Module 11 Essential Digital Skills

Role of digital technology in today’s life
Technology affects almost every aspect of life in 2024, from transport efficiency and
safety to access to food and healthcare, socialization, and productivity. It's made
learning more convenient, information easier to access, and has enabled global
communities to form organically on the internet.
Even though technology has impacted our lives positively and allowed ideas and
resources to be shared more easily, the overuse of some technology has been linked to
a decline in mental health, increased social division, and privacy concerns. The rapid
rise of AI tools like ChatGPT has raised even more questions about the role
technology plays in our lives.
We take technology for granted every day – even when it’s delivering us the latest
news in an instant, making our cappuccino, or connecting us with loved ones halfway
across the country (or even the world).
So, to remind ourselves of just how much technology has changed society, we've
taken a look at the eight most important ways that tech has impacted our lives in
recent years.
Ways Technology Impacts Our Lives:

1. Improved Communication
2. AI Changing The Way We Work
3. Decreased Privacy
4. Accessible Shopping
5. Better Information Access
6. Virtual Social Lives
7. Remote Working
8. 4-Day Workweek
1. Improved Communication
“Come here Watson, I need to see you.” These were the first words that Alexander
Graham Bell uttered over his revolutionary invention back in 1876, and it's fair to say
that the trusty telephone has had a good run. Bell originally dreamed that there would
be ‘one in every town’. He was right of course — in fact, these days, there’s one in
every person’s pocket. However, technology has seen the traditional audio call being
edged out in favor of messaging and social media as a way of touching base.
Another medium that has seen a boom in the last few years is video calling. It’s
nothing particularly new – the concept has been around for about as long as Bell’s
telephone – but the revolution of high-speed broadband at affordable prices means that
it’s now easy to send and receive the amounts of data needed for a video call.
While video calling has spent the last decade slowly creeping into daily life, it’s the
ongoing pandemic that has pushed it over the edge and secured its future as an
everyday way to stay in touch.
Thanks to lockdowns and social distancing, families and friends are meeting up and
socializing via video call more than ever before.
If you hadn’t heard of Zoom before 2020, you will have certainly become aware of it
by now, and while there are plenty of other video conferencing apps out there, it’s
Zoom that has emerged as the poster child for video chat in the public consciousness.
In 2023, it was estimated that Zoom had well over 800 million unique global visitors a
month.
In the post-pandemic world, more of us are working from home than ever. Many in-
person meetings have been replaced with video conferencing as office staff swapping
the boardroom for the bedroom (or wherever else they can find space to work at home)
in droves. Now, based on data from mid-2022, Mckinsey estimates 35% of
Americans can work from home full time.
While Zoom is a great tool for catching up with buddies, can it do the job of
supporting your business through the pandemic? We’ve evaluated several high-
profile video conferencing systems and can help you find the right one for your
company in minutes.
2. AI Changing The Way We Work
If someone had told you just a few years ago that very soon, you'd have access to a
free AI tool that could help you with all of your tasks, you might not have believed
them. Millions of people now use ChatGPT, Bard, and other generative AI tools for all
sorts of tasks in their personal and work lives.
Although it was only launched back in November 2022, ChatGPT has already had a
transformative impact on the lives of students and businesspeople alike, making their
lives easier by quickly and accurately answering questions relating to their work.
According to our own research, 65% of companies are using ChatGPT already.
The AI revolution really is here. ChatGPT has been helping people with jobs like
writing recipes, creating job resumes, crafting essays and poems, summarizing
historical events, composing emails, creating spreadsheets, and even filing their tax
returns. Others have used it to get free legal advice or plan their holiday.
The ChatGPT website is currently generating around 1.8 billion visits a month, and a
Tech.co survey found that almost half (47%) of business leaders are considering using
AI instead of hiring new members of staff. Some experts even say that soon, large
companies will have “50 different AI tools” in operation.
Be mindful that although ChatGPT is useful and has already had a significant impact
on the lives of millions of people, you can't – and shouldn't – use it for every single
essay, report, or task in your day-to-day life.
Although using ChatGPT isn't technically plagiarism – after all, you're not copying
someone else's work – many universities and schools now consider it to be cheating.
Some teachers have said their students can use it, while others have banned it
completely. It's also not perfect, and it's certainly not a geniue – AI tools often get
things wrong, and you should always double-check the responses you receive from
them.
3. Decreased Privacy
We’re spending more of our lives online than ever before. According to one report, the
“typical” global internet user spent seven hours a day online in 2022.
Shopping? It’s done on Amazon. Catching up with friends? It’s FaceTime, Snapchat,
or email. Want to be entertained? Netflix, or online gaming. Research? Hit up Google.
Almost every facet of our daily routines can be catered for online today, so it seems
inevitable that our time spent online will only increase. In fact, 37% of consumers said
in a 2022 survey that they'd switched companies in an attempt to protect their own
privacy.
While access to everything online gives us an unparalleled level of convenience, it has
also made us vulnerable. Every move we make online is recorded, and we leave digital
footprints wherever we visit. Hackers and scammers know this, and work hard to
exploit it for financial gain.
Of course, as with everything else, technology has also given us the tools to protect
ourselves and ensure that we are safe as our lives migrate online. In the last few years,
this has become even more key – many of us are not only browsing for personal
reasons, but accessing shared work networks from our own homes, and we can’t rely
on the closed off security of the physical office.
One piece of technology that will help keep your data safe is the password manager. A
password manager will protect your existing passwords, suggest new and secure ones,
and in some cases, even monitor the web to ensure that your details aren’t
compromised. Not only that, but it will do away with that ever-present fear we all have
of forgetting one of our many, many passwords. If you don’t have one, there’s never
been a better time to invest –plus, with some of the best apps only costing a few
dollars a month, it’s a great low-cost solution for added security.
Another great security advancement is the Virtual Private Network (VPN). A VPN
will bypass your internet service provider and mask your digital footprints. Nobody
will be able to see the content you are accessing, and it makes you a lot less
susceptible to hackers. You can also use public Wi-Fi accounts with more confidence.
Many businesses have adopted them recently, as well as home users. Our
recommendation? Surfshark. It's packed with features, but is also simple to use, which
is why it rated so highly in our VPN head-to-head review.
There's also anti-virus software, providing a great shield from all the nasties out there
on the internet looking to catch us out. This includes ransomware and malware, which
is usually designed with the intent of extracting money from victims. From individuals
to government, nobody is immune, and good antivirus software is a great way to
capture and quarantine such efforts before they can wreak havoc.
Lastly, there are different ways to remove your personal information from
Google that, in a world of decreased privacy, are definitely worth knowing about.
Knowing how to kick off Google's official removal request process will come in
handy, for example, if you find content on a website that includes sensitive data about
you.
Take Your Privacy Seriously

A VPN can protect your identity from unwanted tracking. Have you used a VPN before?
4. Accessible Shopping
As we’ve mentioned, shopping has found a convenient and popular home online, but
that’s not to say the high street is to be ignored – after all, you can’t really beat seeing
a product in the flesh before you buy it, and you can’t eat out online just yet (you can
order a delivery, but that’s not quite the same).
Technology hasn’t bypassed physical shopping either. Thanks to contactless cards and
phone payments, we don’t need to worry about handing over cash or keying in a pin
number – just tap to pay, and you’re done.
If you’re a business, then a Point of Sale (POS) system is a huge boon, regardless of
your size. With a POS, not only can you take payments electronically, but you can
also automatically manage stock levels, create electronic receipts, manage loyalty
schemes, manage sales and so on. It doesn’t need to be costly, either – POS systems
start at around $30 a month, and some even offer free hardware. To find out more,
take a look at our POS system reviews, and compare POS systems today.
Of course, you don’t need to leave the house to shop. With the vast majority of us
owning a tablet, laptop or smartphone, we’ve all got easy access to a virtual shop front
right in front of us, where we can buy pretty much anything we want.
Technology has also democratized retail. It used to be the case that you needed a
physical presence to start your own shop – now all you need is a computer and an
idea.
Sharing your wares with the world is easier than ever. This is thanks to the simplicity
of website builders – tools that can help you create professional-looking websites in
minutes, then sell your products or services.
5. Better Information Access
Today, if you want to find something out, it’s no more strenuous than a couple of
clicks. For many of us, we don’t even need to move from the spot – simply pull out
your phone and get Googling, or even ask your smart home assistant.
It may seem like a distant memory, but it wasn’t so long ago that you’d have to take a
trip to the library to find out more in-depth information about a subject if it was
available at all. Now, due to these advances in technology, you can find hundreds of
thousands of web pages dedicated to pretty much anything you can dream of, from
“crochet patterns” (Google gives 129,000,000 results) to “Roman history”
(1,360,000,000 results).
It’s something of a cliche, but there is literally an app for anything, and they’ve
rendered a lot of other mediums all but obsolete for many of us. Take GPS, for
example – if you want to know how to get somewhere, it’s simply a case of pulling up
an app like Google Maps and choosing the best route, which will come complete with
directions, as well as satellite imaging. There are even apps for businesses
that automatically route vehicles alongside traffic, weather, safety and legal
information. App technology has also made learning, dating, dining, and almost
anything else you can think of a lot easier for us.
Not to be overlooked either are the actual devices that all these apps run on. The rise
of the smartphone has been exponential over the last decade, and daily web searches
on mobile devicesnow outnumber those on laptop or desktop computers.
Improvements continue to be made to handheld devices, each and every year, without
fail.
The mobile phone is now considered an essential device for almost everyone, vastly
superseding its original use as a telephone (to actually talk to people) and becoming
our pocket-sized portal to an online world.
6. Virtual Social Lives
Another seismic change in our lives over the past decade has been the widespread
usage of social media. This industry has progressed fast, and the early days of the likes
of MySpace and the original version of Facebook – which first went live in 2006 –
seem like a bygone age already.
Now, services such as Twitter, Snapchat, TikTok, Instagram, and others give us an
insight into the waking lives of others in real-time, whether they’re friends with a few
followers or celebrities with millions. New platforms are still coming out this year.
Just recently, Meta – the company that owns WhatsApp, Facebook, and Instagram –
brought out a new social media platform called Threads, which is a little bit like
Twitter.
Now, these very same companies want us to spend even more time online, in a digital
space they call “the Metaverse”, a virtual reality where users can interact in a
computer-generated environment. Facebook's chief Mark Zuckerberg says he wants
one billion people to exist within it one day, and a variety of metaverse
companies now exist. In the past year, some businesses even managed to sell virtual
land in the metaverse.
Businesses have got in on the act too, and a savvy social media manager is considered
essential in most companies, with their ability to make or break a brand's reputation.
Social media's course over the last few years has been somewhat bumpy, but as a
society, or many societies, we’ve never seen global communication on such a scale. It
has enabled the rise of social commentary and movements, such as #MeToo and Black
Lives Matter, as well as leaving us vulnerable, with the likes of
Facebook’s Cambridge Analytica scandal serving to manipulate voters and skew
democracy.
Social media can be fun, but studies have also shown that it can have a detrimental
effect on our mental health. It’s so bad, in fact, that some governments are calling for
social media companies to be more responsible – especially when it comes to younger
users.
A recent study in the UK found that 46% of young girls reported that social media had
a negative impact on their self-esteem, so there’s clearly a lot to fix. Lots of other
recent studies have found links between social media use and mental health issues like
depression, anxiety, and even Smartphone addiction.
Ultimately, social media is only as positive as the hands of the people it’s in – but it
looks like it’s here to stay, whether you like it or not.
As a consumer, you can choose to opt out, but businesses yet to get in on the action
will soon fall behind the competition. Digital marketing is a hugely important aspect
of any company with an online presence, and an essential one to get right.
7. Remote Working
2020 will be remembered for a lot of negative reasons, but one of its most defining
positives has been the widespread acceptance of working from home. With the
pandemic in full swing, many had to abandon their offices and log on from their own
residences.
At its peak, 42% of Americans were working from home, according to one study. The
trend has continued longer after the pandemic too, with large companies such
as Twitter and Microsoft already stating that their staff can work from home
indefinitely.
The CIPD's 2023 report on flexible working found that 40% of organizations reported
an increase in requests for flexible working arrangements in 2023. Two-thirds (66%)
of organizations said it was important to them to offer this perk when advertising for
new roles, up from 56% in 2021.
For many, working from home has been something of a revelation – no commuting,
more flexible hours, a lessened environmental impact, and being able to choose where
they work. All this is made possible thanks to technological advancements, yet again –
as well as a whole host of companies offering remote work.
That’s not to say working outside the office doesn’t have its challenges – organizing
employees who are spread across various locations successfully can certainly present
problems. But yet again, our friend technological progress comes to the rescue, this
time with remote working software, which can aid in organization, time management,
goal focus and structure.
Protect Yourself Online

