Computing Skills

IRTUOSITY
SKILL DEVELOPMENT Building a skilled India
COMPUTING BASICS
Corporate O ce, Acropolis, Ground Floor, No 148. Dr.Radhakrishnan Road, Mylapore, Chennai 4. Phone No: 044-45064073 Email: contactus@virtuosity.ac Website: http://www.virtuosity.ac
Virtuosity Skill Development Pvt. Ltd.
Computing basics
Level - 1
Unit I
Introduction to Computers ?
What is a computer
A computer is an electronic device operating under the control of instructions stored in its own memory. These instructions tell the machine what to do. The computer is capable of accepting data (input), processing data arithmetically and logically, producing output from the processing and storing the results for future use. Most computers that sit on a desktop are called "PCs" or Personal Computers.*
Monitor: Usually described in inches, I have a 17 monitor
Speakers for sound Central Processing Unit: CPU RAM: Random Access Memory Processor: Defined in mhz: ie, I have a 233 mhz Processor The more mhz, the faster. Mouse Floppy Drive CD ROM Hard Drive
Keyboard
Game joystick
Difference between software and hardware

Software is the stuff that makes your computer do things for you. The computer without software would be like a home entertainment system with no tapes, CDs or movies - you have the machine but there's nothing to play on it. Software is continually developed. Each time the software maker (Microsoft, Adobe, Corel, etc) develops a new version of their software they assign it a version number. Before Microsoft Word 7, there was Microsoft Word 6.0.1 and before that Word 6.0. The larger the developments made to the software, the larger the version number changes. Usually a large change will result in a whole number upgrade; a small change may result in a tenth of a decimal place. Hardware is those components or physical parts that make up the computer. Hardware is those things you can touch. Hardware: monitor, speakers, mouse, CD-ROM, hard drive, keyboard, CPU, RAM, Processor, etc. Each part plays a role in the operation of a computer.
1 I Virtuosity Skill Development
Computing basics
Computer Generations
Level - 1
Each generation of computer is characterized by a major technological development that fundamentally changed the way computers operate, resulting in increasingly smaller, cheaper and more powerful, efficient and reliable devices. The history of computer development is often referred to in terms of the different generations of computing devices. Read about each generation and the developments that led to the current devices that we use today.
First Generation (1940-1956) Vacuum Tubes

The first computers used vacuum tubes for circuitry and magnetic drums for memory and were often enormous taking up entire rooms. They were very expensive to operate and in addition to using a great deal of electricity, generated a lot of heat which was often the cause of malfunctions. First generation computers relied on machine language, the lowest-level programming language understood by computers, to perform operations and they could only solve one problem at a time. Input was based on punched cards and paper tape and output was displayed on printouts. The UNIVAC and ENIAC computers are examples of first-generation computing devices. The UNIVAC was the first commercial computer delivered to a business client, the U.S. Census Bureau in 1951.
Second Generation (1956-1963) Transistors

Transistors replaced vacuum tubes and ushered in the second generation of computers. The transistor was invented in 1947 but did not see widespread use in computers until the late 1950s. The transistor was far superior to the vacuum tube allowing computers to become smaller, faster, cheaper, more energy-efficient and more reliable than their first generation predecessors. Though the transistor still generated a great deal of heat that subjected the computer to damage, it was a vast improvement over the vacuum tube. Second generation computers still relied on punched cards for input and printouts for output. Second generation computers moved from cryptic binary machine language to symbolic or assembly languages which allowed programmers to specify instructions in words. High-level programming languages were also being developed at this time such as early versions of COBOL and FORTRAN. These were also the first computers that stored their instructions in their memory which moved from a magnetic drum to magnetic core technology. The first computers of this generation were developed for the atomic energy industry.
Third Generation (1964-1971) Integrated Circuits

The development of the integrated circuit was the hallmark of the third generation of computers. Transistors were miniaturized and placed on silicon chips called semiconductors which drastically increased the speed and efficiency of computers. Instead of punched cards and printouts, users interacted with third generation computers through keyboards and monitors and interfaced with an operating system which allowed the device to run many different applications at one time with a central program that monitored the memory. Computers for the first time became accessible to a mass audience because they were smaller and cheaper than their predecessors.
Computing basics
Fourth Generation (1971-Present) Microprocessors
Level - 1
The microprocessor brought the fourth generation of computers, where thousands of integrated circuits were built onto a single silicon chip. What filled an entire room in the first generation could now fit in the palm of the hand. The Intel 4004 chip developed in 1971, located all the components of the computerfrom the central processing unit and memory to input/output controlson a single chip. In 1981, IBM introduced its first computer for the home user and in 1984 Apple introduced the Macintosh. Microprocessors also moved out of the realm of desktop computers and into many areas of life as more and more everyday products began to use microprocessors. As these small computers became more powerful, they could be linked together to form networks which eventually led to the development of the Internet. Fourth generation computers also saw the development of GUIs, the mouse and handheld devices.
Fifth Generation (Present and Beyond) Artificial Intelligence

Fifth generation computing devices based on artificial intelligence are still in development, though there are some applications such as voice recognition that are being used today. The use of parallel processing and superconductors is helping to make artificial intelligence a reality. Quantum computation, molecular and nanotechnology will radically change the face of computers in the years to come. The goal of the fifth generation computing is to develop devices that respond to natural language input and are capable of learning and self-organization.
Types of Computers
Computers can be generally classified by size and power, although there can be considerable overlap. Following are descriptions of several different types of computers. programs. That means they can perform different actions or processes at the same time. Mainframe computers can be used by as many as hundreds or thousands of users at the same time. Large organizations may use a mainframe computer to execute large-scale processes such as processing the organizations payroll.
Mainframe computers are large-sized, powerful multi-user computers that can support concurrent
Mini-computers are mid-sized multi-processing computers. Again, they can perform several actions at
the same time and can support from 4 to 200 users simultaneously. In recent years, the distinction between mini-computers and small mainframes has become blurred. Often the distinction depends upon how the manufacturer wants to market its machines. Organizations may use a mini-computer for such tasks as managing the information in a small financial system or maintaining a small database of information about registrations or applications.
Workstations are powerful, single-user computers. They have the capacity to store and process large quantities of data but they are only used by one person at a time. However, workstations are typically linked together to form a computer network called a local area network (LAN), which means that several people, such as staff in an office can communicate with each other and share electronic files and data.
A workstation is similar to a personal computer but is more powerful and often comes with a higher-quality monitor. In terms of computing power, workstations lie in-between personal computers and mini-computers. Workstations commonly support applications that require relatively high-quality graphics capabilities and a lot of memory such as desktop publishing, software development and engineering applications.
Computing basics
Level - 1
today. The PC is a small-sized, relatively inexpensive computer designed for an individual user. Today, the world of PCs is basically divided between IBM-compatible and Macintosh-compatible machines named after the two computer manufacturers. Computers may be called desktop computers which stay on the desk or laptop computers which are lightweight and portable. Organizations and individuals use PCs for a wide range of tasks including word processing, accounting, desktop publishing, preparation and delivery of presentations, organization of spreadsheets and database management. Entry-level PCs are much more powerful than a few years ago and today there is little distinction between PCs and workstations.
Personal computers (PCs), also called microcomputers are the most popular type of computer in use
What Are The Components Of A Computer ?

Computers are made up of two parts: the hardware and the software. Hardware: The physical equipment required to create, use, manipulate and store electronic data. Software: The computerized instructions that operate a computer, manipulate the data and execute particular functions or tasks.
All computers require the following hardware components:

Central processing unit (CPU): The chip or chips at the heart of a computer that enable it to process
data.
Memory: An area within a computer system that holds data waiting to be processed. Storage device: The place where a computer stores data.
keyboard, mouse and scanner). into one or more outputs.
Input devices: The devices that allow data and instructions to be entered into a computer (such as a Input: Any resource required for the functioning of a process in the course of which it will be transformed Output devices: The devices that allow information to be represented (that is given out) to the user such
as a display screen or printer.
Output: The product of the transformation of inputs by a process. Peripheral Devices: Printers, scanners and external disk drives that may be connected to the computer
are also sometimes called peripheral devices.
Memory: The most common type of memory that most users are familiar with is main memory or RAM
(Random Access Memory).
Random Access Memory (RAM): An area in the computer system unit that temporarily holds a users
data operating system instructions and program instructions. The word main is used to distinguish it from external mass storage devices such as the hard drive or disk drives. Note that the term mass storage refers to various techniques and devices for storing large amounts of data; mass storage is distinct from memory because it retains data even when the computer is turned off. Thus mass storage is sometimes referred to as auxiliary storage.
Computing basics
Following are definitions of common storage devices:
needed for processing.
Level - 1
Storage: The area within a computer system where data can be left on a long term basis while it is not
Diskette: A small removable, flexible Mylar plastic disk covered with a thin layer of a magnetic substance onto which digital data can be recorded and stored. It is also known as a floppy disk. Hard drive: The storage area within the computer itself where megabytes of space are available to store
bits of information. It is also known as a hard disk.
Optical disk: A storage device that uses reflecting surfaces and laser technology to read and write data
on a disk. It is also known as a laser disk.
Magnetic tape: A continuous plastic strip covered with magnetic oxide; the tape is divided into parallel
tracks onto which data may be recorded by selectively magnetizing parts of the surface or spots in each of the tracks. The data can then be stored and reused.
How Does A Computer Work
A computer functions in the following manner: The computer accepts input. Computer input is whatever entered or fed into a computer system. Input can be supplied by a person (such as by using a keyboard) or by another computer or device (such as a diskette or CD-ROM). Some examples of input include the words and symbols in a document, numbers for a calculation and instructions for completing a process, pictures etc.
manipulation is called processing. Examples of processing include performing calculations, sorting lists of words or numbers, modifying documents and pictures according to user instructions and drawing graphs. A computer processes data in the CPU.
The computer performs useful operations by manipulating the data in many ways. This
Process: A systematic series of actions a computer uses to manipulate data.

Most computers have more than one location for storing data (the hard drive or C:\ and the floppy drive or A:\). The place where the computer stores the data depends on how the data is being used. The computer puts the data in one place while it is waiting to be processed and another place when it is not needed for immediate processing. The storage of data in the computer is called online storage while the storage of data on computer tapes, diskettes or CD-ROMs is called offline storage. computer. Some examples of computer output include reports, documents, music, graphs and pictures. Output can be in several different formats, such as paper, diskette or on screen.
The computer stores data. A computer must store data so that it is available for processing.
The computer produces output. Computer output is information that has been produced by a
How Does The Software Work
Software is the computerized instructions that operate the computer, execute particular functions or tasks and manipulate the data. For software (the instructions) to perform various functions, it must be programmed. That is, the instructions need to be written in a programming language that the computer can understand. Without a program a computer is useless.
Computing basics
to execute certain tasks. process.
Level - 1
Programming language: An artificial set of rules, vocabulary and syntax used to instruct the computer Computer program: A sequence of instructions that can be executed by a computer to carry out a
Over the years, a wide range of programming languages have been developed including BASIC, FORTRAN, PASCAL, C++, JAVA and so on. Each language has a unique set of words (codes) that it understands and a special syntax for organizing program instructions. The language the computer actually understands is called machine language which comprises numbers only. This language is used by the computer to understand the programming language and translate the terms into executable instructions. Lying between programming languages and machine languages are assembly languages. Assembly languages have the same structure and set of commands as machine languages but they enable a program to use names instead of numbers.
Please note: most people who use computers today do not need to worry about programming, machine or assembly languages. This is because the software being used today is written in a highly user-friendly manner and does not require knowledge of the computer languages which were used to create and use it. User-friendly: Computer software or hardware that is simple to set up, run and use.
There are two kinds of software: systems software and applications software.
Systems software includes the operating system and all the utilities that enable the computer to function. The most important program that runs on a computer is the operating system. Every general-purpose computer must have an operating system in order to run other programs. This includes controlling functions such as the coordination of the hardware and applications software, allocating storage facilities, controlling the input and output devices and managing time sharing for linked or networked computers. In many respects, an operating system works like an air traffic controller to coordinate activities within the computer. Examples of operating systems are Windows NT, DOS and OS/2. The Windows family of operating systems includes a Graphical User Interface (GUI) that makes the software user-friendly.
Operating system: A collection of software that allows a computer to function. Applications software includes programs that users access to carry out work. They include applications
for the following functions. Word processing is the most common applications software. The great advantage of word processing over using a typewriter is that you can make changes without retyping the entire document. Word processors make it easy to manipulate and format documents. Spreadsheets are computer programs that let people electronically create and manipulate spreadsheets (tables of values arranged in rows and columns with pre-defined relationships to each other). Spreadsheets are used for mathematical calculations such as accounts, budgets and statistics etc. Database management applications are computer programs that let people create and manipulate data in a database. A database is a collection of related information that can be manipulated and used to sort information, conduct statistical analysis or generate reports. Presentation packages and graphics are computer programs that enable users to create highly stylized images for slide presentations and reports. They can also be used to produce various types of charts and graphs. Many software applications include graphics components including: paint programs, desktop publishing applications and so on.
Computing basics
Level - 1
Software can be either proprietary (also called closed or open.) Proprietary software is privately owned and controlled. A proprietary software design or technique is one that is owned by a company which will usually not divulge specifications that would allow other companies to duplicate the product. Increasingly, proprietary software is seen as a disadvantage in many organizations; users prefer to use open software which is software designed using specifications that are publicly accessible. The great advantage of open software is that anyone can create add-on products for it because they can understand how it was designed. People using open software can mix and match products from different manufacturers. By making software public, however, a manufacturer allows others to duplicate its product which many manufacturers do not want.
The role of computers in society

Computers have several important uses in the Information Society of the 21st century:
Integrated communication
o o o o Intranets Internet Data (email, fax, SMS) via telephone Telephony routing
Office organization and communication

o o o o Text production Database management Calculation Intranet communication
Information storage, processing, transfer

o o o o Databases (relational, object-oriented, associative) Database query and search software Data security management Publishing (electronic publishing vs. computer-supported publishing)
Scientific computing
o o o Symbolic computing (spell checkers, grammar checkers, dictionaries, dialogue systems, genetic algorithms, etc.) Statistical computing (empirical studies of large populations, texts, etc.) Signal processing coupled with statistical computing (physics, speech technology, etc.)
Computing basics
Level - 1
Unit II Word Processing

