-in slide layouts that accompany the default slide master, in the
slide thumbnail pane, right-click each slide layout that you want to delete, and then click
Delete Layout on the shortcut menu.
6. To apply a design or theme-based colors, fonts, effects and backgrounds, see Apply a theme
to add color and style to your presentation or Apply multiple themes to a presentation.
7. To set the page orientation for all of the slides in your presentation, on the Slide Master tab, in
the Page Setup group, click Slide Orientation, and then click either Portrait or Landscape.
8. On the File tab, click Save As.
9. In the File name box, type a file name.
10. In the Save as type list, click PowerPoint Template, and then click Save.
11. On the Slide Master tab, in the Close group, click Close Master View.
Rename a slide master
1. On the View tab, in the Master Views group, click Slide Master.
2. In the slide thumbnails on the left, click the slide master that you want to rename.
3. On the Slide Master tab, in the Edit Master group, click Rename.
4. In the Rename Master dialog box, in the Master name box, type a new name, and then click Rename,
Add Slide Numbers to PowerPoint Slides
Slide numbers can be useful in your PowerPoint presentation as a reference guide for you as the presenter,
and also for printout purposes. When you choose to insert slide numbers, PowerPoint will automatically
add numbers to each slide in your presentation. Added bonus -- if you rearrange the order of the slides,
the slide numbers will update accordingly.
Steps
1. Select View > Header and Footer...
The option to number your slides is found in the Header and Footer dialog box.
2. Select options in the Header and Footer dialog box, such as adding a date and time to the presentation
and whether you want slide numbers to show on each slide. Most presentations do not show a slide
number on the title slide, so you may want to check the option "Don't show on title slide".
3. Choose "Apply" or "Apply to All"
4. Slide numbers will now appear in the bottom right corner of the slide(s).
17