Anti-Virus Software Prevents Security Risks
8. 4-Day Workweek
Classic cartoon The Jetsons gave us a glimpse into the future of work, with the main
character lamenting the fact he had to work ‘three hours a day, three days a week'.
The Jetsons was set in 2062, so there's still a chance we could end up with a nine hour
week, but until then, the focus is on the 4-day workweek.
It's a movement that has seen a huge push in the last couple of years, with many
companies starting to offer employees longer weekends. Some US States are
also pushing a 4-day workweek, too.
The reason for the 4-day workweek becoming viable is, you guessed it, technology,
specifically, AI. With the ability for tech to do a lot of the heavy lifting, many are
arguing, including the likes of Bernie Sanders, that workers should reap the benefits
and be rewarded with more leisure time.
We have seen some landmark studies carried out on the reduced workweek over the
last year, and they proved overwhelmingly positive for the most part.
And why not? As we mention above, remote working, once seen as a luxury, is now
more common than ever. The 4-day workweek could well be next.
Conclusion: The Impact of Technology
So, there we have it — eight dramatic ways that technology has impacted our daily
lives for good. Of course, technology never takes a rest, and you can bet that it won’t
be long before some of the devices and services we’ve covered here are superseded —
in many cases, their next iteration is already being worked on in a lab somewhere.
Regardless, there’s no denying that technology has, and will continue to, have a huge
impact on our lives, in one way or another.
How to operate digital devices and use the associated applications and
features, safely and securely
Most small businesses hold personal information and conduct business on
electronic devices. It’s vital to the reputation and day-to-day running of your
business that you keep the information safe and away from prying eyes. Don’t
be complacent – poor security can leave you and others vulnerable, and cyber-
attacks affect businesses of all sizes.
Here are some practical steps you and your staff can take to improve your data
security.
1. Back up your data

You should back up your data regularly. If you’re using an external storage
device, keep it somewhere other than your main workplace – encrypt it, and
lock it away if possible. That way, if there’s a break-in, fire or flood, you’ll
minimise the risk of losing all your data.
Check your back-up. You don’t want to find out it’s not worked when you need
it most. Make sure your back-up isn’t connected to your live data source, so that
any malicious activity doesn’t reach it.
2. Use strong passwords and multi-factor authentication

Make sure you use strong passwords on smartphones, laptops, tablets, email
accounts and any other devices or accounts where personal information is
stored. They must be difficult to guess. The National Cyber Security Centre
(NCSC) recommends using three random words.
Where possible, you should consider using multi-factor authentication. Multi-

factor authentication is a security measure to make sure the right person is
accessing the data. It requires at least two separate forms of identification before
access is granted. For example, you use a password and a one-time code which
is sent by text message.
3. Be aware of your surroundings
For example, if you’re on a train or in a shared workspace, other people may be
able to see your screen. A privacy screen might help you.
4. Be wary of suspicious emails

You and your staff need to know how to spot suspicious emails. Look out for
signs such as bad grammar, demands for you to act urgently and requests for
payment. New technologies mean that email attacks are becoming more
sophisticated. A phishing email could appear to come from a source you
recognise. If you’re not sure, speak to the sender. NCSC provide useful training
materials to help you and your staff recognise suspicious emails.
5. Install anti-virus and malware protection

And keep it up-to-date.
You must make sure the devices you and your employees use at home, or when
you’re working away, are secure. Anti-virus software can help protect your
device against malware sent through a phishing attack.
6. Protect your device when it’s unattended

Lock your screen when you’re temporarily away from your desk to prevent
someone else accessing your computer. If you do need to leave your device for
longer, put it in a secure place, out of sight.
7. Make sure your Wi-Fi connection is secure

Using public Wi-Fi, or an insecure connection, could put personal data at risk.
You should make sure you always use a secure connection when connecting to
the internet. If you’re using a public network, consider using a secure Virtual
Private Network (VPN).
8. Limit access to those who need it
Different workers may need to use different types of information. Put access
controls in place to make sure people can only see the information they need.
For example, payroll or HR may need to see workers’ personal information, but
your sales staff won’t.
If someone leaves your company, or if they’re absent for a long period of time,
suspend their access to your systems.
9. Take care when sharing your screen

Sharing your screen in a virtual meeting may show your device to others exactly
as you see it, including any open tabs or documents. Before sharing your screen,
you should close anything you don’t need and make sure your notifications and
pop-up alerts are switched off.
10. Don’t keep data for longer than you need it

Getting rid of data you no longer need will free up storage space. This also
means you have less personal information at risk if you suffer a cyber-attack or
personal data breach.
11. Dispose of old IT equipment and records securely

You must make sure no personal data is left on computers, laptops, smartphones
or any other devices, before you dispose of them. You could consider using
deletion software, or hire a specialist to wipe the data.
Significance of displaying responsible online behaviour while browsing, using various
social media platforms, e-mails, etc., safely and securely
Digital citizenship is when a person uses the internet in a legal, safe, ethical and
responsible way.
Digital citizenship means:
behaving lawfully – for example, it’s a crime to hack, steal, illegally download
or cause damage to other people’s work, identity or property online
protecting your privacy and managing your reputation
thinking about how your online activities affect yourself, other people you
know, and the wider online community.
Responsible digital citizenship is different from the skills you need to make
informed decisions about the content you use and trust. These skills are part of
media or digital literacy.
What children and teenagers get out of being digital citizens

When they’re online, children and teenagers are mostly social, engaging with
content and people.
For example, games like Minecraft allow children to work with others to build
new worlds. And platforms like TikTok, Instagram, Messenger, Twitch and
Snapchat help teenagers maintain friendships, share experiences and support
peers. This culture of communicating and sharing helps children and teenagers
feel connected to a larger global community.
As digital citizens, teenagers express themselves by sharing and posting

comments, images and videos. They can explore who they are and take action
on issues they care about. They might do this by engaging in social causes like
climate change, joining or creating online communities, or creating content like
videos or memes.
Sometimes the anonymity of the internet can be a bonus – for example, if
teenagers want to explore aspects of their identity or get help with issues they’re
worried or embarrassed about.
Finally, the internet gives teenagers access to news and information, and many
turn to the internet first to understand themselves and the world.
Children and teenagers connect socially both online and offline, but they might
do things online that challenge your ideas about what’s normal or OK. This is
often about discovery and self-expression, which are important for your child’s
development.
Key messages for safe and responsible digital citizenship

These key messages can encourage your child to be safe and responsible online,
while still having fun:
Be respectful – and expect respect.

Protect your reputation.
Protect your privacy.
Think critically.
Be respectful – and expect respect
Respect for yourself and other people is important in all relationships, and it’s
no different when you’re online.
You can encourage your child to treat online friends with as much respect as
face-to-face friends. Part of this is not creating or forwarding nasty or
humiliating emails, images or text messages about someone else. It’s also
refusing to take part in mean or negative online discussions about other people.
You can encourage your child to tell you or another trusted adult if they see
someone being bullied or attacked online. Young people often try to sort things
out for themselves, but it’s good to encourage your child to talk with you if
they’re worried about something online. It might help your child to know that
things are easier to sort out when other people help.
If your child gets any nasty or bullying comments, they should block or unfriend
people who don’t treat them with respect.
It’s often hard to ‘read’ emotion in posts and emails, and jokes can easily be
misinterpreted. You can encourage your child to ‘stop, think, review’ before they
send a message or post an online comment. Using emojis or hashtags can help,
but these might have more than one meaning.
Protect your reputation

Make sure your child understands the consequences of posting photos and
videos and uploading personal content,. Once this content is online, it’s very
hard to get rid of and can become part of your child’s permanent online
reputation. Also, photos and other content can be altered or shared without your
child’s permission.
You can encourage your child to think about the online content or behaviour
their future self might be comfortable with. For example, you could say, ‘Some
videos or posts might seem OK to you now, but you might feel differently about
them in the future and not want people to see them’.
Depending on your child’s age, you could agree that they show you posts,
images and other content before they upload them.
Protect your privacy