What is a Word Processor ?
A Word Processor is a computer or a computer program that is used to create, edit and print documents. A word processor allows you to create a document, store it electronically (such as on a disk), view it on a computer screen, modify and print it. Unlike many computer applications, word processors did not develop out of computer technology. They were developed to meet the needs of writers rather than the needs of scientists or mathematicians. Typewriters began to be used widely in the 1870s. Almost a century later, after many refinements and improvements, the features of typewriters began to be applied to the emerging computer technology. The earliest word processors were computer software programs that worked with an electronic type writer. Some personal computers were designed especially as elaborate typing machines and it wasnt until the general purpose computers of the 70s that word processors became part of a collection of programs that could be used on a computer. The first Word Processing software program that was commercially successful was called WordStar (shown to the right). It was released in 1979 and relied on a combination of keyboard commands to edit text in a document. Over the years, newer Word Processing applications such as WordPerfect and Ami Pro (later called Word Pro) made word processing on a computer both simpler and more versatile. In the late 80s and early 90s, WordPerfect had almost become the standard word processing application. When Microsoft Windows became common however, it was a while before WordPerfect became available on the new operating system. By the time it did, Microsofts Word for Windows was already on its second version and had become the word processor of choice for many Windows users. These days, Microsoft Word has seen many improvements and has become the most commonly used word processor. The seventh major version of Word for Windows is Word 2003, which is the version shown in these exercises. The program has developed to the point that changes in recent versions have been minor.
Lesson 1: Getting Familiar with Microsoft Word 2007 for Windows

Microsoft Word is a word processing software package. You can use it to type letters, reports and other documents. This tutorial teaches Microsoft Word 2007 basics. Although this tutorial was created for the computer novice, because Microsoft Word 2007 is so different from previous versions of Microsoft Word, even experienced users may find it useful. This lesson will introduce you to the Word window. You can use this window to interact with Word. To begin this lesson, open Microsoft Word 2007. The Microsoft Word window appears and your screen looks similar to the one shown here.
Note: Your screen will probably not look exactly like the screen shown. In Word 2007, how a window displays depends on the size of your window, the size of your monitor and the resolution to which your monitor is set. Resolution determines how much information your computer monitor can display. If you use a low resolution, less information fits on your screen but the size of your text and images are larger. If you use a high resolution, more information fits on your screen but the size of the text and images are smaller. Also, Word 2007, Windows Vista and Windows XP have settings that allow you to change the color and style of your windows.
Computing basics
Level - 1
The Microsoft Office Button

In the upper-left corner of the Word 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 and perform many other tasks.
The Quick Access Toolbar

Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar provides you with access to commands you frequently use. By default, Save, Undo and Redo appear on the Quick Access toolbar. You can use Save to save your file, Undo to rollback an action you have taken and Redo to reapply an action you have rolled back.
The Title Bar

Next to the Quick Access toolbar is the Title bar. The Title bar displays the title of the document on which you are currently working. Word names the first new document you open Document1. As you open additional new documents, Word names them sequentially. When you save your document, you assign the document a new name.
Computing basics
The Ribbon
Level - 1
You use commands to tell Microsoft Word what to do. In Microsoft Word 2007, you use the Ribbon to issue commands. The Ribbon is located near the top of the screen, below the Quick Access toolbar. At the top of the Ribbon are several tabs; clicking a tab displays several related command groups. Within each group are related command buttons. You click buttons to issue commands or to access menus and dialog boxes. You may also find a dialog box launcher in the bottom-right corner of a group. Clicking the dialog box launcher gives you access to additional commands via a dialog box.
Tabs The Ruler
Font Group
Dialog Box Launcher
Buttons
The ruler is found below the Ribbon.
You can use the ruler to change the format of your document quickly. If your ruler is not visible, follow the steps listed here:
1. Click the View tab to choose it. 2. Click the check box next to Ruler in the Show/Hide group. The ruler appears below the Ribbon.
Computing basics
The Text Area
Level - 1
Just below the ruler is a large area called the Text Area. You type your document in the Text Area. The blinking vertical line in the upper-left corner of the Text Area is the cursor. It marks the insertion point. As you type, your text displays at the cursor location. The horizontal line next to the cursor marks the end of the document.
This is the text area.
Vertical Scroll Bar
Horizontal Scroll Bar
The Vertical and Horizontal Scroll Bars

The Vertical and Horizontal scroll bars enable you to move up, down and across your window simply by dragging the icon located on the scroll bar. The Vertical scroll bar is located along the right side of the screen. The Horizontal scroll bar is located just above the status bar. To move up and down your document, click and drag the Vertical scroll bar up and down. To move back and forth across your document, click and drag the Horizontal scroll bar back and forth. You won't see a Horizontal scroll bar if the width of your document fits on your screen.
The Status Bar

The Status Bar appears at the very bottom of your window and provides such information as the current page and the number of words in your document. You can change what is displayed on the Status Bar by right-clicking on the Status Bar and selecting the options you want from the Customize Status Bar menu. You click a menu item to select it. You click it again to deselect it. A check mark next to an item means it is selected.
Computing basics
The Status Bar
Level - 1
Understanding Document Views

In Word 2007, you can display your document in one of five views: Draft, Web Layout, Print Layout, Full Screen Reading or Online Layout.
Draft View
Draft view is the most frequently used view. You use Draft view to quickly edit your document.
Web Layout
Web Layout view enables you to see your document as it would appear in a browser such as Internet Explorer.
Print Layout
The Print Layout view shows the document as it will look when it is printed.
Reading Layout
Reading Layout view formats your screen to make reading your document more comfortable.
Outline View
Outline view displays the document in outline form. You can display headings without the text. If you move a heading, the accompanying text moves with it.
Computing basics
Level - 1
You should use Draft view for these lessons. Before moving ahead, make sure you are in Draft view:
1 2
1. Click the View tab. 2. Click Draft in the Document Views group. When the Draft option is selected it appears in a contrasting color.
Click
During the lessons that follow, you will be asked to "click" items and to choose tabs. When asked to click: 1. Point to the item. 2. Press your left mouse button once. If you are asked to double-click an item: 1. Point to the item. 2. Quickly press your left mouse button twice. If you are asked to right-click: 1. Point to the item. 2. Press your right mouse button. If you are asked to choose a tab, click the tab.
Understanding Nonprinting Characters

Certain characters called nonprinting characters, do not print and will not appear in your printed document but do affect your document layout. You can elect to see these characters on the screen as you type or you can elect to have them remain invisible. For these lessons, opt to see them onscreen. This table describes most of them: Character Denotes A tab A space The end of a paragraph Hidden text
. Hidden
Computing basics
To view non-printing characters:
Level - 1
1. Choose the Home tab. 2. Click the Show/Hide button in the Paragraph group. The Show/Hide button appears in a contrasting color when it is selected.
Create Sample Data and Select Text

If you type =rand() in your Word document and then press Enter, Word creates three paragraphs. You can use these paragraphs to practice what you learn. Throughout these lessons, you will be asked to select text. The following exercise teaches you how to create data and how to select data. You can select by using the arrow keys or by clicking and dragging. When using the arrow keys, use the up arrow to move up, the down arrow to move down, the left arrow to move left, and the right arrow to move right. When using the mouse, press the left mouse button and then drag in the direction you want to move.
EXERCISE 1 Create Sample Data

1. Type =rand(). 2. Press Enter. Three paragraphs appear in your document.
Select with the Shift and Arrow Keys

1. 2. 3. 4. 5. Place your cursor before the word "On" in the first paragraph. Press and hold down the Shift key, which serves as an "anchor" showing where text you wish to select begins or ends. Press the right arrow key until the first line of text is highlighted. Press the down arrow key until the first paragraph is highlighted. Click anywhere outside the highlighted area to remove the highlighting.
Computing basics
Select with the Mouse
1. Place your cursor before the word "You" in the second paragraph. 2. Press and hold down the left mouse button. 3. Drag the mouse until you have highlighted the second paragraph. 4. Click anywhere outside the highlighted area to remove the highlighting.
Level - 1
Place the Cursor

During the lessons, you will often be asked to place the cursor at a specific location (the insertion point) on the screen. You place the cursor by moving the cursor to the specified location and pressing the left mouse button or by using the arrow keys to move to the specified location
EXERCISE 2 The Arrow Keys

1. 2. 3. 4. Use the down arrow key to move down your document. Use the right arrow key to move to the right. Use the up arrow key to move up. Use the left arrow key to move to the left.
Cursor
1. 2. Move around your document by using your mouse and clicking in a variety of locations. Click in a location and type. Note what happens.
Execute Commands with Keyboard Shortcuts

There are many methods you can use to accomplish tasks when using Word. Generally, you choose an option by clicking the option on the Ribbon. However, you can also use shortcut keys. A key name followed by a plus and a letter means to hold down the key while pressing the letter. For example, Ctrl+b means you should hold down the Ctrl key while pressing "b." A shorthand notation of the above would read as follows: Press Ctrl+b Typists who are slowed down by using a mouse usually prefer using keys.
Start a New Paragraph

When you type in Microsoft Word, you do not need to press a key to move to a new line. To start a new paragraph, press the Enter key.
Exit Word
You have completed Lesson One. Typically, you save your work before exiting.
Computing basics
EXERCISE 3 Close and Save - Windows Vista
Level - 1
2
1. Click the Microsoft Office button. A menu appears. 2. Click Exit Word, which you can find in the bottom-right corner. 3. You are prompted: "Do you want to save changes to Document1?" To save your changes, click Yes. Otherwise, click No. If you click Yes, the Save As dialog box appears.
4. Move to the correct folder. 5. Name your file by typing Lesson One.doc in the File Name field. 6. Click Save. Word saves your file.
Computing basics
Close and Save - Windows XP
1. 2. 3. 4. 5. 6. Click the Microsoft Office button. A menu appears. Click Exit Word, which is in the bottom-right corner.
Level - 1
You will be prompted: "Do you want to save changes to Document1?" To save your changes, click Yes. Otherwise, click No. If you click Yes, the Save As dialog box appears. Specify the correct folder in the Save In box. Name your file by typing Lesson One.doc in the File Name field. Click Save. Word saves your file.
Microsoft Word
In the first lesson of this Microsoft Word tutorial, we familiarized you with the Word window. In this lesson, you will learn how create a Microsoft Word document
Lesson 2 : Microsoft Word 2007 Basic Features

Lesson 1 familiarized you with the Microsoft Word window. You are now ready to learn how to create a Word document. This lesson covers typing, using the Backspace key, using the Delete key, inserting text, bolding, underlining and italicizing. To begin, open Microsoft Word.
Type, Backspace and Delete

In Microsoft Word, you create documents by typing them. For example, if you want to create a report, you open Microsoft Word and then begin typing. You do not have to do anything when your text reaches the end of a line and you want to move to a new line; Microsoft Word automatically moves your text to a new line. If you want to start a new paragraph, press Enter. Microsoft Word creates a blank line to indicate the start of a new paragraph. To capitalize, hold down the Shift key while typing the letter you want to capitalize. If you make a mistake, you can delete what you typed and then type your correction. You can use the Backspace key to delete. Each time you press the Backspace key, Microsoft Word deletes the character that precedes the insertion point. The insertion point is the point at which your mouse pointer is located. You can also delete text by using the Delete key. First, you select the text you want to delete; then you press the Delete key.
EXERCISE 1 Type and Backspace

1. 2. 3. 4. Type the following sentence: Joe has a very large house. Delete the word "house." Using either the arrow keys or the mouse, place the cursor between the period and the "e" in "house." Press the Backspace key until the word "house" is deleted. Type boat. The sentence should now read: "Joe has a very large boat."
Computing basics
Delete
Delete the word "very" from the sentence you just typed. 1. 2.
Level - 1
Select the word "very." You can place the cursor before the "v" in the word "very," press and hold down the Shift key, and then press the right arrow key until the word "very" is highlighted. Press the Delete key. The sentence should now read: "Joe has a large boat."
Insert and Overtype

While creating your document, you may find you need to insert text i.e. place new text between existing text. Suppose you type the sentence, "Joe has a large boat." After typing it, you decide you want to change the sentence to "Joe has a large blue boat." With Microsoft Word, inserting a word, phrase or even several paragraphs is easy. Alternatively, you may want to overtype textreplace old text with new text. For example, suppose you type the sentence, "Joe has a large blue boat." After typing it, you decide you want to change the sentence to Joe has a large gray boat." With Microsoft Word, overtyping the word blue with the word gray is also easy. Before you attempt to insert or overtype, you should check the mode you are inInsert or Overtype. You right-click the Status bar and then use the Customize Status Bar menu to place the Insert/Overtype button on the Status bar. You can then use the Insert/Overtype button to switch between Insert and Overtype mode. When you are in Insert mode, you can insert text. When you are in Overtype mode, you can overtype text. By default Microsoft Word is in the Insert mode.
EXERCISE 2 Placing the Insert/Overtype button on the Status bar

1. 2. 3. 4. Right-click the Status bar. The Customize Status Bar menu appears. Click Overtype. The Insert/Overtype button appears on the Status bar. If the word Insert appears on the Status bar, you are in Insert mode. If the word Overtype appears on the Status bar, click the word Overtype and it will change to Insert, thereby changing Word to insert mode.
Insert
Make sure you are in Insert mode before proceeding. You are going to insert the word "blue" between the words "large" and "boat." 1. 2. 3. 4. Place the cursor after the space between the words "large" and "boat." Type the word blue. Press the spacebar to add a space. The sentence should now read: "Joe has a large blue boat."
Computing basics
Overtype
Level - 1
You can type over the current text (replace the current text with new text) in the Overtype mode. Do the following to change to the Overtype mode. Click "Insert" on the Status bar. The word Insert changes to Overtype. Change the word "blue" to "gray." 1. 2. 3. Place the cursor before the letter "b" in "blue." Type the word gray. The sentence should now read: "Joe has a large gray boat." Note: You can overtype text without changing to Overtype mode by selecting the text you want to overtype and then typing.
Bold, Italicize and Underline