There are several ways your child can protect their privacy:
Share only as much personal information as necessary. For example, it’s not
compulsory to enter your year of birth, mobile number, email address or city on
all online forms.
Keep privacy settings up to date on social media sites, so your child’s profile
isn’t publicly available.
Keep passwords private.
Check the location settings and services on smartphones, tablets and apps. Turn
off the location services your child doesn’t need.
Read the terms and conditions of apps to understand what data the apps collect
about your child and how the apps distribute that data.
Don’t use public wi-fi for posting on social media or messaging, because the
connection is public and can be hacked.
Think critically
There are many dodgy people, places and offers online.
Not everyone online is who they say they are. It’s important for your child to be
careful about what they share with people they don’t know.
If something seems too good to be true, it probably isn’t true. You and your
child can find out how to recognise, avoid and report scams on Scamwatch, a
website run by the Australian Competition and Consumer Commission (ACCC).
You can also use the ABC’s Fact Check to check the accuracy of claims by
politicians, public figures, advocacy groups and institutions.
If your child isn’t sure about a site’s credibility, they can ask themselves some
critical questions. For example, ‘Whose interest does this site serve?’ or ‘How
accurate and reliable is what I’m reading?’ The answers can help your child
work out which sites and offers are dodgy and which have accurate news and
content.
Your child should also be careful about clicking pop-ups on websites. Some
pop-ups that seem safe can lead to porn sites or are scams that collect personal
or financial information.
Creation of sample word documents, excel sheets and presentations using
basic features
Creation of Word Document
How to Create a Word Document

How to Create New Documents in Word
Creating a new document is one of the most basic commands you need in
Word. You can create a new blank document, or you can create a new
document based on a template.
Create a Blank Document

1. Click the File tab.
2. Click New.
3. Select Blank document.
A new, blank document is created in a new window.
Press Ctrl + N to open a new blank document.

Create a Document from a Template
1. Click the File tab.
2. Click New.
The New screen has a few ways for you to select a template.
First, several featured templates will appear, after the Blank
document template.
You can also search for a template using the search field or
select a template category from the suggested searches.
3. (Optional) Select or search for a template category.
Preview images of the templates will appear for the selected

category, along with a Category list.
4. (Optional) Select or search for a template category.
Selecting additional categories allows you to narrow your

template search even more. Only templates that fit into all the
selected categories will appear.
5. Select a template.
A larger preview of the template appears, along with a

description.
6. Click Create.
A new document from the template is created. Now, just fill in the
placeholders.
Creation of Excel Spreadsheet
PREAMBLE
Microsoft Excel is an electronic spreadsheet. You can use it to organize your data into rows and
columns. You can also use it to perform mathematical calculations quickly. This course teaches
Microsoft Excel basics as a prelude to the use of Statistical Analysis System (SAS) software in
carrying out more complex statistical analysis. Although knowledge of how to navigate in a Windows
environment is helpful, this manual is created for the computer novice.
At the end of the course, participants are expected to know how to use Microsoft Excel to:
• Enter text and numbers in a spreadsheet

• Enter Excel formulas
• Format data
• Create Excel functions
• Fill cells automatically  Print results
• Create Charts, and
• Enter advanced Excel formulas
Accordingly, the course is divided into the following five (5) sections.
Section 1: Entering Text and Numbers

Section 2: Entering Excel Formulas and Formatting Data
Section 3: Creating Excel Functions, Filling Cells, and Printing
Section 4: Creating Charts
Section 5: More on Entering Excel Formulas
Section 1: Entering Text and Numbers
1.1The Microsoft Excel Window

This Section will introduce you to the Excel window. To begin this Section, start Microsoft Excel
2007 as follows:
1. Click on Microsoft Start Button
2. Point the mouse on All Programs
3. Click on Microsoft Office
4. Click on Microsoft Excel 2007
The Microsoft Excel window appears and your screen looks similar to the one shown here.
1.2The Microsoft Office Button
In the upper-left corner of the Excel 2007 window is the Microsoft Office button. When you click the
button, a menu appears. You can use the menu to create a new file, open an existing file, save a file,
print and perform many other tasks.
1.3The Quick Access Toolbar
Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar gives you
quick access to commands you frequently use.
1.4The Title Bar

Next to the Quick Access toolbar is the Title bar. On the Title bar, Microsoft Excel displays the name
of the workbook you are currently using. At the top of the Excel window, you should see "Book 1 -
Microsoft Excel" or a similar name.
1.5The Ribbon
In Microsoft Excel 2007, you use the Ribbon to issue commands. The Ribbon is located near the top
of the Excel window, below the Quick Access toolbar.
1.6Worksheets
Microsoft Excel consists of worksheets. Each worksheet contains columns and rows. The columns are
lettered A to Z and then continuing with AA, AB, AC and so on; the rows are numbered 1 to
1,048,576.
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. Cell
E10 is located under column E on row 10. You enter your data into the cells on the worksheet.
1.7The Formula Bar
If the Formula bar is turned on, the cell address of the cell you are in displays in the Name box which
is located on the left side of the Formula bar. Cell entries display on the right side of the Formula bar.
1.8The Status Bar
The Status bar appears at the very bottom of the Excel window and provides such information as the
sum, average, minimum, and maximum value of selected numbers.
1.9Move Around a Worksheet

By using the arrow keys, you can move around your worksheet. You can use the down arrow key to
move downward one cell at a time. You can use the up arrow key to move upward one cell at a time.
You can use the Tab key to move across the page to the right, one cell at a time. You can hold down
the Shift key and then press the Tab key to move to the left, one cell at a time. You can use the right
and left arrow keys to move right or left one cell at a time. The Page Up and Page Down keys move
up and down one page at a time. If you hold down the Ctrl key and then press the Home key, you
move to the beginning of the worksheet.
1.10EXERCISE 1
Move around the Worksheet using the Down and Up Arrow Keys, the Right and Left Arrow Keys, the
Tab Key, the Page Up and Page Down Keys and the (Ctrl) Home Key.
1.11Go To Cells Quickly
The following are shortcuts for moving quickly from one cell in a worksheet to a cell in a different
part of the worksheet.
1.12EXERCISE 2 Go to -- F5
1. Press F5. The Go To dialog box opens.
2. Type J3 in the Reference field.
3. Press Enter. Excel moves to cell J3.
Go to -- Ctrl+G
1. Hold down the Ctrl key while you press "g" (Ctrl+g). The Go To dialog box opens.
2. Type C4 in the Reference field.
3. Press Enter. Excel moves to cell C4.
Go To -- The Name Box

You can also use the Name box to go to a specific cell. Just type the cell you want to go to in the
Name box and then press Enter.
1. Type B10 in the Name box.

2. Press Enter. Excel moves to cell B10.
1.13Select Cells
If you wish to perform a function on a group of cells, you must first select those cells by highlighting
them. The exercises that follow teach you how to select.
1.14EXERCISE 3
Select Cells – F8 To select
cells A1 to E7:
1. Go to cell A1.
2. Press the F8 key. This anchors the cursor.
3. Note that "Extend Selection" appears on the Status bar in the lower-left corner of the window.
You are in the Extend mode.
4. Click in cell E7. Excel highlights cells A1 to E7.
5. Press Esc and click anywhere on the worksheet to clear the highlighting.
Alternative Method: Select Cells by Dragging
1. Go to cell A1.
2. Press the left mouse button.
3. While holding down the left mouse button, use the mouse to move from cell A1 to C5.
4. Release the left mouse button.
5. Hold down the Ctrl key until step 9.
6. Using the mouse, place the cursor in cell D7.
7. Press the left mouse button.
8. While holding down the left mouse button, move to cell F10. Release the left mouse button.
9. Release the Ctrl key. Cells A1 to C5 and cells D7 to F10 are selected.
10.Press Esc and click anywhere on the worksheet to remove the highlighting.
1.15Enter Data
In this section, you will learn how to enter data into your worksheet. First, place the cursor in the cell
in which you want to start entering data. Type some data, and then press Enter. If you need to delete,
press the Backspace key to delete one character at a time.
1.16
EXERCISE 4
Enter Data
1. Place the cursor in cell A1.

2. Type John Jordan. Do not press Enter at this time.
1.17Edit a Cell – F2
After you enter data into a cell, you can edit the data by pressing F2 while you are in the cell you wish
to edit.
1.18EXERCISE 5
Change "John" to "Jones."
1. Move to cell A1.

2. Press F2.
3. Use the Arrow and Backspace keys to change John to Jones
4. Press Enter.
Alternate Method: Editing a Cell by Using the Formula

Bar
You can also edit the cell by using the Formula bar. You change "Jones" to "Joker" in the following
exercise.
1. Move the cursor to cell A1.
2. Click in the formula or entries area of the Formula bar, and change Jones to Joker.
3. Press Enter.
Alternate Method: Edit a Cell by Double-Clicking in the Cell You can change
"Joker" to "Johnson" as follows:
1. Move to cell A1.

2. Double-click in cell A1.
3. Use the Arrow and Backspace keys to change Joker to Johnson.
4. Press Enter.
Change a Cell Entry

Typing in a cell replaces the old cell entry with the new information you type.
1. Move the cursor to cell A1.
2. Type Cathy.
3. Press Enter. The name "Cathy" replaces "Johnson Jordan"
1.19Wrap Text
When you type text that is too long to fit in the cell, the text overlaps the next cell. If you do not want
it to overlap the next cell, you can wrap the text.
1.20EXERCISE 6
1. Move to cell A2.
2. Type Text too long to fit.
3. Press Enter.
4. Return to cell A2.

5. Choose the Home tab.
6. Click the Wrap Text button . Excel wraps the text in the cell.
1.21Delete a Cell Entry

To delete an entry in a cell or a group of cells, you place the cursor in the cell or select the group of
cells and press Delete.
1.22EXERCISE 7 Delete a Cell Entry

1. Select cells A1 to A2.
2. Press the Delete key.
1.23Save a File
This is the end of Section 1. To save your file:
1. Click the Office button. A menu appears.
2. Click Save. The Save As dialog box appears.
3. Go to the directory in which you want to save your file.
4. Type Section1 in the File Name field.
5. Click Save. Excel saves your file.
1.24Close Excel
Close Microsoft Excel.
2. Click Close. Excel closes.
Section 2: Entering Excel Formulas and Formatting

Data
Section 1 familiarized you with the Excel 2007 window, taught you how to move around the window,
and how to enter data. A major strength of Excel is that you can perform mathematical calculations
and format your data. In this Section, you will learn how to perform basic mathematical calculations
and how to format text and numerical data. To start this Section, open Excel.
2.1Perform Mathematical Calculations

In Microsoft Excel, you can enter numbers and mathematical formulas into cells. Whether you enter a
number or a formula, you can reference the cell when you perform mathematical calculations such as
addition, subtraction, multiplication, or division. When entering a mathematical formula, precede the
formula with an equal (=) sign. Use the following to indicate the type of calculation you wish to
perform:
+ Addition
– Subtraction
* Multiplication
/ Division
^ Exponential
In the following exercises, you practice some of the methods you can use to perform mathematical
calculations.
2.2EXERCISE 1
2.2.1 Addition, Subtraction, Multiplication and Division of Numbers
1. Type: Add, Subtract, Multiply, and Divide in cells A1, B1, C1, and D1 respectively
2. Type: 12, 25, 11 and 75 in cells A2, B2, C2 and D2 respectively
3. Type: 8, 13, 6 and 5 in cells A3, B3, C3 and D3 respectively
4. Type: = A2 + A3 in cell A5 and press Enter
5. Type: = B2 + B3 in cell A5 and press Enter
6. Type: = C2 + C3 in cell A5 and press Enter
7. Type: = D2 + D3 in cell A5 and press Enter
When creating formulas, you can reference cells and include numbers. All of the following formulas
are valid:
(a) =A2/B2; (b) =A2+12-B3; (c) =A2*B2+12; (d) =24+53/B2
2.2.2 Perform Advanced Mathematical Calculations

When you perform mathematical calculations in Excel, be careful of precedence. Calculations are
performed from left to right, with multiplication and division performed before addition and
subtraction.
2.3 EXERCISE 2 Advanced Calculations

1. Move to cell A7.
2. Type =3+3+12/2*4.
3. Press Enter.
Note: Microsoft Excel divides 12 by 2, multiplies the answer by 4, adds 3, and then adds another 3.
The answer, 30, displays in cell A7.
To change the order of calculation, use parentheses. Microsoft Excel calculates the information in
parentheses first.
1. Double-click in cell A7.

2. Edit the cell to read =(3+3+12)/2*4.
3. Press Enter.
Note: Microsoft Excel adds 3 plus 3 plus 12, divides the answer by 2, and then multiplies the result by
4. The answer, 36, displays in cell A7.
2.4AutoSum
You can use the AutoSum button on the Home tab to automatically add a column or row of
numbers. When you press the AutoSum button , Excel selects the numbers it thinks you want to
add. If you then click the check mark on the Formula bar or press the Enter key, Excel adds the
numbers. If Excel's guess as to which numbers you want to add is wrong, you can select the cells you
want.
2.5 EXERCISE 3 AutoSum

The following illustrates AutoSum:
1. Go to cell F1.
2. Type 3.
3. Press Enter. Excel moves down one cell.
4. Type 3.
5. Press Enter. Excel moves down one cell.
6. Type 3.
7. Press Enter. Excel moves down one cell to cell F4.
9. Click the AutoSum button in the Editing group. Excel selects cells F1 through F3 and
enters a formula in cell F4.
10.Press Enter. Excel adds cells F1 through F3 and displays the result in cell F4.
Note that you can click on the arrow next to AutoSum to access other automatic calculations like
average, minimum and maximum values, count numbers, etc.
2.6Align Cell Entries

When you type text into a cell, by default your entry aligns with the left side of the cell. When you
type numbers into a cell, by default your entry aligns with the right side of the cell. You can change
the cell alignment. You can center, left-align, or right-align any cell entry. Look at cells A1 to D1.
Note that they are aligned with the left side of the cell.
2.7EXERCISE 4
To center cells A1 to D1:
1. Select cells A1 to D1.

3. Click the Center button in the Alignment group. Excel centers each cell's content.
Note that left and right alignment can be carried out in a similar manner.
2.8Copy, Cut and Paste

You can copy or cut data from one area of a worksheet to another.
1. Select cells D9 to D12
3. Click the Cut button.
4. Move to cell G1.
5. Click the Paste button . Excel

moves the contents of cells D9 to D12 to cells G1 to G4.
2.9Insert and Delete Columns and Rows

You can insert and delete columns and rows. When you delete a column, you delete everything in the
column from the top of the worksheet to the bottom of the worksheet. When you delete a row, you
delete the entire row from left to right. Inserting a column or row inserts a completely new column or
row.
2.10EXERCISE 5
Insert and Delete Columns and Rows To delete
columns F and G:
1. Click the column F indicator and drag to column G.

2. Click the down arrow next to Delete in the Cells group. A menu appears.
3. Click Delete Sheet Columns. Excel deletes the columns you selected.
4. Click anywhere on the worksheet to remove your selection.
To delete rows 7 through 12:
1. Click the row 7 indicator and drag to row 12.

2. Click the down arrow next to Delete in the Cells group. A menu appears.
3. Click Delete Sheet Rows. Excel deletes the rows you selected.
To insert a column:
1. Click on A to select column A.
2. Click the down arrow next to Insert in the Cells group. A menu appears.
3. Click Insert Sheet Columns. Excel inserts a new column.
To insert rows:
1. Click on 1 and then drag down to 2 to select rows 1 and 2.
2. Click the down arrow next to Insert in the Cells group. A menu appears.
3. Click Insert Sheet Rows. Excel inserts two new rows.
2.11Work with Long Text

Whenever you type text that is too long to fit into a cell, Microsoft Excel attempts to display all the
text. It left-aligns the text regardless of the alignment you have assigned to it, and it borrows space
from the blank cells to the right. However, a long text entry will never write over cells that already
contain entries—instead, the cells that contain entries cut off the long text. The following exercise
illustrates this.
2.12EXERCISE 6 Work with Long Text
1. Move to cell A6.

2. Type Now is the time for all good men to go to the aid of their army.
3. Press Enter. Everything that does not fit into cell A6 spills over into the adjacent cell.
4. Move to cell B6.

5. Type Test.
6. Press Enter. Excel cuts off the entry in cell A6.
7. Move to cell A6.

8. Look at the Formula bar. The text is still in the cell.
2.13Change A Column's Width

You can increase column widths. Increasing the column width enables you to see the long text.
2.14EXERCISE 7 Change Column Width
1. Make sure you are in any cell under column A.

3. Click the down arrow next to Format in the Cells group.
4. Click Column Width. The Column Width dialog box appears.
5. Type 55 in the Column Width field.
6. Click OK. Column A is set to a width of 55. You should now be able to see all of the text.
Change a Column Width by Dragging

You can also change the column width with the cursor.
1. Place the mouse pointer on the line between the B and C column headings. The mouse pointer
should look like the one displayed here , with two arrows.
2. Move your mouse to the right while holding down the left mouse button. The width indicator
appears on the screen.
3. Release the left mouse button when the width indicator shows approximately
20. Excel increases the column width to 20.
Change a Column Width by AutoFit Column Width

1. Select the column or column you want to change the column width.
3. Click the down arrow next to Format in the Cells group.
4. Click on AutoFit Column Width. You should now be able to see all of the text.
2.15Format Numbers
You can format the numbers you enter into Microsoft Excel. For example, you can add commas to
separate thousands, specify the number of decimal places, place a dollar sign in front of a number, or
display a number as a percent.
2.16EXERCISE 8
1. Move to cell B8.

2. Type 1234567.
3. Click the check mark [ √ ] on the Formula bar.
5. Click the down arrow next to the Number Format box. A menu appears.
6. Click Number. Excel adds two decimal places to the number you typed.
7. Click the Comma Style button . Excel separates thousands with a comma.
8. Click the Accounting Number Format button . Excel adds a dollar sign to
your number.
9. Click twice on the Increase Decimal button to change the number format to four decimal
places.
10.Click the Decrease Decimal button , if you wish to decrease the number of decimal places.
Change a decimal to a percent.
1. Move to cell B9.

2. Type 0.35 (note the decimal point).
3. Click the check mark [ √ ] on the formula bar.
5. Click the Percent Style button . Excel turns the decimal to a percent.
This is the end of Section 2. You can save and close your file. See Section 1 (Subsections 1.23 and
1.24) to learn how to save and close a file.
Section 3: Creating Excel Functions, Filling Cells, and

Printing
By using functions, you can quickly and easily make many useful calculations, such as finding an
average, the highest number, the lowest number, and a count of the number of items in a list.
Microsoft Excel has many functions that you can use.
3.1Using Reference Operators

To use functions, you need to understand reference operators. Reference operators refer to a cell or a
group of cells. There are two types of reference operators: range and union.
A range reference refers to all the cells between and including the reference. A range reference
consists of two cell addresses separated by a colon. The reference A1:A3 includes cells A1, A2, and
A3. The reference A1:C3 includes cells A1, A2, A3, B1, B2, B3, C1, C2, and C3.
A union reference includes two or more references. A union reference consists of two or more
numbers, range references, or cell addresses separated by a comma. The reference A7,B8:B10,C9,10
refers to cells A7, B8 to B10, C9 and the number 10.
3.2Understanding Functions
Functions are prewritten formulas. Functions differ from regular formulas in that you supply the value
but not the operators, such as +, -, *, or /. For example, you can use the SUM function to add. When
using a function, remember the following:
1. Use an equal sign to begin a formula.

2. Specify the function name.
3. Enclose arguments within parentheses. Arguments are values on which you want to perform
the calculation. For example, arguments specify the numbers or cells you want to add.
4. Use a comma to separate arguments.
Here is an example of a function:
=SUM(2,13,A1,B2:C7)
In this function, known as the SUM function:
1. The equal sign begins the function.
2. SUM is the name of the function.
3. 2, 13, A1, and B2:C7 are the arguments. Parentheses enclose the arguments.
4. Commas separate the arguments.
After you type the first letter of a function name, the AutoComplete list appears. You can double-click
on an item in the AutoComplete list to complete your entry quickly. Excel will complete the function
name and enter the first parenthesis.
3.3 EXERCISE 1 Functions

The SUM function adds argument values.
1. Open Microsoft Excel.

2. Type 12 in cell B1.
3. Press Enter.
5. Press Enter.
7. Press Enter.
8. Type =SUM(B1:B3) in cell A4.
9. Press Enter. The sum of cells B1 to B3, which is 63, appears.
Alternate Method: Enter a Function with the Ribbon
1. Type 150 in cell C1.