When creating a document, you may need to emphasize particular words or phrases by bolding, underlining or italicizing. Also, certain grammatical constructs require that you bold, underline or italicize. You can bold, underline and italicize when using Word. You also can combine these featuresin other words; you can bold, underline and italicize a single piece of text. When you need to perform a task in Microsoft Word, you can usually choose from several methods. The exercises that follow show you how to bold, underline or italicize using four different methods: using the launcher, the Ribbon, the Mini-toolbar/context menu and the keyboard.
EXERCISE 3
Type the following exactly as shown. Remember, pressing the Enter key starts a new paragraph. Press the Enter key at the end of each of the following lines to start a new paragraph. Launcher: Ribbon: Keys: Bold Italicize Underline these words. All three Regular Bold Italicize Underline these words. All three Regular Bold Italicize Underline these words. All three Regular
Mini Toolbar: Bold Italicize Regular
Your screen should look similar to the one shown here.
Computing basics
Bold with the Dialog Box Launcher
Level - 1
2 3 1
1.
On the line that begins with Launcher, select the word "Bold." You can place the cursor before the letter "B" in "Bold." Press the Shift key; then press the right arrow key until the entire word is highlighted.
2. 3.
Choose the Home tab. Click the dialog box launcher in the Font group. The Font dialog box appears.
4.
Click Bold in the Font Style box. Note: You can see the effect of your action in the Preview window. To remove the bold, click Regular.
5. 6.
Click OK to close the dialog box. Click anywhere in the text area to remove the highlighting. You have bolded the word bold.
Computing basics
Alternate Method - Bold with the Ribbon
Level - 1
2 3 1
1. On the line that begins with "Ribbon," select the word "Bold." You can place the cursor before the letter "B" in "Bold." Press the Shift key; then press the right arrow key until the entire word is highlighted. 2. 3. 4. Choose the Home tab. Click the Bold button in the Font group. You have bolded the word bold. again. Note: To remove the bold, you can select the text and then click the Bold button Click anywhere in the text area to remove the highlighting.
Alternate Method - Bold with the Mini Toolbar
1.
On the line that begins with "Mini Toolbar," select the word "Bold." You can place the cursor before the letter "B" in "Bold."Press the Shift key; then press the right arrow key until the entire word is highlighted.
2. 3.
Right-click. The Mini toolbar appears. Click the Bold button . You have bolded the word bold.
Computing basics
Alternate Method - Bold with Keys 1.
Level - 1
On the line that begins with "Keys," select the word "Bold." You can place the cursor before the letter "B" in "Bold." Press the Shift key; then press the right arrow key until the entire word is highlighted. Press Ctrl+b (hold down the Ctrl key while pressing b). Note: To remove the Bold, press Ctrl+b again. You can also remove formatting by pressing Ctrl+spacebar.
2.
3.
Click anywhere in the text area to remove the highlighting.
Italicize with the Dialog Box Launcher
2 3 1
1.
On the line that begins with Launcher, select the word "Italicize." You can place the cursor before the letter "I" in "Italicize." Press the Shift key; then press the right arrow key until the entire word is highlighted. Choose the Home tab. Click the dialog box launcher in the Font group. The Font dialog box appears. Click Italic in the Font Style box. Note: You can see the effect of your selection in the Preview window. To remove the italics, click Regular in the Font Style box.
2. 3. 4.
5. 6.
Click OK to close the Font dialog box. Click anywhere in the text area to remove the highlighting. You have italicized the word Italicize.
Computing basics
Alternate Method - Italicize with the Ribbon
Level - 1
1.
On the line that begins with "Ribbon," select the word "Italicize." You can place the cursor before the letter "I" in "Italicize." Press the Shift key; then press the right arrow key until the entire word is highlighted. Choose the Home tab. Click the Italic button on the Ribbon. You have italicized the word Italicize. again. Note: To remove the italics, select the text and click the Italicize button
2. 3. 4.
Alternate Method - Italicize with the Mini Toolbar
1. On the line that begins with "Mini Toolbar," select the word "Italicize." You can place the cursor before the letter "I" in "Italicize." Press the Shift key; then press the right arrow key until the entire word is highlighted. 2. Right-click. The Mini toolbar appears. 3. Click the Italic button . You have italicized the word Italicize.
Computing basics
Alternate MethodItalicize with Keys 1.
Level - 1
On the line that begins with "Keys," select the word "Italicize." You can place the cursor before the letter "I" in "Italicize." Press the Shift key; then press the right arrow key until the entire word is highlighted. Press Ctrl+i (hold down the Ctrl key while pressing i). Note: To remove italics, press Ctrl+i again. You can also remove formatting by pressing Ctrl+spacebar.
2.
3.
Click anywhere in the text area to remove the highlighting. You have italicized the word Italicize.
Underline with the Dialog Box Launcher You can underline when using Word. Word provides you with many types of underlines from which to choose. The following are some of the underlines that are available if you use the dialog box launcher:
The following illustrates underlining with the dialog box launcher:
Computing basics
1. 2. 3. 4. 5. 6. 7. On the line that begins with "Launcher," select the words "Underline these words." Choose the Home tab. Cli]ck the dialog box launcher in the Font group. The Font dialog box appears. In the Underline Style box, click the down arrow to open the pull-down menu. Click the type of underline you wish to use. Note: To remove an underline, you select none from the pull-down menu.
Level - 1
Click OK to close the dialog box. The underline you selected appears under the words. Click anywhere in the text area to remove the highlighting.
Alternate Method - Underline with the Ribbon
1. 2. 3.
On the line that begins with "Ribbon," select the words "Underline these words." Choose the Home tab. Click the Underline button in the Font group. Alternatively, you can press the down arrow next to the underline button and click to choose the type of underline you want. Note: To remove the underlining, click the Underline button again. Click anywhere in the text area to remove the highlighting.
4.
Computing basics
Alternate Method - Underline with Keys 1. 2. 3. On the line that begins with "Keys," select the words "Underline these words." Press Ctrl+u (hold down the Ctrl key while pressing u). Note: To remove the underlining, press Ctrl+u again. Click anywhere in the text area to remove the highlighting.
Level - 1
All Three with the Dialog Box Launcher

1. 2. 3. 4. On the line that begins with "Launcher," select the words "All three." Choose the Home tab. Click the dialog box launcher in the Font group. The Font dialog box appears. In the Font Style box, click Bold Italic. Note: You can see the effect of your selection in the preview window. To turn off the Bold Italic, click Regular. 5. 6. 7. In the Underline box, click to open the pull-down menu. Click the type of underline you want to use. Note: To remove an underline, select none from the pull-down menu. Click OK to close the dialog box. Click anywhere in the text area to remove the highlighting.
Alternate Method - All Three with the Ribbon 1. 2. 3. 4. 5. 6. On the line that begins with "Ribbon," select the words "All three." Choose the Home tab. Click the Bold button Click the Italic button in the Font group. in the Font group. in the Font group.
Click the Underline button
Alternate Method - All Three with Keys 1. 2. 3. 4. 5. On the line that begins with "Keys," select the words "All three." Press Ctrl+b (bold). Press Ctrl+i (italicize). Press Ctrl+u (underline). Note: You can remove formatting by highlighting the text and pressing Ctrl+spacebar. Click anywhere in the text area to remove the highlighting.
Save a File and Close Word

You must save your documents if you wish to recall them later. You can use the Save option on the Microsoft Office menu, to save a document. You can also save a document by typing Ctrl+s. The first time you save a document, the Save As dialog box appears. Use the Save As dialog box to locate the folder in which you want to save your document and to give your document a name. After you have saved your document at least once, you can save any changes you make to your document simply by clicking the Save after you click the Microsoft Office button. The following exercise shows you how to save the file you just created and close Word. You will name your file Lesson Two.
Computing basics
EXERCISE 4 Save a FileWindows Vista:
Level - 1
1. 2.
Click the Microsoft Office button. A menu appears. Click Save. The Save As dialog box appears, if you are saving your document for the first time.
3. 4. 5. 6. 7.
Use the Address bar to locate the folder in which you want to save your file. Name your file by typing Lesson Two.docx in the File Name box. Click Save. Click the Microsoft Office button. A menu appears. Click Exit Word, which is located in the bottom-right corner of the window. Word closes.
Computing basics
Save a File - Windows XP
1. 2. 3. 4. 5. 6. 7. Click the Microsoft Office button. A menu appears.
Level - 1
Click Save. The Save As dialog box appears if you are saving your document for the first time. Specify the correct folder in the Save In box. Name your document by typing Lesson Two in the File Name box. Click Save. Click the Microsoft Office button. A menu appears. Click Exit Word, which is located in the bottom-right corner of the window. Word closes.
Lesson 3: More Basic Features

The features in Word 2007 can make your work easier, make your documents more attractive and/or enable you to work more efficiently. This Microsoft Word lesson teaches you how to open a file, cut, copy, paste, use AutoText, use spell check, use Find and Replace and change fonts. All of these features either make your work easier or make your document more attractive. Open a File When you do not have time to complete your work or when you finish your work, you can save and close your file. After saving a file, you can later open it to revise or finish it. You learned how to save a file in Lesson 2. In the exercise that follows, you learn how to open the file you saved.
EXERCISE 1
Open a File with Windows Vista If you are using Windows Vista: 1. Open Word 2007. 2. Click the Microsoft Office button. A menu appears. 3. Click Open. The Open dialog box appears. 4. Locate the folder in which you saved the file. The file is named Lesson Two.docx. 5. Click Lesson Two.docx. 6. Click Open. The file you created during the previous lesson appears. Open a File with Windows XP If you are using Windows XP: 1. Open Word 2007. 2. Click the Microsoft Office button. A menu appears. 3. Click Open. The Open dialog box appears. 4. Use the Look In field to move to the folder in which you saved the file. The file is named Lesson Two.docx. 5. Click Lesson Two.docx. 6. Click Open. The file you created during the previous lesson appears.
Computing basics
Alternate MethodOpening a File with Keys
1. 2. 3. 4. 5. Open Word 2007. Press Ctrl+o. Locate the folder in which you saved your file. The file is named Lesson Two.docx Click Lesson Two.docx. Click Open. The file you created during the previous lesson appears.
Level - 1
Cut and Paste

You can use Word's Cut feature to remove information from a document. Then you can use the Paste feature to place the information you cut anywhere in the same or another document. In other words, you can move information from one place in a document to another place in the same or different document by using the Cut and Paste features. The Office Clipboard is a storage area. When you cut, Word stores the data you cut on the Clipboard. You can paste the information that is stored on the Clipboard as often as you like.
EXERCISE 2 Cut with the Ribbon
1. 2. 3. 4.
Type the following: I want to move. I am content where I am. Select "I want to move" Choose the Home tab. Click the Cut button in the Clipboard group. Word cuts the text you selected and places it on the Clipboard. Your text should now read: "I am content where I am."
Computing basics
Paste with the Ribbon
Level - 1
1. 2. 3. 4.
Place the cursor after the period in the sentence "I am content where I am." Press the spacebar to leave a space. Choose the Home tab. Click the Paste button text should now read: in the Clipboard group. Word pastes the text on the Clipboard. Your
"I am content where I am. I want to move."
Alternate Method - Cut with a Context Menu

1. Type the following: I want to move. I am content where I am. 2. 3. 4. Select "I want to move." Right-click. The Mini toolbar and a context menu appear. Click Cut on the menu. Your text should now read: "I am content where I am."
Computing basics
Alternate Method - Paste with a Context Menu
1. Place the cursor after the period in the sentence "I am content where I am." 2. 3. 4. Press the spacebar to leave a space. Right-click. A Mini toolbar and a context menu appear. Click Paste. Your text should now read: "I am content where I am. I want to move."
Level - 1
Alternate Method - Cut with Keys

1. 2. 3. 4. Type the following: I want to move. I am content where I am. Select "I want to move." Press Ctrl+x. Your text should now read: "I am content where I am."
Alternate Method - Paste with Keys

1. 2. 3. 4. Place the cursor after the period in the sentence: "I am content where I am." Press the spacebar to leave a space. Press Ctrl+v. Your text should now read: "I am content where I am. I want to move."
Copy and Paste

In Microsoft Word, you can copy information from one area of a document and place the information you copied anywhere in the same or another document. In other words, after you type information into a document, if you want to place the same information somewhere else, you do not have to retype the information. You simple copy it and then paste it in the new location. As with cut data, Word stores copied data on the Clipboard.
Computing basics
EXERCISE 3 Copy with the Ribbon
Level - 1
1. 2. 3. 4.
Type the following: You will want to copy me. One of me is all you need. Select "You will want to copy me." Choose the Home tab. Click the Copy button Clipboard. in the Clipboard group. Word copies the data you selected to the
Paste with the Ribbon
1. 2. 3. 4.
Place the cursor after the period in the sentence: "One of me is all you need." Press the spacebar to leave a space. Choose the Home tab. Click the Paste button in the Clipboard group. Word places the data you copied at the insertion point. Your text should now read: "You will want to copy me. One of me is all you need. You will want to copy me."
Computing basics
Alternate Method - Copy with a Context Menu
Level - 1
1. 2. 3. 4.
Type the following: You will want to copy me. One of me is all you need. Select "You will want to copy me." Right-click. A Mini toolbar and a context menu appear. Click Copy. Word places the data you copied at the insertion point. Your text should now read: "You will want to copy me. One of me is all you need. You will want to copy me."
Alternate Method - Paste with a Context Menu
1. 2. 3. 4.
Place the cursor after the period in the sentence: "One of me is all you need." Press the spacebar to leave a space. Right-click. A context menu appears. Click Paste. Word pastes the information on the Clipboard into the document.
Alternate Method - Copy with Keys

1. 2. 3. Type the following: You will want to copy me. One of me is all you need. Select "You will want to copy me. Press Ctrl+c. Word copies the information you selected to the Clipboard.
Alternate Method - Paste with Keys