2. Press Enter.
3. Type 85 in cell C2.
4. Press Enter.
5. Type 65 in cell C3, and Press Enter
6. Choose the Formulas tab.
7. Click the Insert Function button. The Insert Function dialog box appears.
8. Choose Math & Trig in the Or Select A Category box.
9. Click Sum in the Select A Function box.
10.Click OK.
11.The Function Arguments dialog box appears with C1:C3 displayed in the Number1 field.
12.Type C1:C3 in the Number1 field, if it does not automatically appear.
13.Click OK. The sum of cells C1 to C3, which is 300, appears.
3.4Calculate an Average
You can use the AVERAGE function to calculate the average of a series of numbers.
1. Move to cell A6.

2. Type Average. Press the right arrow key to move to cell B6.
3. Type =AVERAGE(B1:B3).
4. Press Enter. The average of cells B1 to B3, which is 21, appears.
3.5Find the Lowest Number

You can use the MIN function to find the lowest number in a series of numbers.
1. Move to cell A7.
2. Type Min. Press the right arrow key to move to cell B7.
3. Type =MIN(B1:B3).
4. Press Enter. The lowest number in the series, which is 12, appears.
3.6Find the Highest Number

You can use the MAX function to find the highest number in a series of numbers.
1. Move to cell A8.

2. Type Max. Press the right arrow key to move to cell B8.
3. Type =MAX(B1:B3).
4. Press Enter. The highest number in the series, which is 27, appears.
3.7Count the Numbers in a Series of Numbers

You can use the count function to count the number of numbers in a series.
1. Move to cell A9.
2. Type Count. Press the right arrow key to move to cell B9.
3. Type =COUNT(B1:B3).
4. Press Enter. The number of items in the series, which is 3, appears.
3.8Fill Cells Automatically

You can use Microsoft Excel to fill cells automatically with a series. For example, you can have Excel
automatically fill your worksheet with days of the week, months of the year, years, or other types of
series.
3.9 EXERCISE 2 (a) Fill Cells Automatically

The following demonstrates filling the days of the week:
1. Click the Sheet2 tab. Excel moves to Sheet2.

2. Move to cell A1.
3. Type Sun.
4. Move to cell B1.
5. Type Sunday.
6. Select cells A1 to B1.
8. Click the Bold button . Excel bolds cells A1 to B1.
9. Find the small black square in the lower-right corner of the selected area. The small black
square is called the fill handle.
10.Grab the fill handle and drag with your mouse to fill cells A1 to B14. Note how the days of the
week fill the cells in a series. Also, note that the Auto Fill Options button appears.
(b)Fill Times
The following demonstrates filling time:
1. Type 1:00 into cell C1.
2. Grab the fill handle and drag with your mouse to highlight cells C1 to C14. Note that each cell
fills, using military time.
3. Press Esc and then click anywhere on the worksheet to remove the highlighting.
To change the format of the time:
1. Select cells C1 to C14.
3. Click the down arrow next to the number format box . A menu appears.
4. Click Time. Excel changes the format of the time.
(c)Fill Numbers
You can also fill numbers.
1. Type a 1 in cell D1.

2. Type a 2 in cell D2.
3. Select cells D1:D2
4. Grab the fill handle and drag with your mouse to highlight cells D1 to D14.
5. The cells fill as a series, starting with 1, 2, 3.
Here is another interesting fill feature.

1. Go to cell E1.
2. Type Section 1.
3. Grab the fill handle and drag with your mouse to highlight cells E1 to E14. The cells fill in as
a series: Section 1, Section 2, Section 3, and so on.
3.10Set Print Options

There are many print options. You set print options on the Page Layout tab. Among other things, you
can set your margins, set your page orientation, and select your paper size.
Margins define the amount of white space that appears on the top, bottom, left, and right edges of
your document. The Margin option on the Page Layout tab provides several standard margin sizes
from which you can choose.
Paper comes in a variety of sizes. Most business correspondence uses 8 ½ by 11 paper, which is the
default page size in Excel. If you are not using 8 ½ by 11 paper, you can use the Size option on the
Page Layout tab to change the Size setting.
3.11EXERCISE 3
Set the Page Layout
(Margins)
1. Choose the Page Layout tab.

2. Click Margins in the Page Setup group. A menu appears.
3. Click Wide. Excel sets your margins to the Wide settings.
Set the Page Orientation

2. Click Orientation in the Page Setup group. A menu appears.
3. Click Landscape. Excel sets your page orientation to landscape.
Set the Paper Size

2. Click Size in the Page Setup group. A menu appears.
3. Click the paper size you are using. Excel sets your page size.
3.12Print
The simplest way to print is to click the Office button, highlight Print on the menu that appears, and
then click Quick Print in the Preview and Print the Document pane. Dotted lines appear on your
screen, and your document prints. The dotted lines indicate the right, left, top, and bottom edges of
your printed pages. To print from Microsoft Excel, you can proceed as follows:
1. Click on Microsoft Office Button 2.

Highlight or point the mouse on Print.
3. Click on Print.
4. In the Name box, under Printer option, choose an appropriate printer.
5. Under the Print Range option, choose appropriate range of pages to be printed.
6. Under Copies option, choose appropriate number of copies of each page to be printed.
7. Click on OK when ready.
3.13EXERCISE 4 Print Preview

2. Highlight Print. The Preview and Print The Document pane appears.
3. Click Print Preview. The Print Preview window appears, with your document in the center.
3.14EXERCISE 5
Print
1
Click on Microsoft Office Button 2 Highlight or point
the mouse on Print.
3 Click on Print. The Print dialog box appears
4. In the Name box, under Printer option, choose an appropriate printer.

5. Under the Print Range option, choose appropriate range of pages to be printed.
6. Under Copies option, choose appropriate number of copies of each page to be printed.
7. Click on OK when ready.
This is the end of Section 3. You can save and close your file.
Section 4: Creating Charts
In Microsoft Excel, you can represent numbers in a chart. On the Insert tab, you can choose from a
variety of chart types, including column, line, pie, bar, area, and scatter. The basic procedure for
creating a chart is the same no matter what type of chart you choose. As you change your data, your
chart will automatically update.
You select a chart type by choosing an option from the Insert tab's Chart group. After you choose a
chart type, such as column, line, or bar, you choose a chart subtype. For example, after you choose
Column Chart, you can choose to have your chart represented as a two-dimensional chart, a three-
dimensional chart, a cylinder chart, a cone chart, or a pyramid chart. There are further sub-types
within each of these categories. As you roll your mouse pointer over each option, Excel supplies a
brief description of each chart sub-type.
4.1Create a Chart
To create the column chart shown above, start by creating the worksheet below exactly as shown.
After you have created the worksheet, you are ready to create your chart.
4.2
EXERCISE 1
Create a
Column Chart
.
1. Select cells A3 to D6. You must select all the cells containing the data you want in your chart.
You should also include the data labels.
2. Choose the Insert tab.
3. Click the Column button in the Charts group. A list of column chart sub-types types appears.
4. Click the Clustered Column chart sub-type. Excel creates a Clustered Column chart and the
Chart Tools context tabs appear.
4.3Apply a Chart Layout

Context tabs are tabs that only appear when you need them. Called Chart Tools, there are three chart
context tabs: Design, Layout, and Format. The tabs become available when you create a new chart or
when you click on a chart. You can use these tabs to customize your chart.
4.4 EXERCISE 2 Apply a Chart Layout
1. Click your chart. The Chart Tools become available.

2. Choose the Design tab.
3. Click the Quick Layout button in the Chart Layout group. A list of chart layouts appears.
4. Click Layout 5. Excel applies the layout to your chart.
4.5Change the Style of a Chart

A style is a set of formatting options. You can use a style to change the color and format of your chart.
Excel 2007 has several predefined styles that you can use. They are numbered from left to right,
starting with 1, which is located in the upperleft corner.
4.6EXERCISE 3
Change the Style of a Chart

3. Click the More button in the Chart Styles group. The chart styles appear.
4. Click Style 42. Excel applies the style to your chart.
4.7Change the Size and Position of a Chart

When you click a chart, handles appear on the right and left sides, the top and bottom, and the corners
of the chart. You can drag the handles on the top and bottom of the chart to increase or decrease the
height of the chart. You can drag the handles on the left and right sides to increase or decrease the
width of the chart. You can drag the handles on the corners to increase or decrease the size of the chart
proportionally. You can change the position of a chart by clicking on an unused area of the chart and
dragging.
4.8 EXERCISE 4 Change the Size and Position of a

Chart
1. Use the handles to adjust the size of your chart.

2. Click an unused portion of the chart and drag to position the chart beside the data.
4.9Move a Chart to a Chart Sheet

By default, when you create a chart, Excel embeds the chart in the active worksheet. However, you
can move a chart to another worksheet or to a chart sheet. A chart sheet is a sheet dedicated to a
particular chart. By default Excel names each chart sheet sequentially, starting with Chart1. You can
change the name.
4.10EXERCISE 5
Move a Chart to a Chart Sheet

3. Click the Move Chart button in the Location group. The Move Chart dialog box appears.
4. Click the New Sheet radio button.

5. Type Toy Sales to name the chart sheet. Excel creates a chart sheet named Toy Sales and
places your chart on it.
4.11Change the Chart Type

Any change you can make to a chart that is embedded in a worksheet, you can also make to a chart
sheet. For example, you can change the chart type from a column chart to a bar chart.
4.12EXERCISE 6 Change the Chart Type

3. Click Change Chart Type in the Type group. The Chart Type dialog box appears.
4. Click Bar.
5. Click Clustered Horizontal Cylinder.
6. Click OK. Excel changes your chart type.
You have reached the end of Section 4. You can save and close your file.
Section 5: More on Entering Excel Formulas

This Section looks at more examples of how to enter and execute Excel Formulas.
5.1 The SUMIF Function Syntax
SUMIF(range,criteria,sum_range)
Range is the range of cells where Excel searches for the criteria that you want evaluated. Cells in each
range must be numbers or names, arrays, or references that contain numbers. Blank and text values
are ignored.
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.
Note: The SUMIF function can be read as:
“Sum or add up sum_range if range meets criteria.”
Example
A B
1 Property Value Commission
2 100,000 7,000
3 200,000 14,000
4 300,000 21,000
5 400,000 28,000
Formula Description (Result)
=SUMIF(A2:A5,">160000",B2: Sum of the commissions
B5) for
property values over

160,000
(63,000)
=SUMIF(A2:A5,">160000") Sum of the property values over
160,000 (900,000)
=SUMIF(A2:A5,"=300000",B2: Sum of the commissions

B3) for
property values equal to 300,000

(21,000)
5.2The AVERAGEIF Function
Returns the average (arithmetic mean) of all the cells in a range that meet a given criteria.
Syntax AVERAGEIF(range,criteria,average_range)
Range is one or more cells to average, including numbers or names, arrays, or references that contain
numbers.
Criteria is the criteria in the form of a number, expression, cell reference, or text that defines which
cells are averaged. For example, criteria can be expressed as 32, "32", ">32", "apples", or B4.
Average_range is the actual set of cells to average. If omitted, range is used.
Note: The AVERAGEIF function can be read as:
“Average average_range if range meets criteria.”
Example: Averaging profits from regional offices

A B
Region Profits (Thousands)
2
East 45,678
West 23,789
North -4,789
South (New Office) 0

6
MidWest 9,678
7
Formula Description (result)
8
=AVERAGEIF(A2:A6,"=*West",B2:B6) Average of all profits for the
West and MidWest regions
10
(16,733.5)
=AVERAGEIF(A2:A6,"<>*(New Average of all profits for all
Office)",B2:B6) regions excluding new

offices (18,589)
5.3 The COUNTIF Function
Counts the number of cells within a range that meet the given criteria.
Syntax:COUNTIF(range,criteria)
Range is one or more cells to count, including numbers or names, arrays, or references that contain
numbers. Blank and text values are ignored.
Criteria is the criteria in the form of a number, expression, cell reference, or text that defines which
cells will be counted. For example, criteria can be expressed as 32, "32", ">32", "apples", or B4.
Note: The COUNTIF function can be read as:
“Count frequency or number of times or cells if range contains criteria.”
Remark
You can use the wildcard characters, question mark (?) and asterisk (*), in criteria. A question
mark matches any single character; an asterisk matches any sequence of characters. If you want to
find an actual question mark or asterisk, type a tilde (~) before the character.
Example 1: Common COUNTIF formulas
A B
1 Data Data
2 apples 32
3 oranges 54
4 peaches 75
5 apples 86
=COUNTIF(A2:A5,"apples") Number of cells with apples in the
first
column above (2)
=COUNTIF(A2:A5,A4) Number of cells with peaches in the

first
column above (1)
=COUNTIF(A2:A5,A3)+COUNTIF(A2:A Number of cells with oranges and

5,A2) apples in
the first column above (3)
=COUNTIF(B2:B5,">55") Number of cells with a value greater

than 55
in the second column above (2)
=COUNTIF(B2:B5,"<>"&B4) Number of cells with a value not equal

to 75
in the second column above (3)
=COUNTIF(B2:B5,">=32")- Number of cells with a value greater

than or
COUNTIF(B2:B5,">85") equal to 32 and less than or equal to

85 in
the second column above (3)
Example 2: COUNTIF formulas using wildcard
characters and handling blank values
A B
1 Data Data
2 apples Yes
oranges NO
peaches No
apples YeS
6
=COUNTIF(A2:A7,"*es") Number of cells ending with

the letters "es" in the first
column above (4)
=COUNTIF(A2:A7,"?????es") Number of cells ending with
the letters "es" and having

exactly 7 letters in the first
column above (2)
=COUNTIF(A2:A7,"*") Number of cells containing
text in the first column above

(4)
=COUNTIF(A2:A7,"<>"&"*") Number of cells not containing
text in the first column above

(2)
=COUNTIF(B2:B7,"No")/ROWS(B2:B7) The average number of No
votes including blank cells in

the second column above
formatted as a percentage
with no decimal places (33%)
=COUNTIF(B2:B7,"Yes")/(ROWS(B2:B7)- The average number of Yes
COUNTIF(B2:B7,"<>"&"*")) votes excluding blank cells in

the second column above
formatted as a percentage
with no decimal places (50%)
NOTE You can view the number as a percentage. Select the cell, and then on the Sheet tab in the
Number group, click Percentage Style .
5.4The IF Function
Returns one value if a condition you specify evaluates to TRUE and another value if it evaluates to
FALSE.
Syntax IF(logical_test,value_if_true,value_if_false)
Logical_test is any value or expression that can be evaluated to TRUE or FALSE. For example,
A10=100 is a logical expression; if the value in cell A10 is equal to 100, the expression evaluates to
TRUE. Otherwise, the expression evaluates to FALSE.
Value_if_true is the value that is returned if logical_test is TRUE.
Value_if_false is the value that is returned if logical_test is FALSE.
Remarks: Up to 64 IF functions can be nested as value_if_true and value_if_false arguments to

construct more elaborate tests.
Note: The IF function can be read as:
“If Logical_test then Value_if_true otherwise Value_if_false”

Example
A
Score
2
45
3
90
4
78
=IF(A2<50,"FAIL","PASS") Assigns either a pass or fail
remark to the first score (FAIL)
=IF(A2>89,"A",IF(A2>79,"B", Assigns a letter grade to the

IF(A2>69,"C",IF(A2>59,"D","F")))) first score (F)
IF(A3>69,"C",IF(A3>59,"D","F")))) second score (A)
IF(A4>69,"C",IF(A4>59,"D","F")))) third score (C)
5.5The AND Function

Returns TRUE if all its arguments are TRUE; returns FALSE if one or more argument is FALSE.
Syntax
AND(logical1,logical2, ...)
Logical1, logical2, ... are 1 to 255 conditions you want to test that can be either TRUE or FALSE.
Example 1
A B
1 Formula Description (Result)
2 =AND(TRUE, TRUE
) All arguments are TRUE (TRUE)
3 =AND(TRUE, FALSE
) One argument is FALSE (FALSE)
4 =AND(2+2=4, 2+3=5) All arguments evaluate to TRUE (TRUE)
Example 2
A
1 Data
2 50
3 104
=AND(1<A2,A2<100) Because 50 is between 1 and 100
(TRUE)
=IF(AND(1<A3,A3<100),A3,
"The Displays the second number above,
value is out of range.") if it is between 1 and 100,
otherwise displays a message (The
value is out of range.)
=IF(AND(1<A2,A2<100),A2,
"The Displays the first number above, if it
value is out of range.") is between 1 and 100, otherwise
displays a message (50)
5.6The FREQUENCY Function

Calculates how often values occur within a range of values, and then returns a vertical array of
numbers. For example, use FREQUENCY to count the number of test scores that fall within ranges of
scores. Because FREQUENCY returns an array, it must be entered as an array formula.
Syntax:FREQUENCY(data_array,bins_array)
Data_array is an array of or reference to a set of values for which you want to count frequencies. If
data_array contains no values, FREQUENCY returns an array of zeros.
Bins_array is an array of or reference to intervals into which you want to group the values in
data_array. If bins_array contains no values, FREQUENCY returns the number of elements in
data_array.
Remarks
FREQUENCY is entered as an array formula after you select a range of adjacent cells into which
you want the returned distribution to appear. The number of elements in the returned array is one
more than the number of elements in bins_array.
Example
NOTE The formula in the example must be entered as an array formula. After copying the example to
a blank worksheet, select the range A12:A15, press F2, and then press CTRL+SHIFT+ENTER. If the
formula is not entered as an array formula, there will be only one result in cell A12 (1).
5.7The TREND Function

Returns values along a linear trend. Fits a straight line (using the method of least squares) to the
arrays known_y's and known_x's. Returns the y-values along that line for the array of new_x's that
you specify.
Syntax
TREND(known_y's,known_x's,new_x's,const)
Known_y's is the set of y-values you already know in the relationship y = mx + b.

If the array known_y's is in a single column, then each column of known_x's is interpreted as a
separate variable.
If the array known_y's is in a single row, then each row of known_x's is interpreted as a separate
variable.
Known_x's is an optional set of x-values that you may already know in the relationship y = mx + b.
The array known_x's can include one or more sets of variables. If only one variable is used,
known_y's and known_x's can be ranges of any shape, as long as they have equal dimensions.
If more than one variable is used, known_y's must be a vector (that is, a range with a height of
one row or a width of one column).
If known_x's is omitted, it is assumed to be the array {1,2,3,...} that is the same size as known_y's.
New_x's are new x-values for which you want TREND to return corresponding y-values.
New_x's must include a column (or row) for each independent variable, just as known_x's does.
So, if known_y's is in a single column, known_x's and new_x's must have the same number of
columns. If known_y's is in a single row, known_x's and new_x's must have the same number of
rows. If you omit new_x's, it is assumed to be the same as known_x's.
If you omit both known_x's and new_x's, they are assumed to be the array {1,2,3,...} that is the same
size as known_y's.
Const is a logical value specifying whether to force the constant b to equal 0.

If const is TRUE or omitted, b is calculated normally.
If const is FALSE, b is set equal to 0 (zero), and the m-values are adjusted so that y = mx.
Remarks
You can use TREND for polynomial curve fitting by regressing against the same variable raised
to different powers. For example, suppose column A contains y-values and column B contains
x-values. You can enter x^2 in column C, x^3 in column D, and so on, and then regress
columns B through D against column A.
Formulas that return arrays must be entered as array formulas.
When entering an array constant for an argument such as known_x's, use commas to separate values
in the same row and semicolons to separate rows.
Example
NOTE The formula in the example must be entered as an array formula. After copying the example to
a blank worksheet, select the range C2:C13 or B15:B19 starting with the formula cell. Press F2, and
then press CTRL+SHIFT+ENTER. If the formula is not entered as an array formula, the single results
are 133953.3333 and 146171.5152.
How to use PowerPoint
PowerPoint has a versatile range of uses. Here's a list of the different tasks you can
complete with this presentation design software:
 Business presentations or Pitch decks.
 Marketing, Sales and HR plans.
 Project briefs and timelines.
 Inductions to new employees.
 Seminars and educational classes.
 Professional portfolio of photos or designs.
 Presentations of a research summary.
 Presentations for special occasions.
These are just a few examples of the multiple possibilities this Microsoft software
offers. Your imagination is the only limit!
PowerPoint Basics: What are the components
of PowerPoint Workspace?
In order to deeply understand this presentation design software, you need to
recognize its main components. Now it's time to learn about the PowerPoint basics!
A quick note before going any further: when opening PowerPoint, some of the
commands in the ribbons will look grayish and won't be highlighted when you
hover the mouse over them.
This happens since some commands need to be selected in order to function. For
example, if you want to change the color of a text, you first need to select it.
That being said, let's start with this Guide for PowerPoint beginners:
PowerPoint Main Window
The first aspect to learn is PowerPoint Main Window. To facilitate the explanation,
we've organized its main elements with numbers from 1 to 10:
PowerPoint Window: Main components