1. 2. 3. 4. Place the cursor after the period in the sentence "One of me is all you need." Press the spacebar to leave a space. Press Ctrl+v. Your text should now read: "You will want to copy me. One of me is all you need. You will want to copy me."
Computing basics
Use the Clipboard
Level - 1
As you cut or copy, Word can store the information you have cut or copied on the Clipboard in a hierarchy. Then each time you cut or copy, the data you just cut or copied moves to the top of the Clipboard hierarchy and the data previously at the top moves down one level. When you choose Paste, the item at the top of the hierarchy is the item Word pastes into your document. The Clipboard can store up to 24 items. You can paste any item on the Clipboard into your document by placing your cursor at the insertion point, displaying the Clipboard pane and then clicking the item. The Clipboard pane includes an Options button. You can click the Options button to set the Clipboard options described in the following table. Option Show Office Clipboard Automatically Show Office Clipboard When Ctrl+c Pressed Twice Collect Without Showing Office Clipboard Show Office Clipboard Icon on Taskbar Show Status Near Taskbar When Copying Description Shows the Clipboard automatically when you copy items. Shows the Clipboard when you press Ctrl+c twice. Copies to the Clipboard without displaying the Clipboard pane. Displays the Clipboard icon on your system taskbar. Displays the number of items copied on the taskbar when copying.
EXERCISE 4 Use the Clipboard

1. 2. 3. 4. Place the cursor at the point at which you want to insert your text. Choose the Home tab. Click the Clipboard dialog box launcher to open the Clipboard. Click the item on the clipboard you want to insert into your document. Word pastes the Clipboard item into your document at the insertion point.
Use the Clipboard

Cut and Copy both store information on the Clipboard. Information you store on the Clipboard is eventually lost. If you want to store information permanently for reuse, use AutoText. AutoText permanently stores information for future use.
Computing basics
EXERCISE 5 Create AutoText
Level - 1
1.
Type the following: AutoText information is stored permanently.
2. 3. 4. 5. 6. 7. 8. 9.
Select "AutoText information is stored permanently." Choose the Insert tab. Click Quick Parts in the Text group. A menu appears. Click Save Selection to Quick Part Gallery. The Create New Building Block dialog box appears. Microsoft Word suggests a name. Change the name by typing AT in the Name field. Click OK. The dialog box closes. Click anywhere in the text area to remove the highlighting. Place the cursor between the period in the sentence you just typed and the paragraph marker ().
10. Press the spacebar to leave a blank space. 11. Type AT. 12. Press F3. Your text should now read: "AutoText information is stored permanently. AutoText information is stored permanently." Note: Whenever you need the text, simply type the name (AT) and then press F3.
Use Spell Check

Word checks your spelling and grammar as you type. Spelling errors display with a red wavy line under the word. Grammar errors display with a green wavy line under the error. In Word 2007, you can use the Review tab's Spelling & Grammar button to initiate a spell and grammar check of your document.
Computing basics
EXERCISE 6 Use Spell Check
Level - 1
1. 2. 3. 4.
Type the following exactly as shown. Include all errors. Open thr door for Mayrala. She is a teacher from the town of Ridgemont. Select: "Open thr door for Mayrala. She is a teacher from the town of Ridgemont." Choose the Review tab. Click the Spelling & Grammar button. The Spelling and Grammar dialog box appears.
6. 7. 8. 9.
"The" is misspelled, so it is highlighted on the screen and noted in the Not in Dictionary box. Word suggests correct spellings. These suggestions are found in the Suggestions box. Click "the" in the Suggestions box. Click Change. Note: If the word is misspelled in several places, click Change All to correct all misspellings. The name "Mayrala" is not in the dictionary, but it is correct. Click Ignore Once to leave "Mayrala" in the document with its current spelling. Note: If a word appears in several places in the document, click Ignore All so you are not prompted to correct the spelling for each occurrence.
Computing basics
Level - 1
10. "Ridgemont" is not found in the dictionary. If you frequently use a word not found in the dictionary, you might want to add that word to the dictionary by clicking the Add to Dictionary button. Word will then recognize the word the next time it appears. Click Add to Dictionary. 11. The following should appear on your screen: "Word finished checking the selection. Do you want to continue checking the remainder of the document?" 12. Click No. If you wanted Word to spell-check the entire document, you would have clicked Yes. Note: You can also press F7 to initiate a spelling and grammar check. If you don't have anything selected, Word checks the entire document.
Find and Replace

If you need to find a particular word or phrase in your document, you can use the Find command. This command is especially useful when you are working with large files. If you want to search the entire document, simply execute the Find command. If you want to limit your search to a selected area, select that area and then execute the Find command. After you find the word or phrase you are searching for, you can replace it with new text by executing the Replace command.
EXERCISE 7 Use Find with the Ribbon
1.
Type the following: Monica is from Easton. She lives on the east side of town. Her daughter attends Eastern High School.
2. 3. 4. 5. 6. 7.
Select: "Monica is from Easton. She lives on the east side of town. Her daughter attends Eastern High School." Choose the Home tab. Click Find in the Editing group. A menu appears. Click the Find option on the menu. The Find and Replace dialog box appears. Type east in the Find What field. Click Find Next. Note that the "East" in Easton is highlighted.
Computing basics
Level - 1
8. 9.
Click Find Next again. Note that "east" is highlighted. Click Find Next again. Note that the "East" in Eastern is highlighted.
10. Click Find Next. The following message should appear: "Word has finished searching the selec tion. Do you want to search the remainder of the document?" 11. Click No. 12. Click Cancel.
Alternate Method - Find with Keys

1. 2. 3. Select: "Monica is from Easton. She lives on the east side of town. Her daughter attends Eastern High School." Press Ctrl+f. Follow steps 6 through 12 in the preceding section.
Use Replace with the Ribbon
1. 2.
Select "Monica is from Easton. She lives on the east side of town. Her daughter attends Eastern High School." Choose the Home tab.
Computing basics
Level - 1
3. 4. 5. 6. 7. 8. 9.
Click Replace in the Editing group. The Find and Replace dialog box appears. Type east in the Find What box. Type west in the Replace With box. Click Find Next. The East in Easton is highlighted. Click Replace. Word replaces the "East" in "Easton" with "West" and then highlights the word "east." Click Replace. Word replaces the word "east" with "west" and then highlights the word "Eastern." Click Close. Do not replace the "East" in "Eastern" with "West." "Monica is from Weston. She lives on the west side of town. Her daughter attends Eastern High School."
10. Your text should now read,
Alternate Method - Replace with Keys

1. 2. 3. Select "Monica is from Easton. She lives on the west side of town. Her daughter attends Western High School." Press Ctrl+h. Follow steps 4 through 11 in the preceding section.
Change the Font Size

A font is a set of characters (text) represented in a single typeface. Each character within a font is created by using the same basic style. In Microsoft Word, you can change the size of your font. The following exercise illustrates changing the font size.
EXERCISE 8 Change the Font Size

1. 2. 3. 4. Type the following: I can be any size you want me to be. Select "I can be any size you want me to be." Choose the Home tab. In the Font group, click the down arrow next to the Font Size box. A menu of font sizes appears.
Computing basics
Level - 1
5. 6.
Move your cursor over the menu of font sizes. As you do, Word 2007 provides a live preview of the effect of applying each font size. Click 36 to select it as your font size.
Note: If you know the font size you want, you can type it in the Font Size field.
Alternate Method - Change the Font Size with Grow Font and Shrink Font
You can also change the size of your font by clicking the Grow Font and Shrink Font buttons. Selecting text and then clicking the Grow Font button makes your font larger. Selecting text and then clicking the Shrink Font button makes your font smaller.
Computing basics
1. 2. 3. 4. 5. 6. Type the following: Grow Shrink Select "Grow." Choose the Home tab. Click the Grow Font button Select Shrink. Click the Shrink Font button several times. Your font becomes smaller. several times. You font becomes larger.
Level - 1
Change the Font

In Microsoft Word, you can change the font (the "family" of type you use for your text). This feature is illustrated in the following exercise:
EXERCISE 9 Change the Font with the Ribbon
1. 2. 3. 4. 5. 6.
Type the following: Changing fonts Select "Changing fonts." Choose the Home tab. Click the down arrow next to the Font field. A menu of fonts appears. Move the cursor over the list of fonts. Word 2007 provides a live preview of what the font will look like if you select it. Click the font name to select the font you want.
Computing basics
Alternate Method - Change the Font with the Mini Toolbar
Level - 1
1. 2. 3. 4. 5.
Select "Changing fonts." Right-click. The Mini toolbar and a menu appear. Move to the Mini toolbar. Click the down arrow next to the Font field. A menu of fonts appears. Click the name of the font you want.
Save Your File

This is the end of Lesson 3. You can save your file and close Word. See Lesson 2 to learn how to save and close.
Lesson 4: Formatting Paragraphs and Working with Styles

When you type information into Microsoft Word, each time you press the Enter key Word creates a new paragraph. You can format paragraphs. For example, you can indent the first line of a paragraph, you can set the amount of space that separates paragraphs and you can align a paragraph left, right, center or flush with both margins. Styles are a set of formats you can quickly apply to a paragraph. For example, by applying a style, you can set the font, set the font size and align a paragraph all at once. In this lesson, you will learn about the various formats you can apply to a paragraph and about styles. When you are formatting a paragraph, you do not need to select the entire paragraph. Placing the cursor anywhere in the paragraph enables you to format it. After you format a paragraph, pressing the Enter key creates a new paragraph in the same format.
Open a Blank Document

To begin a new Word project, you start by opening a new document. To begin this lesson, open a blank document in Microsoft Word.
Computing basics
EXERCISE 1 Open a Blank Document
1. 2. 3. 4. 5. Open Word 2007. Click the Microsoft Office button. A menu appears. Click New. The New Document dialog box appears. Click Blank Document. Click Create. A new blank document opens.
Level - 1
Add Sample Text

This lesson uses sample text provided by Microsoft for training and demonstration purposes. You can type the text; however, there is a quicker way. You can use the rand function. Functions are used to obtain information. You tell the function what you want and the function returns that information to you. By default, in Word, when you type the rand function, Word returns three paragraphs. When working with functions, you use arguments to be specific about what you want the function to return. There are two arguments you can use with the rand function. The first one tells Word how many paragraphs you want, and the second one tells Word how many sentences you want in a paragraph. You place arguments between the parentheses and you separate them with a comma. For example, if you type =rand() and then press Enter, word returns three paragraphs. To tell Word you want two paragraphs with three sentences in each paragraph, you type =rand(2,3).
Computing basics
EXERCISE 2 Add Sample Text
1. 2. Type =rand(). Press the Enter key. The following text appears:
Level - 1
On the Insert tab, the galleries include items that are designed to coordinate with the overall look of your document. You can use these galleries to insert tables, headers, footers, lists, cover pages and other document building blocks. When you create pictures, charts or diagrams, they also coordinate with your current document look. You can easily change the formatting of selected text in the document text by choosing a look for the selected text from the Quick Styles gallery on the Home tab. You can also format text directly by using the other controls on the Home tab. Most controls offer a choice of using the look from the current theme or using a format that you specify directly. To change the overall look of your document, choose new Theme elements on the Page Layout tab. To change the looks available in the Quick Style gallery, use the Change Current Quick Style Set command. Both the Themes gallery and the Quick Styles gallery provide reset commands so that you can always restore the look of your document to the original contained in your current template.
Add Space Before or After Paragraphs

When creating a document, space is often used to clearly identify where each paragraph begins and ends. By default, Word may place slightly more space between paragraphs than it does between lines in a paragraph. You can increase or decrease the amount of space that appears before and after paragraphs by entering amounts in the Before and After fields in the Paragraph section of the Page Layout tab. Use the up arrows next to the Before and After fields to increase the amount of space before or after each paragraph; use the down arrows to decrease the amount of space before or after each paragraph. The following illustrates:
EXERCISE 3
Add Space Before or After Paragraphs
1. Place your cursor anywhere in the second paragraph of the sample text you created in Exercise 2. 2. Choose the Page Layout tab. The default spacing appears in the Spacing Before field. Click the up arrow next to the Spacing Before field to increase the space before the paragraph. Click the up arrow next to the Spacing After field to increase the amount of space after the paragraph.
3.
4.
Computing basics
Level - 1
Note: You can click the down arrows next to the Spacing Before and the Spacing After fields to decrease the amount of space before or after a paragraph. You can also type the amount of space you want to use directly into the fields. Space is measured in points. There are 72 points to an inch.
Change Line Spacing

Line spacing sets the amount of space between lines within a paragraph. The spacing for each line is set to accommodate the largest font on that line. If the lines include smaller fonts, there will appear to be extra space between lines where the smaller fonts are located. At 1.5, the line spacing is set to one-and-a-half times the single-space amount. At 2.0, the line spacing is set to two times the single-space amount (double space).
EXERCISE 4
Change Line Spacing
1. 2. 3. 4.
Place your cursor anywhere in the first paragraph of the sample text you created in Exercise 2. Choose the Home tab. Click the Line Spacing button in the Paragraph group. A menu of options appears. Click 2.0 to double-space the first paragraph.
Create a First-Line Indent

Some people and organizations delineate the start of a new paragraph by indenting the first line. If you want to indent the first line of your paragraphs, you can use the Paragraph dialog box to set the amount by which you want to indent. In the Special Field of the Paragraph dialog box, you tell Word you want to indent the first line by choosing First Line from the menu options. In the By field, you tell Word the amount in inches by which you want to indent.
Computing basics
EXERCISE 5
Create a First-line Indent
Level - 1
1. 2. 3. 4. 5. 6. 7. 8.
Place your cursor anywhere within the first paragraph of the sample text you created in Exercise 2. Choose the Home tab. In the Paragraphs group, click the launcher. The Paragraph dialog box appears. Choose the Indents and Spacing tab. Click to open the drop-down menu on the Special field. Click First Line. Enter 0.5" in the By field. Click OK. The first line of your paragraph is now indented half an inch.
Special Note: To remove the first line indent:

1. 2. 3. 4. 5. 6. Place the cursor anywhere in the paragraph. Choose the Home tab. In the Paragraphs group, click the launcher. The Paragraph dialog box opens. Choose the Indents and Spacing tab. Click the down arrow next to the Special field and then click None. Click OK.
Indent Paragraphs
Indentation allows you to indent your paragraph from the left and/or right margin. You may find this necessary when you are quoting a large block of text. The following exercise shows you how to indent a paragraph 1 inch from each side.
Computing basics
Indent Paragraphs
Level - 1
1. 2. 3. 4.
Place your cursor anywhere in the second paragraph of the sample text you created in Exercise 2. Choose the Page Layout tab. Type 1" in the Indent Left field or use the up or down arrows to set the field value to 1". Type 1" in the Indent Right field or use the up or down arrows to set the field value to 1". Your paragraph is now indented one inch from both the left and right margins, as in the example.
Align Paragraphs
Microsoft Word gives you a choice of several types of alignments. Left-aligned text is flush with the left margin of your document and is the default setting. Right-aligned text is flush with the right margin of your document, centered text is centered between the left and right margins, and justified text is flush with both the left and right margins.
EXERCISE 7 Create the Paragraphs

1. 2. 3. 4. Type Sample Paragraph. Press Enter. Type =rand(1) to create a paragraph. Press Enter.
Computing basics
Right - align
Level - 1
1. 2. 3.
Select the paragraphs you created. Choose the Home tab. Click the Align-right button in the Paragraph group. Word right-aligns your paragraphs.
Left - align
1. 2. 3. Select the paragraphs you created. Choose the Home tab. Click the Align-left button in the Paragraph group. Word left-aligns your paragraph.
Center
1. 2. 3. Selected the paragraphs you created. Choose the Home tab. Click the Center button in the Paragraph group. Word centers your paragraph.
Justify
1. 2. 3. Select the paragraphs you created. Choose the Home tab. Click the Justify button in the Paragraph group. Word justifies your paragraph.
Alternate Method - Right-Justify with Keys

1. 2. Select the paragraphs you created. Press Ctrl+r. The paragraph is now right-aligned.
Computing basics
Alternate Method - Left-Justify with Keys
1. 2. Select the paragraphs you created. Press Ctrl+l. The paragraph is now left-aligned.
Level - 1
Alternate Method - Center with Keys

1. 2. Select the paragraphs you created. Press Ctrl+e. The paragraph is now centered.
Alternate Method - Justify with Keys

1. 2. Select the paragraphs you created. Press Ctrl+j. The paragraph is now justified.
Create a Hanging Indent

The hanging indent feature indents each line except the first line by the amount specified in the By field, as shown in the example. EXAMPLE: Hanging Indent
Hanging Indent: The hanging indent feature indents the first line of the paragraph from the margin by the amount specified in the Left field. The amount in the Left field plus the amount specified in the By field indent all subsequent lines.
EXERCISE 8
Create a Hanging Indent
Computing basics
1. Type the following: Hanging Indent: The hanging indent feature indents the first line by the amount specified in the Left field. Subse quent lines are indented by the amount speci fied in the Left field plus the amount specified in the By field. Select the paragraph you just typed. Choose the Home tab. Click the launcher in the Paragraph group. The Paragraph dialog box appears. Choose the Indents and Spacing tab. In the Special field, click to open the pull-down menu. Click Hanging. In the By box, type 2". Click OK.
Level - 1
2. 3. 4. 5. 6. 7. 8. 9.
10. Place the cursor after the colon following "Hanging Indent." 11. Press the Tab key. Notice that the indentation changes.
Choose a Style Set

When working with Word, you can use styles to quickly format your documents. A style is a set of formats consisting of such things as fonts, font colors, font sizes, and paragraph formats. Word 2007 supplies you with predesigned style sets that contain styles for titles, subtitles, quotes, headings, lists and more. The sections that follow all show you how to work with styles
EXERCISE 9
Choose a Style Set
1. 2. 3. Choose the Home tab. Click Change Styles in the Styles group. A menu appears. Click Style Set. A menu appears. You can choose from any of the styles listed on the menu. Click Simple. Word 2007 refor mats all of the paragraphs into the Simple style by applying the Normal format to each paragraph.
4.
Computing basics
Apply a Style
Level - 1
You can see of all the styles available to you in the style set by clicking the launcher in the Styles group and opening the Styles pane. You can leave the Styles pane open and available for use by docking it. To dock the Styles pane, click the top of the pane and drag it to the left or right edge of the Word window. You do not need to select an entire paragraph to apply a style. If the cursor is anywhere in the paragraph, when you click on the style, Word formats the entire paragraph.
EXERCISE 10 Apply the Title Style
1. 2.
Choose the Home tab. Click the launcher in the Styles Group. The Styles pane appears. You can drag it to the side of the Word window to dock it. To close the Styles pane, click the Close button in the upper right corner of the pane. Click anywhere in the paragraph "Single-Parent FamilyCareer Help." Click Title in the Styles pane. Word 2007 applies the Title style to the paragraph.
3. 4.
Headings and subheadings mark major topics within your document. With Word 2007, you can easily format the headings and subheadings in your document.
Computing basics
Apply Headings
1. 2. 3. Click anywhere in the paragraph "The Nature of Single Parenthood." In the Style box, click Heading 1. Word reformats the paragraph. Repeat steps 1 and 2 in the following paragraphs: Types of Single Parents Career Development Needs of Single Parents Career Development Programs
Level - 1
Apply Subheadings
1. 2. 3. Click anywhere in the paragraph "Displaced Homemakers" In the Style box, click Heading 2. Word reformats the paragraph. Repeat steps 1 and 2 for the following paragraphs: Displaced Homemakers Adolescent Mothers Single Fathers High School Dropout Prevention Established Education Sites
Alternate Method - Apply Styles with the Ribbon

You can also choose styles by selecting the option you want from the Styles group on the Ribbon. First you must place your cursor in the paragraph to which you want to apply the style. Then you click the More button in the Styles group to see all of the styles in the currently selected set. As you roll your cursor over each of the styles listed, Word 2007 provides you with a live preview of how the style will appear when applied. 1. Select the paragraphs "Emotional Support" through "Parenthood Education" (they are probably on page two). 2. Click the More button in the Styles group. 3. Locate and click the List Paragraph style. Word applies the List Paragraph style to the paragraphs you selected.
Change Style Sets

Once you have applied styles, changing to another style set is easy. You simply open the Style Set gallery. As you move your cursor down the menu, Word 2007 provides you with a live preview of the effect of applying the style set. To choose a style set, you click it.
Computing basics
EXERCISE 11 Change Style Sets
1. 2. 3. Click Change Styles in the Styles group. A menu appears.
Level - 1
Click Style Set. A menu appears. As you move your cursor down the menu Word 2007 provides you with a live preview of the effect of applying the Style set to your document. Click Formal. Word 2007 reformats all of the paragraphs into the Formal style applying the appropriate format to each paragraph.
Lesson 5: Adding Bullets and Numbers, Undoing and Redoing, Setting Page Layouts and Printing Documents
If you have lists of data, you may want to bullet or number them. When using Microsoft Word, bulleting and numbering are easy. The first part of this lesson teaches you to bullet and number. After you have completed your document, you may want to share it with others. One way to share your document is to print and distribute it. However, before you print you may want to add page numbers and tell Word such things as the page orientation, the paper size and the margin setting you want to use. In this lesson you will learn how to layout and how to print your documents.
Add Bullets and Numbers

In Microsoft Word, you can easily create bulleted or numbered lists of items. Several bulleting and numbering styles are available, as shown in the examples. You can select the one you wish to use.
EXAMPLES: Numbering
Computing basics
EXAMPLES: Bulleting
Level - 1
EXERCISE 1 Bullets
1. Type the following list as shown: Apple Orange Grape Mango Cherry 2. 3. 4. 5. Select the words you just typed. Choose the Home tab. In the Paragraph group, click the down arrow next to the Bullets button . The Bullet Library appears. Click to select the type of bullet you want to use. Word adds bullets to your list.
To remove the bulleting:

1. 2. 3. 4. Select the list again. Choose the Home tab. In the Paragraph group, click the down arrow next to the Bullets icon. The Bullet dialog box appears. Click None. Word removes the bullets from your list.
Computing basics
Numbers
1. Type the following list as shown: Apple Orange Grape Mango Cherry
Level - 1
2. 3. 4.
Select the words you just typed. Choose the Home tab. In the Paragraph group, click the down arrow next to the Numbering button . The Numbering Library appears. Click to select the type of numbering you want to use. Word numbers your list. Note: As you move your cursor over the various number styles, Word displays the number style onscreen.
5.
To remove the numbering:

1. 2. 3. 4. Select the list again. Choose the Home tab. In the Paragraph group, click the down arrow next to the Numbering icon. The Number dialog box appears. Click None. Word removes the numbering from your list.
Undo and Redo

You can quickly reverse most commands you execute by using Undo. If you then change your mind again, and want to reapply a command, you can use Redo.
EXERCISE 1 Undo and Redo

1. 2. 3. 4. 5. 6. Type Undo example. Click the Undo button on the Quick Access menu. The typing disappears. Click the Redo button on the Quick Access menu. The typing reappears. Select "Undo example." Press Ctrl+b to bold. Word bolds the text. Press Ctrl+i. Word italicizes the text.
Computing basics
7. 8. Press Ctrl+u Word underlines the text.
Level - 1
Click the down arrow next to the Undo icon. You will see the actions you performed listed. To undo the underline, click Underline; to undo the underline and italic, click Underline Italic; to undo the underline, italic, and bold click Bold etc. To redo, click the Redo icon several times.
9.
Alternate Method - Undo & Redo by Using Keys

1. 2. 3. 4. 5. 6. 7. Type Undo example. Press Ctrl+z. The typing disappears. Press Ctrl+y. The typing reappears. Select "Undo example." Press Ctrl+u to underline. Press Ctrl+z. The underline is removed. Press Ctrl+y. The underline reappears.
Set the Orientation

Before you print your document, you may want to change the orientation of your pages. There are two orientations you can use: portrait and landscape. Paper such as paper sized 8 1/2 by 11 is longer on one edge than it is on the other. If you print in Portrait, the shortest edge of the paper becomes the top of the page. Portrait is the default option. If you print Landscape, the longest edge of the paper becomes the top of the page. Portrait Landscape
EXERCISE 3 Set the Orientation

1. 2. 3. Choose the Page Layout tab. Click Orientation in the Page Setup group. A menu appears. Click Portrait. Word sets your page orientation to Portrait.
Set the Page Size

Paper comes in a variety of sizes. Most business correspondence uses 8 1/2 by 11 paper which is the default page size in Word. If you are not using 8 1/2 by 11 paper, you can use the Size option in the Page Setup group of the Page Layout tab to change the Size setting.
Computing basics
EXERCISE 4 Set the Page Size
1. 2. 3. Choose the Page Layout tab. Click Size in the Page Setup group. A menu appears. Click Letter 8.5 x 11in. Word sets your page size.
Level - 1
Set the Margins

Margins define the amount of white space that appears at the top, bottom, left and right edges of your document. The Margin option in the Page Setup group of the Page Layout tab provides several standard margin sizes from which you can choose.
EXERCISE 5 Set the Margins

1. 2. 3. Choose the Page Layout tab. Click Margins in the Page Setup group. A menu appears. Click Moderate. Word sets your margins to the Moderate settings.
Add Page Numbers

Page numbers help you keep your document organized and enable readers to find information quickly. You can add page numbers to the top, bottom or margins of your pages and you can choose where the numbers appear. For example, numbers can appear at the top of the page, on the left, right, or center of the page. Word also offers several number styles from which you can choose.
Computing basics
EXERCISE 6 Add Page Numbers
Level - 1
1. 2. 3. 4.
Choose the Insert tab. Click the Page Number button in the Header & Footer group. A menu appears. Click Bottom of Page. Click the right-side option.
Insert Page Breaks

As you learned in Lesson 1, you can display your document in any of five views: Draft, Web Layout, Print Layout, Full Screen Reading or Online Layout. In Print Layout view you see your document as it will appear when you print it. You can clearly see where each page ends and a new page begins. As you review your document, you may find that you want to change the point at which a new page begins. You do this by inserting a page break. For example, if a page heading appears on one page and the first paragraph under the heading appears on the next page, you may want to insert a page break before the heading to keep the heading and the first paragraph together.
EXERCISE 7 Change to Print View
Computing basics
1. Choose the View tab.
Level - 1
2. Click Print Layout in the Document Views group. Your document changes to the Print Layout view.
Insert Page Breaks
1. 2. 3.
Place your cursor before the D in "Displaced Homemakers" Choose the Insert tab. Click Page Break. Word places a page break in your document.
To delete a page break, you select the page break and then press the Delete key.
Preview and Print Documents

When you have your margins, tabs etc. the way you want them, you are ready to print. In Word, You can preview your document before you print. In the Preview mode, you can review each page, view multiple pages at the same time, zoom in on a page and access the Size, Orientation and Margin options. If you press the Zoom button while you are in Preview mode, the Zoom dialog box appears. In the Zoom dialog box you can set the sizes of the pages that display as well as the number of pages that display. When you are ready to print, you use the Print dialog box. In the Print Range area, choose All to print every page of your document, choose Current Page to print the page you are currently on or choose Pages to enter the specific pages you want to print. Type the pages you want to print in the Pages field. Separate individual pages with commas (1,3,13); specify a range by using a dash (4-9).
Computing basics
EXERCISE 8 Print Preview
1. Click the Microsoft Office button. A menu appears. 2. Highlight the Print option. The Preview and Print the Document menu appears. 3. Click Print Preview. The Preview window appears with your document in the window.
Level - 1
4. Click One Page to view one page at a time. Click Two Pages to view two pages at a time. 5. To view your document in normal size, click 100%. 6. Click the Zoom Button. The Zoom dialog box appears. 7. Select an option and then click OK. Perform this task for each option and note the results. Note: As you review your document, if you see changes you would like to make to the layout, use the Margin, Orientation or Page Size options to make the changes. If you want to make other types of changes to your document, click the Close Print Preview button to return to your document. Once you are satisfied with your document, you are ready to print.
Print
1. 2. 3. 4. Click the Print button. The Print dialog box appears. Click the down arrow next to the Name field and select the printer to which you want to print. Choose All as the page range. Click OK. Word prints your document.
Unit III File Management