Based on that, the main components of PowerPoint window are the following:
1. Quick Access Toolbar: allows you to customize commands to have them at
hand. You only have to select it and go to "More commands."
2. Title Bar: shows you the name of your file and other "Suggested options"
like Slide Master View. These options will vary depending on the use you give to
the commands.
3. File Tab: you will see the Home Menu (PowerPoint backstage) by selecting it.
There, you can create a new presentation, save it, print it, export it, and many other
options.
4. The Ribbon: it's where PowerPoint tabs and tools are. These tools can also be
called "commands" or “features.”
5. More Button or Down Arrow: these arrows allow you to view more tools or
layout options in PowerPoint.
6. Slides Pane: shows your slides in thumbnail size. By right-clicking, you can
access additional options for customizing each slide. Perfect for PowerPoint
beginners!
7. Slide: PowerPoint's blank canvas and the frame to be seen when presenting the
file.
8. Placeholders: they are dotted boxes that will store your content.
9. Status Bar: allows you to view the slide number, grammatical errors, speaker
notes, and the comments on your file.
10. Zoom: allows you to enlarge or minimize your PowerPoint workspace. The
range goes from 10 to 400%.
PowerPoint Tabs
The PowerPoint tabs are the control desk of your presentation. Since
PowerPoint's features are too many, they're organized in tabs.
You can come and go between tabs as you need. Once you click on a tab, it will
open its ribbon, and there, you'll be able to see all the tools related to that particular
category.
This PowerPoint tutorial for beginners will give you an overview of all
PowerPoint tabs. Pay attention to the following list:
 Home Tab
 Insert Tab
 Design Tab
 Transitions Tab
 Animations Tab
 Slide Show Tab
 Review Tab
 View Tab
 Recording Tab
 Help Tab
1. Home Tab
The Home tab is the most common tab of PowerPoint. This is the tab you'll
probably use the most if you're designing a presentation deck from scratch.
It allows you to add new slides and change the text characteristics: font, size,
boldness, underlining, alignment, etc. If you've ever used Microsoft Word, these
features will be familiar to you.
Also, you will find commands to edit the characteristics of the geometric
shapes you insert. This includes: fill color, line color, sharpe effects, among others.
2. Insert Tab
The Insert tab is exactly what its name says it is. In this ribbon, you'll find all the
options concerning adding a new element to your PowerPoint presentation.
You can insert a picture, some geometric shapes, icons, WordArt graphics, among
others. We can tell you that this tab is really helpful for PowerPoint beginners!
For example, if you have a lot of data in PowerPoint, you could add a chart or
diagram to show your information in a more visual way. Also, you can embed
videos or music into PowerPoint really easily.
 PowerPoint tip for beginners: To be able to write text on your slides, you
need a text box. So, if you're designing your presentation from scratch,
remember to go first to the Insert tab and add a text box to start writing.
3. Design Tab
If you are one of those people who enjoy choosing the design of a PowerPoint
presentation, this tab will be your favorite.
The Design tab offers a wide range of premade designs, allowing you to get more
polished slides. Even better, if you explore its ribbon, you can adjust the color
palette and change the overall style of your PowerPoint deck.
The PowerPoint interface, as this basic PowerPoint Tutorial, is really intuitive. We

believe that you won't have any problem with this tab!
4. Transitions Tab
Using transitions in PowerPoint is a dynamic way to move from one slide to the
next during a presentation. This feature is PowerPoint's stamp, so don't miss it!
Some PowerPoint transitions are really classic, like wiping the old slide to present
the new one. Others are somewhat over the top, like the “Vortex” or the “Airplane”
effect.
If you click on each kind of transition, you'll see a preview on how it would look
when presenting. Really cool, right?
5. Animations Tab
In case you want to add special effects for certain elements in your slides, the
Animations tab in PowerPoint will interest you.
Like the Transitions tab, you will find various animation effects in this ribbon. It's
a matter of trying and choosing the best one according to your needs!
6. Slide Show Tab
As its name says, the Slide Show tab is about presenting your slides. We really
like that it gives you several options to show up your presentation!
Considering that you're a PowerPoint beginner, you're not likely to use the Slide
Show tab very much.
But if you're curious about this command, you must read our article: How to Make
a PowerPoint Slideshow that Runs Automatically?
7. Review Tab
The Review tab is not often used by PowerPoint beginners either.
However, if your job is related to writing or if you work at an international

company, this tool can be extremely useful!
With this tab, you can check the slide's spelling, translate the text in real-time,
and add comments to your slides. This last function can be helpful to give
feedback to a colleague.
8. View Tab
This View tab allows you to change the view of your PowerPoint slides and
make handouts from them, among other things.
As you can see, the majority of its commands are really specific. So you won't
have any issues while designing, test and see!
In this section, our favorite command for PowerPoint beginners is Slide
Master. Explore more about this tool in our guide!
9. Recording Tab
In the last versions of this design presentation software, PowerPoint added the
Recording tab. As its name says, it allows you to record all your presentation
slides.
This ribbon has advanced commands, so the most common action for a PowerPoint
beginner is to take a screenshot or record the screen sequentially.
10. Help Tab
Finally, there is the Help tab. If you have any problem or question concerning how
to use PowerPoint, you may go here to look for a solution.
In the latest versions, Windows has added a “Show Training” option. You can
click this command to practice the PowerPoint basics since it will download
training templates.
As a beginner in PowerPoint, you must recognize the objective of each

PowerPoint tab to be able to master the software.
But, in order to conduct an outstanding presentation deck, you also need to

dominate its most important features. Let's see some of them in the next section!
Mastering PowerPoint: What are the main

features of PowerPoint?
PowerPoint Feature #1: Crop to Shape
This first PowerPoint feature is simple but effective!

Let's see how to use it:
 First, choose an image you want to cut and insert it into your workspace.
 Once inserted, select it with the mouse.
 Go to the "Picture Format" tab.
 Press the arrow of the "Crop" button (right side of the screen).
 Select "Crop to Shape."
 Choose your favorite shape and customize your PowerPoint presentation!
PowerPoint Feature #2: Merge Shapes
If you don't like any figure enough, you can create one from scratch!
This is possible thanks to the "Merge Shapes" option. Follow these steps to unleash
your creativity:
 First choose an image you want to cut.

 Check the list of PowerPoint shapes (Insert tab > Shapes).
 Choose two or three figures you want to merge (they can be the same
figure).
 Select the figures you are going to merge (see the image).
 Once selected, go to the "Shape Format" tab.
 Press the "Merge Shapes" option and the type of merge you want (test and
choose!).
 A new figure will appear, and you must fill it with the image from the first
step.
 Stay on the Shape Format tab and go to "Shape Fill" (button in the middle of
the ribbon).
 Select "Picture Fill" and browse for your image.
 Select the image to fill your new figure, and that's it!
 PowerPoint tip for beginners: When your merged figure is ready, paste the
image to the background of your slide to achieve a better result. This way,
you can use your image as a canvas and see if both elements fit well.
PowerPoint Feature #3: Insert Icons
This PowerPoint feature is quite easy to follow for PowerPoint beginners!
Just follow these steps:
 Go to the Insert tab.
 Select the "Icons" option.
 A Microsoft 365 library will open, where you can search for the required
icon.
 Now, you must insert it into your presentation and adapt it to your design.
 If you have an active Microsoft 365 subscription, you'll have access to a

larger number of icons in PowerPoint.
PowerPoint Feature #4: Insert SmartArt
PowerPoint's SmartArt is one of the most popular and accessible tools to dominate
while learning about PowerPoint basics.
To use it in your slide deck, you must:
 Go to the Insert tab.
 Select SmartArt.
 See all SmartArt categories and choose your favorite based on your needs.
 Add the text you have prepared and adapt it to your presentation.
We want to give you some ideas to master this SmartArt tool in PowerPoint: you
can make timelines, flowcharts, and even a Venn diagram in just a few seconds.
Try and see!
PowerPoint Feature #5: Remove Background
If you don't know how to use Photoshop and want to remove the background from
an image, in this PowerPoint 101 Guide, we show you how:
 First choose the image you want to remove the background from.
 Insert the image in the PowerPoint workspace.
 Select the image and go to the "Picture Format" tab.
 Select "Remove Background" (first option on the left).
 You can keep and remove parts of the image with the first two tools of the
ribbon (see image).
 Keep in mind that all the sections highlighted in purple will be deleted.
 We recommend zooming in to keep or remove parts of the image with more
detail.
 Once you're done, press the "Keep Changes" button.
 Finally, adapt the new image to your PowerPoint presentation.
 PowerPoint tip for beginners: Choose a high-contrast photo or image for

best results. In other words, the outline of the person or object you want to
cut out must have clear edges and cannot blend with the image's background
color.
PowerPoint Feature #6: Add Speaker Notes
The latest PowerPoint feature is a command you can use to prepare your speech
before presenting to an audience.
Learning how to add speaker notes in PowerPoint is simple:
 Select the slide that needs some notes.
 Usually, there is a footer below the slide, but if not, you will have to activate
it.
 Go to the View tab and select "Notes."
 The Speaker Notes section will appear, and you can add whatever you want!
 PowerPoint tip for beginners: In case you want to practice your entire
presentation and have a lot of notes, go to the View tab and select "Notes
Page" (fourth command). You'll be able to see all your Speaker Notes faster!
PowerPoint Feature #7: PowerPoint Translator
If you've ever wondered how to translate your PowerPoint Slides, we'll explain the
step by step here:
 Go to the Review tab.
 Select the text you want to translate.
 Press the “Translate” button.
 A panel will open on the right side of the screen.
 Choose the language you need and you'll see the translation in real-time.
 If you press Insert, the text will change to the new translation!
PowerPoint Feature #8: Screen Recording
The process of recording your screen in PowerPoint is straightforward and

intuitive. Let's see:
 Go to the “Record” or “Recording” tab.