Do you use a file cabinet at home or do you just have a huge pile of papers in the corner? Hopefully, you have a cabinet filled with folders that are labeled in a logical manner so you can find any document quickly. PC users need to take the same attitude toward the data on their PC! Each PC user should know how to view their files, how to create folders and how to move files from one folder to another. Viewing Your Files and Folders Using Windows Explorer Different Ways of Viewing Files Creating Folders; Copying and Moving Files and Folders
Viewing Your Files and Folders

Before we discuss using Windows Explorer to view your folders and files, let's look at the contents of My Documents in a simple way. On your desktop, double-click My Documents or double-click My Computer and then from the left sidebar click My Documents. The folders are usually listed first - with a little picture of a folder beside each one. If you do not see any folders in the Name column, click on the column name to sort.
Computing basics
The files are listed below the folders and there is a small image in front of each file which corresponds to the file type (extension). For example, a blue "W" stands for Microsoft Word and the file extension for a Word document is .doc or .docs. From this window you can sort your files and folders by clicking on the column heading. For instance, to see the folders and files you have used most recently, click on the column titled Date Modified. Do you see the file extensions after the filenames? If not, then the ability to see file extensions on your PC is turned off and you need to turn it on! In My Computer or Windows Explorer, click Tools, click Folder Options and click the View tab. Uncheck the box in front of Hide extensions for known file types and click OK.
Level - 1
Using Windows Explorer

Viewing your data using Windows Explorer is best because you get an extra column on the left that shows just folders - no files. To open Windows Explorer, right-click Start and click Explorer or you can press the Windows Key and the letter E on your keyboard simultaneously. Look at the picture below. You will see two columns: the left column shows only your folders and the right column shows folders and/or files. How does a window decide what to display in the right column? It displays the contents of the folder you click on in the left column or the folder you double-click on in the right column. When you open Windows Explorer, My Documents should be near the top. To the left of the My Documents folder will be a + or - sign. A + sign says that the folder contains folders, but they are hidden. A - sign says that all of the folders are displayed. You can show/hide the folders inside of another folder by toggling the + and - signs. Notice that the folder named Rock inside of My Music has a + sign in front of it. If we click on the + sign, we would see the folders inside of Rock. Try it on your own PC.
Different Ways of Viewing Files

As stated above, when you click on a folder in the left column or double-click a folder in the right column, its contents are displayed in the right column. You can view these contents in different ways. Find the View Menu icon near the top of the Window to the right. When you hover over it with your cursor, the word "Views" appears. When you click this icon you see a small menu. The 3 important choices on this menu are: List, Details and Thumbnails.
Computing basics
Level - 1
If you click on List, only filenames are shown in the right column. If you click on Details, multiple columns of information are shown for each file, such as Size, Type and Date Modified. Lastly, by clicking Thumbnails on the View Menu, a very small image of any photograph or clip art is displayed. A small representation of an image is called a thumbnail. When in Details view, you can customize what columns of information are shown by right-clicking on any column heading and adding or removing a checkmark by a column name. Display only the columns you need so that you have enough room to display most of the column content in the window. Also, when in Details view, you can sort the folders and files in the right column of Windows Explorer by clicking on a column heading. For instance, if you are looking for your most recent files, click on the Date Modified column until the newest files are listed first. Or click on Name to see your files in alphabetical order.
CREATING FOLDERS: COPYING AND MOVING FILES AND FOLDERS

These are some of the ways that you can organize your data using Windows Explorer: Create a new folder: In the right column of Windows Explorer, right-click in the white space, making sure nothing is highlighted. Move the cursor over the word New, click on Folder and type the folder name. If you miss the chance to type the name, your folder will be given the name New Folder. Rename a folder or file: Right-click on the object and click rename. Or click the object once, pause, click again, and type the new name. When renaming files, make sure you keep the period and file extension intact! Copy a folder or file: Right-click on the object and click Copy. Then, in the white space of the right column - making sure nothing is highlighted - right-click and click Paste. The copied folder or file will be placed at the bottom of the list. Move a file to another folder: Method 1: Right-click on the file and click Cut. Find the receiving or target folder in the left column. Rightclick on the folder and click Paste. (or to play it safe, Copy and Paste, and then go back and delete the file from the original location once you've verified that it resides in the new location.) Method 2 - "Drag and Drop": Click the appropriate folder in the left column so that your file is displayed in the right column. Then locate, but don't click on the target folder in the left column. (Click + in front of a folder to display the folders inside it.) Click and drag the file in the right column over to the target folder in the left column and when the target folder becomes highlighted, release the mouse button. The file will drop into the folder. Make sure the correct folder is highlighted before releasing the mouse button or your file may drop into the wrong folder. This takes a little practice, but it is a nifty function.
OPENING AND CLOSING AN APPLICATION:

To open an application you have two options: 1. Open the Start menu and click on the name of the application. 2. Find the icon for the application and either double-click it or right-click and choose Open.
TO CLOSE AN APPLICATION:
1. Most applications can be closed by choosing "File" menu and selecting Quit or Exit. 2. If no file menu is available, click the "X" button in the upper right-hand corner of the applications Windows XP, 7
Computing basics
MANIPULATING WINDOWS:
Level - 1
The sizes of the windows on your screen can be changed so that more windows are visible. Following is a list of common features that can be implemented on all windows.
MAXIMIZE
This function allows you to concentrate on one application by making its window cover the entire screen.
MINIMIZE
This function allows you to keep an application running but removes it from the desktop area so that other applications can be accessed. The minimized program becomes a bar at the bottom of the screen and can be accessed by clicking on the bar.
RESIZE
If an application window is not maximized, it can be resized so that more or less content can be seen. If you move your mouse pointer to one of the edges of the window, it will become a two-way arrow. At this point, hold down the left mouse button and drag the perimeter of the window in or out. When you release the mouse button, the window will resize to your specifications.
CLOSE
This function closes and exits the application you are running. However, if you are running an application such as Microsoft Word, the window of each document will have a close button and clicking this button will only close that particular document and not the entire program. It is important to always save your work before using the close feature, as any unsaved changes will be lost.
SAVING
Saving material onto a disk stores that material so that it can be accessed again. Any work you do on the computer should be saved, including papers and other assignments. Although you may be working in different applications, the saving procedure is generally the same. 1. Insert a disk into the correct disk drive. 2. Go under the File menu in the application, and choose "Save As." 3. When the Save As dialogue box appears, click the arrow button next to the Save In box. This will cause a menu of save options to appear. 4. To save on your removable disk, choose either the 3 1/2" Floppy Drive or the Zip Drive accordingly. 5. Type in a filename that will identify your document at the bottom of the box. 6. Click the Save button located in the lower right-hand corner of the box. 7. Save work as you continue, you only need to click on the save icon or go under File> Save.
Computing basics
PRINTING
Level - 1
Most labs have one or two printers that are shared by many computers in the lab. As with saving, most applications print in a similar fashion. Follow these steps to print your work. 1. Save your work. Computers sometimes freeze when you ask them to print and all of your work may be lost. 2. Go under the File menu to print. 3. When the dialogue box appears, check to make sure that the printer listed is the printer in the lab you are in. If it is not, click on the arrow to the right of the printer name and choose the correct printer. 4. Choose how many copies you would like printed. 5. Decide if you only want a portion of the work to be printed and choose the number of pages to print. 6. Click OK.
DELETING FILES:
If you choose to delete an item from your disk or from the computer's hard drive, you will need to access the Recycle Bin. It is important to remember that you may only delete items from the hard drive that you have created. To delete an item from a disk or the hard drive, use the following steps. 1. If it is on a removable disk, first insert the disk into the correct drive. Next double click on the My Computer icon on the Desktop. Choose the drive that the item is located on by double clicking the appropriate drive icon. Open the file that the item is located in. 2. Left-click on the item that you wish to delete and hold the button down. 3. Drag the item out of the window it is in and place it over the Recycle Bin located on the Desktop. 4. When the Recycle Bin is highlighted, release the button. The item should disappear from the drive. 5. When the dialogue box appears asking you if you are sure you want to delete this item, click Yes. When you deposit items in the Recycle Bin, they will not be permanently removed from the computers memory without you telling it to do so. If you decide you still want to keep something, double-click on the Recycle Bin and drag the item back out. To permanently erase an item from the computer, right-click on the Recycle Bin and choose Empty Recycle Bin. Remember, once you empty the Recycle Bin, the items inside will be permanently erased from the computer's memory.
HELP OPTION
Located in the Start menu is the Windows Help and Support option. If you have any problems with the Windows systems or have questions about how to do something, the Help option may have the answer. If the computer does have the Help option, follow these steps to use it. 1. Select Help and Support from the Start menu. 2. Choose to view Help and Support by one of the following categories: Index, Support, History, Favorites or Options. 3. Select the category that you would like by clicking the appropriate button. 4. Click on the heading of your choice in the list located on the left side of the screen or if you are in the Index category, click on Locate in Contents to type in a keyword.
Computing basics
Level - 1
Power Point
What is PowerPoint?
PowerPoint is a complete presentation graphics package. It gives you everything you need to produce a professional-looking presentation. PowerPoint offers word processing, outlining, drawing, graphing and presentation management tools- all designed to be easy to use and learn. The following gives you a quick overview of what you can do in PowerPoint: When you create a presentation using PowerPoint, the presentation is made up of a series of slides. The slides that you create using PowerPoint can also be presented as overhead transparencies or 35mm slides. In addition to slides, you can print audience handouts, outlines and speaker's notes.
Computing basics
Level - 1
You can format all the slides in a presentation using the powerful Slide Master which will be covered in the tutorial. You can keep your entire presentation in a single file- all your slides, speaker's notes and audience handouts. You can import what you have created in other Microsoft products, such as Word and Excel into any of your slides. PowerPoint Templates PowerPoint also offers templates. A template is a presentation containing PowerPoint masters and a color scheme. PowerPoint offers 160 pre-designed templates to help you get started quickly. Applying a template to a presentation you are creating means the design work is already done for you. You can apply a template when you are just starting a presentation or you can create a presentation and apply the template later. Now that you have learned about PowerPoint masters and templates it is time to learn create a slide.
If you refer to the Introduction to Microsoft 2007 Tutorial youll find a detailed explanation of how to use these new features.
On the left side of the PowerPoint screen youll see an area that indicates Outline and Slides at the top. When you first open PowerPoint 2007 youll notice that the Slides Tab is white. This means that youll be able to see a small version of each slide as we create it.
Computing basics
To the lower right-center of the screen, youll see a PowerPoint Design Template. Well be using these templates to create our slide show. Well come back to this in more detail later in the tutorial.
Level - 1
Beginning the presentation Slide 1 In PowerPoint 2007 a Slide Layout named Title Slide always appears first. PowerPoint thinks that you want to start your presentation with a title. So, logically the Title Slide appears in the main section of the screen. After you understand PowerPoint a bit more, you can choose any of the layouts you desire. Well show you how to do this as we proceed through the tutorial. You will notice, in the lower left corner of the screen, Slide 1 of 1 is indicated. You will also see that your screen looks like the image below.
Now well have some fun and create a PowerPoint 2007 presentation on how to make a Peanut Butter and Jelly sandwich.
Computing basics
Level - 1
Place your cursor in the Click to add title box and Click the left mouse button. Your text box, after you click, will look similar to the one below.
To insert the text in this formatted text box, we simply enter (type-in) the title: How to Make a Great PBJ go ahead and type this text in the box. Now, Click in the second box Click to add sub-title and type:
A Gourmet Recipe (tap the Enter key) From (tap the Enter key) Your Name (type in your name like Janie Schwark or Greg Butler)
New Slide Button
Now its time to create the next slide in your presentation. To do this, well need to find the New Slide button.
At the top left of the screen, in the Home Tab you will see a New Slide button which looks like the image on the right.
Computing basics
Level - 1
When you move your cursor arrow over the button you will see a Microsoft Help Text box appear that says New Slide. Now this is a bit tricky! Look carefully at the lower right corner of the New Slide button and you will see a down arrow.
Click-on the down arrow to create your next slide.
If you accidentally click the button, and a new slide appears, dont worry, well show you how to change to the slide format you desire later in the tutorial.
When you click the arrow an image one on the right will appear. Well use Content slide for our second slide. Click
similar to the the Title and this choice.
Slide 2 Your new Slide 2 should look like the image below even if you did not click the arrow. For those who are familiar with previous versions of PowerPoint, you will notice that several different Slide Layouts have been combined into this smaller number of choices. All of the Layouts are available, but in new combinations.
The Title and Content slide (on the right) combines several of the
Computing basics
Level - 1
Text and Content Layouts. We can choose to use the Bulleted List or the Content choices. For Slide 2, well use the Bulleted List. Well use the Content choices later.
Click in the Click to add title box and type: Ingredients.
Click in the
Click to add text box and type:
Crunchy peanut butter (tap Enter) Homemade strawberry jam (tap Enter) Two slices of white bread (tap Enter) Milk
Your Slide 2 should look like the image on the right.
Notice how each line appears with a bullet (
) in front of it.
As soon as you began typing Crunchy peanut butter, you probably noticed that PowerPoint guessed that you wanted to use this Layout as a Bulleted list, so it took away the Content choices. This is a new feature in PowerPoint 2007. Saving your work Now would be a good time to save your work for the first time.
Computing basics
Level - 1
Notice, you have the small save diskette in the Quick Access Toolbar.
However, there is no longer a Menu Bar with File - Save. The Microsoft Office Button is now used for File menu choices.
Click the Microsoft Office Button and the menu on the right will appear. Notice that we purposely moved our cursor over Save As and it turned orange. We did this so you can see the various Save choices on the right side of the menu screen under Save a copy of the document. In the upper left corner of the Menu Screen that appears, you will see: Save in (see top arrow). Click on the small V to the right of the area next to Save in (see arrows) and it will show you the various disk drives available on which you can save (image below). Point to the drive you desire and clickon it. If you choose the 3 Floppy (A:) make sure you have a formatted diskette in the A drive. If you choose the C: drive, choose the folder in which you want to save by double clicking quickly on the folder.
Computing basics
Level - 1
Now click in the box to the right of File name: and you will see that How to Make a Great PBJ has already been entered. PowerPoint assumes you desire to name your presentation with the name of your first text entry in your first slide. If you do not want this name, delete How to Make a Great PBJ and type in the file name you desire. Then click Save (see arrows above). One of the really nice things about Office 2007 and PowerPoint 2007 is an Auto-Save feature that will save your file if you forget to or if something causes your computer to crash. However, we still think its a good idea to save your PowerPoint presentation after each slide. So well remind you to do this. Other Slide Views The area running down the left side of the screen, which contained little views of your slides, is called Normal View. This is the default view for PowerPoint.
Slide Sorter View

In the lower-right corner of the screen you will see some
Zoom
Computing basics
buttons that look like the image on the right:
Level - 1
Normal View
Slide Show
This is the PowerPoint View Toolbar. Slowly point (move) your cursor arrow over each button and pause a moment (dont click-on any of them yet). Note what the Text Help boxes indicate. The first box (which looks depressed) indicates: Normal View. The next: Slide Sorter View. Then: Slide Show. To the right of the buttons, you will see a Zoom area that will allow you to Zoom in or out to enlarge or decrease the size of your slides. Each button has its own unique use. The Normal View gives you a view of the entire slide as well as the mini-previews of each slide in the area on the left. This is the one we have been using so far. Youll also notice a Click to add notes section at the bottom of the Normal View screen. In this area you can type speaker notes for each slide in the lower portion of the screen. When we cover printing, you will see that there is a print selection to print your speaker notes for each slide. During your presentation, you can refer to your printed notes. Click-on Slide Sorter View. In Slide Sorter View you can see small images of each slide. In this view you can left click-on a slide and while holding down the left mouse button, drag your slide to any position in your show that you desire. This view assists you in arranging your slides in the order that you desire for your presentation. This view is sort of like the old, round 35mm slide show trays where you pulled-out and stuck-in slides, in the order you desired. The last button is Slide Show. Anytime you want to view your presentation, click-on this button. If you click on it now, you will see how the slide on which you are working will look. Give it a try if you desire. When you are finished looking at your slide, tap the Esc button/key in the top-left part of your Keyboard. This will take you back to the View in which you were working. Click Normal View to return to your slide creation area. Well work with Slide Sorter View a bit later.
Computing basics
The Undo Button
Level - 1
One of the really handy things about most Microsoft programs is the Undo Button (it looks like the image on the right). If you make a mistake no need to panic click the Undo button and this will remove your mistake. Then you can try again. The Undo Button is found in the Quick Access Toolbar on the top left of the screen. Each time you click the Undo button, PowerPoint will go back one change. If you click too far, there is a Redo button that will undo the undo. They are both very handy when you need them.
Slide 3
Click the down arrow in the lower right corner of the New Slide button once again.
When the New Slide choices menu screen appears, click the Two Content Slide.
Your screen should look like the image below.
Computing basics
You may use the two lower boxes for either Text or Content. Instructions on how to complete this slide are found at the top of the next page. Click in the top text box Click to add title and type: Tools Needed Click to add text and type:
Level - 1
Click in the left Text or Content Box Knife (tap Enter) Spoon (tap Enter) Plate (tap Enter) Glass
Right Text or Content Box
Notice the small images in the right Text or Content Box of the new slide. There are six tiny icons in this area that will allow you insert a Table, Chart, SmartArt, Picture, Clip Art or Media Clip. For this slide we want to insert a Clip Art image in this area. So carefully, move your cursor over the tiny image in the center of the bottom row (see arrow above). When you do, the box will be highlighted and youll see a small text help box appear which indicates Clip Art.
Click-on the Clip Art image (arrow above). An image similar to the one on the left will appear. Since our presentation tells how to make a peanut butter and jelly sandwich, we typed sandwich in the Search for: box. Then we clicked the Go button (see left arrows above). A Microsoft Clip Art Task Pane then appeared as you see on the left.
Computing basics
Level - 1
Notice that there are a lot of sandwich clip art images available. You can run down the choices by using the elevator bar on the right side of the Clip Art Task Pane. Move up and down the selections until you find one you like. Dont worry that there arent many selections that look just like what you want. Well show you how to find a lot more clip art as we go through this tutorial.
We moved down the selections until our Clip Art menu screen looked like the one on the right. We chose the sandwich on the right. You find an image you like. We then moved our cursor over the RIGHT EDGE of the image we chose and a blue selection bar with a V appeared. We clicked the blue bar and the image and drop down menu you see on the right appeared. We moved our cursor over Insert and clicked.
The menu will disappear and you will see the image you selected on the right side of your slide.
Microsoft 2007 Clip Art As youve noticed, Microsoft Clip Art 2007 Selection Screen is different than old Microsoft Clip Art screens that were used in the 97, 2000, XP and 2003 versions. There are a lot more pictures and some other unique features.
Computing basics
Level - 1
As we continue through this tutorial, well be using additional methods to insert images in our PowerPoint presentation. Once you get used to the 2007 way, youll see that the folks who created this neat feature were trying to assist you by having everything you need on the right side of the screen. If you choose a slide and the following message appears: Insert CD-ROM or other removable volume This means that when the Microsoft Clip Art Gallery was installed on your computer, not all of the images were loaded (to save hard disk drive space). So, if you have your installation CD you can place it in the CD drive and click a Retry button that will also appear. If you dont have the CD, then choose another image and try again. Well show you a way to get around this dilemma later in the tutorial.
Slide 3 should look similar to the image on the right.
Dont forget to save your work! Closing the Clip Art Task Pane
Before we go to Slide 4, well close the Clip Art Task Pane on the right side of the screen. This will give us more room in the center to work on the next slides. To close the Clip Art Task Pane, click the small X in the upper right corner of the Task Pane (image above on right). You will see the Task Pane disappear.
Slide 4
Computing basics
Level - 1
Slide 4 will be another Title and Content slide. Click the Title and Content image in the New Slide menu screen.
Click on the top Click to add title box and type: Directions Click on the bottom Click to add text box and type:
Open jars of peanut butter and jam (tap Enter) Spread peanut butter on one slice of bread with a knife (tap Enter) Use a spoon to get jam and spread it on the other slice of bread (tap Enter) Put two slices together and cut the sandwich in half (tap Enter) Put the sandwich on a plate (tap Enter) Pour a glass of milk (tap Enter) Enjoy If your text wont fit in the box completely, click the box and a border will appear around the box. You will notice little circles at the four corners and in the middle of the top and bottom and on each side of you text box. Point to either the center top or center bottom circle. Your cursor will change to a two headed small arrow like the one on the right. Click-on either circle and hold down the left mouse button and drag the top circle up, or the bottom circle down to enlarge the text area so that text fits on the screen. If your Directions are now mixed-in with the bulleted text below, click-on Directions. Then click-on the edge of the box (a small up-down-leftright arrow will appear like the one on the right), hold down the left mouse button, and drag the box up a bit.
Computing basics
Level - 1
Slide 4 should look similar to the image on the right. Time to save your work! Slide 5 Click the down arrow in the lower right corner of the New Slide button once again.
For this slide well be creating a bar chart that shows what type jam/jelly people like the most on their peanut butter sandwiches. To create this of slide well start by clicking the same image we did for Slide 3.
When the New Slide menu screen appears, click the Two Content Slide.
Your Slide 5 screen should look like the bottom of Page 9.
Click the Click to Add title Text box at the top and type: Why use strawberry jam?
Click the left Click to add text in Text or Content box and type:
Computing basics
Level - 1
100 Children and adults were surveyed to find out what goes best with peanut butter. 33 Selected grape jelly, 11 honey, 46 strawberry jam and 10 sliced bananas (you dont have to tap enter, as this is one long statement).
Now well make a graph to show the survey data.
In the Text or Content box, on the right side of the slide, well click the center icon in the top row (it looks like a bar chart see arrow at right). When you click this icon, the below image will appear.
Well begin with a two-dimension, Column Chart (see top two arrows in the image above). Click the OK button and all kinds of things will appear! When you click the OK button your screen will split in two. On the left half of the screen, youll see your PowerPoint presentation with a Chart in the right side Text or Content box. On the right of
Computing basics
Level - 1
your screen, youll see that Microsoft Excel 2007 has opened with a number of entries. The entries you see on the Excel screen created the chart you see on the left in PowerPoint. Well leave both screens open so you can see, as we alter the text and numbers in the Excel screen, how the Chart changes in PowerPoint.
PowerPoint
Excel
Chart numbers and text
Chart from numbers and text in Excel