 Press the "Record Slide Show" button or the “From Beginning” button
(depending on your PPT version).
 A new window will open.
 Select the red record button and start recording!
 When you're done, select “Export.”
 By default, the video will be 1080p. If you want to lower the video quality,
go to "Customize export."
 Name the video, save it to a folder and that's it!
As you may have noticed, this software has endless PowerPoint design options for
beginners. We encourage you to try and test each functionality!
However, we're clear that PowerPoint has different features, so it can be hard to
know where to start. That's why understanding PowerPoint basics is crucial if you
truly want to master this software!
Our PowerPoint 101 Guide continues; stay tuned to discover more great stuff about
this Microsoft software. Keep reading!
What are PowerPoint templates and where to
find them?
A PowerPoint template is a pre-made design that you can use for your own
means, and that will save you a lot of time!
Templates in PowerPoint are a great resource for designing since all the structure is
already done, and you only have to update the content. We can tell you they're
the perfect resource for PowerPoint beginners!
They can be incredibly specific. For example, there are templates for a SWOT
analysis or a complete Marketing report. Otherwise, templates can also be very
general, with several slides with a similar design.
If you struggle with the artistic part of designing presentations, downloading

PowerPoint templates will be a life changer!
How to download PowerPoint templates for free?
If you didn't know, 24Slides has an extensive repository of PowerPoint templates.

But how to obtain them? It's really simple:
 First, create an account on our Free Templates Website with the button
“Register” (that way, you can download everything without problems!).
 Think about the graphics you need and the ideal structure for your
presentation deck (you can also change the color palette later!).
 Download it in PowerPoint format (if you prefer it in Google Slides format,

you'll also find this type in our repository).
 Edit and change everything you need for your PowerPoint presentation!
24Slides Designers specialize in business and corporate PowerPoints, but you'll

also find other types of templates on our website: Data templates, Timelines,
Roadmaps, Matrixes, Diagrams, and more.
Keep in mind that a well-designed PowerPoint deck helps you communicate
stronger messages to your audience. Don't waste this opportunity to make your
presentation shine!
If you want to learn more about how to master PowerPoint, do not miss the last
section. We'll show you some PowerPoint basics from the software itself!
Time to practice! How to make a presentation
in PowerPoint?
A PowerPoint 101 Guide wouldn't be that useful with no examples. So, if you
enjoy the step-by-step guides, this section is for you.
Below, we'll show you how to make a simple PowerPoint presentation. But first,
here are some tips to be more efficient in the process:
 Be clear about what type of presentation you're going to create (is it
corporate, playful, or more creative?).
 Make a draft with the most important information you need to add and,
thus, generate a good structure in your presentation.
 Get inspired by examples on the internet, but adapt them to your needs
and audience.
 If you will create a business presentation, keep in mind your brand
identity.
 Make sure your PowerPoint works, you may need to update to the latest
version or pay for the subscription.
Step 1: Make a draft to structure your presentation
As we said before, writing a draft or script of your content will be vital to start on
the right foot as a PowerPoint beginner.
This advice is so important that we choose it as the first step to learning how to
make a PowerPoint presentation. Remember: Planning is key!
Regarding the process of planning, we share some good practices:
 If your presentation will be very long, write down all subtitles and content
in a Word document. This will help you organize your ideas and give a
correct sequence to your narrative. In addition to avoiding redundancies in
the message you want to communicate.
 If your presentation will use many visual resources, we recommend
choosing high-quality images. This will help you have a starting graphic
base. Some good free image repositories are Freepick, Unsplash, and Adobe
Stock.
 If your presentation is based on data, have all your results summarized or
your most relevant conclusions at hand. The idea of making a PowerPoint
presentation is to show your information in the simplest way possible for
your audience.
Step 2: Create a new document in PowerPoint
Once you check that all the functions are working fine with the software, please
open it and go to the File tab. If you've ever used Word or Excel, you'll probably
find this Home Menu familiar.
In short, this is the main page of PowerPoint, where you can create a new
presentation or open an older one. Let's see:
In order to follow this part of our PowerPoint Tutorial correctly, take into
consideration the following points:
 On the lower side of the screen, you'll find your recently opened PowerPoint
files. This option is great for saving some time.
 If you don't find the presentation you're looking for, click on the “Open”
option at the left bar and find older files.
 Don't forget to save your presentation with a relatable name so you won't
lose sight of it!
Step 3: Choose the perfect design for your presentation
With your information ready in a draft, it's time to choose the design of your
PowerPoint slide deck. You must imagine that the available design options are
endless!
For practical reasons, you have three options regarding the design:
 Start a design from scratch (very difficult for a PowerPoint beginner).

 Choose an established PowerPoint design or layout.
 Download a PowerPoint template and modify some details.
Don't worry if you don't know how to continue! In this PowerPoint 101 class, we're
going to explain step by step the second option:
How do you set a default design in PowerPoint?
 First, go to the Design tab.
 Open the list of options by clicking on the third arrow.
 Choose the design you like the most for your PowerPoint presentation.
If you want to explore more PowerPoint designs, there is a way to research online.
For that, you only need to:
 Go to the File tab (first tab, next to the Home tab).
 Select "More themes" (see image).

 Use the search engine and write the keyword you want (it can be related to
your business or it can be a color).
 Check the list of PowerPoint themes and choose your favorite.
 Wait a few minutes while it loads and keep designing in PowerPoint!
How do you change the layout of one slide in PowerPoint?

In this PowerPoint 101 Guide, you will also learn how to configure the layout of
each slide.
Keep in mind that to have a high-impact presentation, you must adapt your slides'
design to the type of content you'll add. And using layouts is perfect for this
purpose.
To change the layout type in PowerPoint, follow these steps:
 Right-click on the slide you want to change.
 Select the "Layout" option.
 You will find more than ten layout models.
 Choose the one that best suits your content.
 Repeat these steps for each slide (if you wish or require).
How do you customize your slides in PowerPoint?
The design process in this PowerPoint 101 Guide doesn't stop there.
You also can customize your presentation's color palette, font
style, background format, and graphics effects.
Just go to:
 Design tab > Variants.
 Select Colors, Fonts, Effects or Background Styles (as you need).
 If you're inspired and want to create your own background in PowerPoint,

select Background Styles > Format Background.
 Finally, custom your slides as you want!
Step 4: Add all your information to your presentation
Now, it's time to add all your information to your slides. If your script is long, take
your time to copy each part of it.
In this PowerPoint Tutorial, we're going to show how our design is going so
far. We design at your side!
Step 5: Add transitions or animations to your presentation
The stamp of PowerPoint is its transitions and animations! Naturally, our

PowerPoint 101 has considered these essential commands.
If you want to add them to your presentation and make your speech more
fluid, follow these steps:
 Go to the tabs section of PowerPoint.
 Select "Transitions" or "Animations" and try your favorite effects.
 Remember that if you select Transitions, these will modify the entire slide,
while Animations can be added to each element individually.
When choosing one Animation, you can eliminate it if you aren't 100% convinced.
You only need to:
 Select the Animation number that appears on the corner.
 Press the "Delete" or "Backspace" button on your keyboard.
 Choose another Animation in PowerPoint if you want!

This “PowerPoint for dummies” is full of tips and tricks! So here is one
more: Don't overuse transitions or animations in PowerPoint; they can make
your presentation slower and unprofessional. Use this tool in a subtle way!
Step 6: Refine the final details
As always, every final product must be reviewed. Especially if you're learning the
PowerPoint fundamentals with us.
We recommend reviewing each slide of your PowerPoint presentation one final
time. In this process, you will be able to:
 Add icons if your presentation requires it.
 Change any image or illustration if they don't convince you.
 Change transitions or animations.

 Customize your presentation's color palette.
 Correct your text writing or add more information.
 Add speaker notes to your presentation.
Step 7: Slideshow your presentation
When your presentation is finished, it's essential to know how to make a

PowerPoint slideshow. This way, you can see your slides from the exact same
perspective your audience will see them.
To slideshow your presentation in PowerPoint, follow these simple steps for
PowerPoint beginners:
 Position yourself on your first slide.
 Go to the bottom right of the software.
 Select the "Slide Show" button (see image).
 Have a look of your presentation by clicking on each slide or pressing the

right arrow on your keyboard.
 To go out from the Slide Show mode, you have to press the ESC key.
Now you can present your slides like an expert!
When you master this presentation design software, you'll be able to
create amazing things in PowerPoint: infographics, diagrams, charts, pitch decks,
business cards, calendars, you name it!

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Role of digital technology in today’s life

Ways Technology Impacts Our Lives:

2. AI Changing The Way We Work

Take Your Privacy Seriously

Protect Yourself Online

Conclusion: The Impact of Technology

1. Back up your data

2. Use strong passwords and multi-factor authentication

Where possible, you should consider using multi-factor authentication. Multi-

4. Be wary of suspicious emails

5. Install anti-virus and malware protection

6. Protect your device when it’s unattended

7. Make sure your Wi-Fi connection is secure

9. Take care when sharing your screen

10. Don’t keep data for longer than you need it

11. Dispose of old IT equipment and records securely

What children and teenagers get out of being digital citizens

As digital citizens, teenagers express themselves by sharing and posting

Key messages for safe and responsible digital citizenship

Be respectful – and expect respect.

Protect your reputation

Protect your privacy

Creation of Word Document

How to Create a Word Document

Create a Blank Document

A new, blank document is created in a new window.

Press Ctrl + N to open a new blank document.

3. (Optional) Select or search for a template category.

Preview images of the templates will appear for the selected

4. (Optional) Select or search for a template category.

Selecting additional categories allows you to narrow your

A larger preview of the template appears, along with a

• Enter text and numbers in a spreadsheet

Section 1: Entering Text and Numbers

Section 1: Entering Text and Numbers

1.1The Microsoft Excel Window

1.2The Microsoft Office Button

1.3The Quick Access Toolbar

1.4The Title Bar

1.8The Status Bar

1.9Move Around a Worksheet

Go To -- The Name Box

1. Type B10 in the Name box.

1. Place the cursor in cell A1.

1. Move to cell A1.

Alternate Method: Editing a Cell by Using the Formula

1. Move to cell A1.

Change a Cell Entry

4. Return to cell A2.

1.21Delete a Cell Entry

1.22EXERCISE 7 Delete a Cell Entry

Section 2: Entering Excel Formulas and Formatting

2.1Perform Mathematical Calculations

2.2.2 Perform Advanced Mathematical Calculations

2.3 EXERCISE 2 Advanced Calculations

1. Double-click in cell A7.

2.5 EXERCISE 3 AutoSum

2.6Align Cell Entries

1. Select cells A1 to D1.