For this PowerPoint lesson, well change sample Excel text and numbers to create our chart. If
you desire additional training in Excel spreadsheets and charts, please see our Excel 2007 tutorial. To assist you, weve enlarged the default PowerPoint chart on t he left and Excel spreadsheet below
Please take a few moments to look at both and familiarize .
Computing basics
Level - 1
yourself with the Series and Categories and where they are located in both PowerPoint and Excel. Notice that the Series are the bars in the chart. We see three Series in both the Excel spreadsheet and Power Point Chart. We have four things that people like with their peanut butter sandwiches, so we need to add another series. To add another Series to your spreadsheet carefully move your cursor over the small triangle in the lower right corner of highlighted area.
When you have your cursor over the triangle, you will see the two headed sizing arrow appear. When you see the arrow, click and hold down the left mouse button and slowly move your mouse to the right. As you do, you will see another Series appear (like the image below).
When you see this image with Series 4 take your finger off the mouse. Were now ready to type in our peanut butter sandwich data to replace this data.
Click in cell B1 and replace Series 1 with Strawberry. Then do the same in the next three cells like weve done in the image
Computing basics
on the right. Then type Best in Cell A2.
Level - 1
As you enter the choices, you will see them appear in the PowerPoint slide on the left side of your screen.
But we still have a slight problem Categories 2, 3 and 4 are still there. Lets now remove them.
If you make a mistake, dont forget the Undo Arrow!
We need to remove the rows with Categories 2, 3 and 4 so that these bars will disappear from the PowerPoint chart and well only see our data.
This can be tricky, so dont forget the Undo Arrow works in Excel just like it does in PowerPoint.
Move your cursor over the 3 (for the third row in the spreadsheet and you will see a black arrow appear. When you see the arrow, click and hold down the left mouse button and slowly move your mouse to the down to highlight rows 3, 4 and 5 (Categories 2, 3 & 4).
When you see the image (on the right with rows 3, 4 & 5 highlighted) take your finger off the mouse.
Computing basics
Were now ready to delete these rows.
Level - 1
Move your cursor over the highlighted area and click the RIGHT MOUSE BUTTON.
A drop-down menu (like the image on the left) will appear. Move your mouse cursor over Delete and click the LEFT mouse button.
The Excel spreadsheet data area should look like the image below.
Your PowerPoint Chart should look like the image on the right.
If it does not, please try again. Click on Slide 5, on the left side of your PowerPoint screen and tap the
Computing basics
Delete key on your keyboard. Then return to Page 13 and try again.
Level - 1
If everything is OK, go ahead and close the Excel spreadsheet (that is open on the right side of your screen). Click the Close X in the upper right corner of the screen.
When you close the Excel spreadsheet, your PowerPoint presentation should again fill your screen. If for some reason it does not, click the Maximize square in the upper right corner of the screen.
If you need to edit your chart you can return to Excel at any time.
To open Excel again, move your cursor over your chart and DOUBLE CLICK the LEFT MOUSE BUTTON TWICE QUICKLY. Your chart should look like the image on the left.
As soon as you double click the Chart Tools Tab/Ribbon (image below) will appear.
Computing basics
Level - 1
To open your Excel spreadsheet (again), move your cursor over the Edit Data button in the Chart Tools Tab/Ribbon and click the Edit Data button.
Your Excel spreadsheet will open again on the right side of your screen.
When you have finished editing your Excel data and your chart looks OK in PowerPoint, close the Excel spreadsheet and return to working with PowerPoint.
You may or may not desire to alter the appearance of your graph. It should be OK.
The Excel 2007 tutorial has additional detail on how to edit your Excel charts. These skills work the same in PowerPoint charts. You may refer to this tutorial as needed.
Save your work!
Computing basics
Slide 6
Level - 1
Well use the Title and Content slide again. Click this slide.
Your Slide 6 screen should look like the top of Page 5. Click the Click to Add title Text box at the top and type: Occasions for Eating PBJs Click the Click to add text in Text box at the bottom and type:
School lunches (tap Enter) Birthday parties (tap Enter) Picnics (tap Enter) Visits from persnickety grandchildren (tap Enter) Late night snacks (tap Enter) At the pool
Computing basics
Level - 1
Unit IV
Introduction to Office 2007
1.1 Office 2007 Environment 1.1.1 Ribbon With the launch of Vista, Microsoft has taken the opportunity to update the look of its Office applications. The most noticeable change is the replacement of pull-down menus and toolbars with the more intuitive and visual tab-based Ribbon. All of the Office 2007 programs follow the same basic design, with some variations based on the particular functions of the program. 1.1.2 Tabs Office applications automatically open to the Home command tab, which contains most of the features needed to create a basic document such as font and paragraph settings. Specialized features can be accessed from the other command tabs. Tools for each command tab are divided into groups (e.g., the Clipboard, Font and Number groups in Excels Home tab). Some command tabs are context-sensitive, displaying only when a particular feature is being used. For example, when a chart has been inserted into an Excel document, the Design, Layout and Format tabs appear in the Ribbon.
Office Button
1.1.3 Office Button The Office 2007 OFFICE BUTTON is located in the upper-left of the program window and is identified by the Office logo. The OFFICE BUTTON allows you to open, save and print documents and perform other document output functions (example fax and email).
1.2 Opening Excel NOTE: The procedure for opening Excel may vary depending on the setup of your computer. 1. From the Start menu, select Programs Microsoft Office Excel 2007 2. Excel 2007 opens.
1.3 Creating a Workbook An Excel file is called a workbook. By default, workbooks open with three blank worksheets, although you can add or delete worksheets at any time. The advantage of having multiple worksheets or layers is that a
Computing basics
Level - 1
variety of data can be compiled, analyzed and integrated in a single file. Worksheets can contain data, charts or both. For more information on Excel terminology, refer to Worksheet Terms. 1. Under the Office Button, click New. 2. The New Workbook dialog box appears.
3. Under Blank and recent, double click BLANK WORKBOOK A new workbook appears.
1.3 Pointer Shapes
Pointer Shapes for a list of Excel pointers and their As with other Microsoft programs, the pointer often changes its shape as you work in Excel. Each pointer shape indicates a different mode of operation. See functions.
Computing basics
1.4 Saving Your Work 1.4.1 Saving for the First Time
Level - 1
The following steps should be used when you are saving a worksheet for the first time, when you want to save it to a new location (e.g., as a backup) or when you want to save a copy with a different name. 1. In the top left corner of the Excel window, click the Office Button. 2. From the Office Button menu, select Save As... OR Press [Ctrl] + [S] The Save As dialog box appears. 3. From the Save in pull-down list, select the appropriate save location. 4. In the File name text box, type a filename. 5. OPTIONAL: To save your workbook in a format other than the default (.xlsx), from the Save as type pull-down list, select the desired format. NOTE: This is an important consideration if you want your document to be able to open in Excel 97-2003. 6. Click SAVE The file is saved. 1.4.2 Saving Subsequent Times 1. In the top left corner of the Excel window, click the Office Button. 2. From the File menu, select Save OR Press [Ctrl] + [S] OR From the Quick Access toolbar, click SAVE The file is saved.
2. Organizing Worksheets Organizing the worksheets within your workbook files can make your Excel documents easier to maintain and manage. Worksheets can be moved, renamed or deleted to make your workbook easy to navigate through. This document covers the following topics:
Computing basics
Level - 1
2.1 Renaming Worksheet Tabs The tabs on the bottom of the worksheets contain the name of each worksheet. You can change the default name of the worksheet to describe its contents. 1. To select the sheet name, double click the appropriate worksheet tab OR Right click the appropriate worksheet tab select Rename. 2. Type the new sheet name. 3. Press [Enter] The worksheet is renamed.
2.2 Changing Worksheet Tab Colors Coloring worksheet tabs can make specific worksheets easier to locate within a large workbook. 1. Right click the appropriate SHEET tab select Tab Color select the desired color
2.3 Inserting Worksheets New Excel workbooks are created automatically with three worksheets. If you need additional sheets, you can easily insert them. 2.3.1 Inserting Worksheets: Right Click Option This option inserts a new worksheet in front of the selected SHEET tab. 1. Right click the appropriate SHEET tab select Insert... The Insert dialog box appears. 2. Select the General tab. 3. Select Worksheet.
Computing basics
4. Click OK The new worksheet is inserted in front of the current worksheet. 2.3.2 Inserting Worksheets: Button Option This option inserts a new worksheet after all other worksheets. 1. At the far right of the worksheet tabs, click INSERT WORKSHEET A new worksheet is added to the right of all other worksheets. 2.4 Moving Worksheets
Level - 1
You may want your worksheets in a particular order when printing the final document. You may also want to group similar worksheets together or simply rearrange the order for easier access while working on a file. If the original worksheet order no longer fits your needs, you can rearrange worksheets within the same workbook or move a worksheet to another workbook. 2.4.1 Moving Worksheets: Same Workbook, Right Click 1. Right click the SHEET tab of the worksheet to be moved select Move or Copy... The Move or Copy dialog box appears. 2. From the To book pull-down list, select the current workbook. 3. From the Before sheet scroll box, select where the sheet will be moved NOTE: The sheet will be placed in front of the sheet you select. 4. Click OK The worksheet is moved. 2.4.2 Moving Worksheets: Same Workbook, Drag and Drop Option The Drag and Drop option works only if you want to move a worksheet within the same workbook. 1. Click and hold the SHEET tab of the worksheet to be moved A sheet icon and arrow appears.
2. Drag the sheet icon to the desired location The arrow indicates where the sheet will be placed.
Computing basics
3. Release the mouse button The worksheet is moved. 2.4.3 Moving Worksheets: Different Workbook 1. Open both the worksheet to be moved and the workbook to which it will be moved. 2. To display the worksheet that will be moved, a. From the Ribbon, select the View command tab b. In the Window group, click SWITCH WINDOWS select the workbook containing the worksheet to be moved 3. Right click the SHEET tab of the worksheet to be moved select Move or Copy... The Move or Copy dialog box appears.
Level - 1
4. To move the worksheet to an existing workbook, from the To book pull-down list, select the destination workbook. To move the worksheet to a new workbook, from the To book pull-down list, select (new book). 5. From the Before sheet scroll box, select where the sheet will be moved. NOTE: The sheet will be placed in front of the sheet you select. 6. Click OK The worksheet is moved.
2.5 Copying Worksheets You may need to create a copy of a worksheet if the same information is needed in multiple files. Or, you may want to use the same format without having to reformat a new worksheet. For example, if you have created a worksheet for one project but do not want to recreate the worksheet for another project, copying the worksheet saves you the time of creating another worksheet. 2.5.1 Copying Worksheets: Same Workbook 1. Right click the SHEET tab of the worksheet to be copied select Move or Copy... The Move or Copy dialog box appears. 2. In the To book pull-down list, select the current workbook.
Computing basics
3. From the Before sheet scroll box, select where the sheet will be located NOTE: The sheet copy will be placed in front of the sheet you select. 4. Select Create a copy. 5. Click OK The worksheet is copied. 6. OPTIONAL: Rename the copy. 2.5.2 Copying Worksheets: Different Workbook 1. Open the worksheet to be copied and the workbook to which it will be copied. 2. To display the worksheet that will be moved, a. From the Ribbon, select the View command tab b. In the Window group, click SWITCH WINDOWS select the workbook containing the worksheet to be moved 3. Right click the SHEET tab of the worksheet to be copied select Move or Copy... The Move or Copy dialog box appears.
Level - 1
4. To copy the worksheet into an existing workbook, from the To book pull-down list, select the destination workbook. To copy the worksheet into a new workbook, from the To book pull-down list, select (new book). 5. From the Before sheet scroll box, select where you want the worksheet copied NOTE: The sheet copy will be placed in front of the sheet you select. 6. Select Create a copy. 7. Click OK The worksheet is copied.
2.6 Deleting Worksheets If you no longer have a need for a particular worksheet, you can delete that sheet from the workbook. 1. Right click the appropriate SHEET tab select Delete The sheet is deleted.
Computing basics
2.7 Grouping Worksheets
Level - 1
Grouping your worksheets can help improve consistency and save time. Once sheets are grouped, you can format or print the entire group. 1. Click the SHEET tab of the first sheet to be grouped. 2. To select non-contiguous sheets, press [Ctrl] + click the sheets to be grouped. To select contiguous sheets, press [Shift] + click the last sheet to be grouped. 3. When all the sheets of the group are selected, release the [Shift] or [Ctrl] key The selected worksheets are grouped. NOTES: The tabs of the grouped sheets will appear white. Unselected sheets' tabs will remain unchanged (colors may differ based on your windows color scheme). The notation [Group] appears next to the filename.
2.8 Ungrouping Worksheets When you are finished working with your sheet groups, you will need to ungroup them. 2.8.1 Ungrouping Worksheets: All Sheets 1. Right click one of the SHEET tabs within the group select Ungroup Sheets All grouped worksheets are ungrouped. 2.8.2 Ungrouping Worksheets: Individual Sheets 1. Press [Ctrl] + click the SHEET tab of the sheet to be removed from the group The selected worksheet is removed from the group.
2.9 Formatting Worksheet Groups If you have multiple sheets within your workbook that require the same formatting, you can format all worksheets within a group at the same time. This option works when the worksheets have similar information in the same relative location. Many types of formatting can be done with sheet groups: Column width Shading Formulas and functions
Computing basics
Borders To format groups of sheets, use the following instructions: 1. Group the worksheets. 2. On the current worksheet, select the cell(s) to be formatted. 3. Using the Formatting toolbar or the Format menu, apply the appropriate formatting
Level - 1
NOTE: For more information about formatting options, refer to Formatting Cells on page 42. 4. Repeat steps 23 as necessary. 5. Ungroup the worksheets. 3. Entering Data 3.1 Entering Text Excel allows you to enter text into cells. 1. Select the cell where you want to enter text. 2. Type text into the cell. 3. To accept the text, press [Enter] or an [Arrow]. To force text to wrap at a specific point in a cell, press [Alt] + [Enter]. 3.2 Entering Numbers Numeric cells can be used for calculations and functions. A numeric cell may contain numbers, a decimal point (.), plus (+) or minus (-) signs and currency ($). 1. Select the cell where you want to enter numbers. 2. Type the numeric information that should be in the cell. HINT: To enter a fraction, type 0 and press [Space] before the fraction; otherwise, Excel will interpret the fraction as a date. 3. To accept the information, press [Enter] or an [Arrow]. NOTES: Excel automatically right-aligns numerical values and left-aligns text. Do not include spaces or alphabetical characters in a calculation cell. 3.3 Entering Numbers Formatted as Text When cells are formatted for text, all cell contentsletters, numerals or alpha-numeric combinationsare treated as text. Information is displayed exactly as it is entered. There are two ways to enter numbers as text.
Computing basics
Level - 1
3.3.1 Entering Numbers Formatted as Text: Apostrophe Character 1. Select the cell you want to enter information into. 2. Press ['], then type numeric information. 3. To accept the information, press [Enter] or an [Arrow]. 3.3.2 Entering Numbers Formatted as Text: Dialog Box NOTE: This method is especially useful when formatting multiple cells to display text. 1. From the Ribbon, select the Home command tab. 2. In the Number group, click FORMAT CELLS The Format Cells dialog box appears. 3. Select the Number tab. 4. From the Category scroll list, select Text. 5. Click OK. 6. Type the desired numbers and/or text in the cell. 7. To accept the text, press [Enter] or an [Arrow]. To force text to wrap at a specific point in a cell, press [Alt] + [Enter].
3.4 Entering Dates and Times 3.4.1 Entering a Date and Time Manually 1. Select the cell where you want to enter the date or time. 2. To enter a date, type the date in one of the following formats: 8/14/2006, 8-14-2006, or August 14, 2006. 3. To enter a time a. Type the time. b. Press [Space]. c. To indicate AM or PM, press [Shift] + [A] or [P], respectively. 4. To accept the information, press [Enter].
3.5 Entering the Current Date and Time: Dynamic Excel offers several ways to include dates and times into your worksheets. Depending on the purpose of your worksheet, you will need to decide whether to insert a static or dynamic date and time. Static dates
Computing basics
Level - 1
and times will not change as you work with your worksheet, while dynamic dates and times will change as time progresses and modifications are made to your worksheet. Dynamic dates and times are updated every time Excel recalculates, which is by default every time [Enter] is pressed. This is useful if you would like the current date and/or time to be displayed every time the worksheet is viewed or printed. 3.5.1 Inserting a Dynamic Date Only 1. Select the cell in which you want the date to appear. 2. In the cell, type =today(). 3. Press [Enter]. The current date appears in the cell and will be updated every time Excel recalculates. 3.5.2 Inserting a Dynamic Date and Time 1. Select the cell in which you want the date and time to appear. 2. In the cell, type =now(). 3. Press [Enter]. The current date and time appear in the cell and will be updated every time Excel recalculates.
3.6 Entering the Current Date and Time: Static Static dates and times are not updated. The date or time that is inserted into the cell will be the date or time that the command is entered into the cell. 3.6.1 Inserting a Static Date 1. Select the cell in which you want the date to appear. 2. Press [Ctrl] + [;]. The current date appears in the cell and will not be updated. 3.6.2 Inserting a Static Time 1. Select the cell in which you want the time to appear. Press [Ctrl] + [Shift] + [:]. The current time appears in the cell and will not be updated.
Computing basics
3.7 Using the Fill Command
Level - 1
The Fill command allows you to repeat or continue information in contiguous cells without copying the information manually. With this option, if the first cell contains a formula, the formula will be repeated in the additional cells, and if the first cell contains text, the text will be repeated in the additional cells. If Excel recognizes a pattern of information, the additional cells will contain the next item in the pattern (for example, if the selected cells are numbered from one to five, the next cell would contain six; other examples include filling months of the year and hours of the day). You can allow Excel to automatically fill in the information for you or you may choose to create custom patterns of information. 3.7.1 Filling Cells: Ribbon Option This option copies (repeats) the information from one cell to another. To extend the series, refer to the mouse option below. 1. Type the information (cell contents or formula) in the first cell of the group. 2. Starting with the cell containing the contents to be copied, select the group of cells to be filled. 3. From the Ribbon, select the Home command tab. 4. In the Editing group, click FILL select the appropriate option:
a. Down: Repeats the contents of the first cell throughout the selected cells below it. b. Right: Repeats the contents of the first cell throughout the selected cells to the right of it. c. Up: Repeats the contents of the first cell throughout the selected cells above it. d. Left: Repeats the contents of the first cell throughout the selected cells to the left of it. e. Across Worksheets: Repeats the contents of the selected cells in another selected worksheet. f. Series...: Fills in data that is part of a pattern rather than simply repeating the data across selected cells. This option brings up the Series dialog box which allows you to select the type of pattern you would like to use. EXAMPLE: If the first cell contains the day Sunday, Excel will fill the following cells with Monday, Tuesday, etc. g. Justify: Distributes text in the first selected cell throughout several selected rows. NOTE: This option changes the contents of these cells by moving the data to fit within the new rows. 5. OPTIONAL: If you selected the Series option In the Series dialog box, select the desired options: a. Series in: Determines whether the additional information will appear in a vertical line (rows) or in a horizontal line (columns). b. Type: Determines whether the additional information will differ from the previous entry by a specific interval (Linear), by multiplying the previous entry by a specific value (Growth),
Computing basics
Level - 1
by creating a series of dates according to the selected date format (Date) or by automatically detecting what type of fill you would like to apply (AutoFill). c. Date Unit: When Date is selected as the type, determines whether numbers are listed for each day (Day) for each day in the weekday (Weekday), for that day of every month (Month) or for that day of every year (Year). d. Trend: When Linear or Growth is selected as the type, calculates the average difference between values existing in selected cells and uses that difference to calculate the fill values. e. Step Value: When Linear or Growth is selected as the type, determines the amount that the previous value is added to or multiplied by to come up with the results for the next cell. When Date is selected as the type, it determines how many dates should be skipped between each recorded value. f. Stop Value: Determines a value at which the series should no longer be continued. 6. Click OK. The fill is applied. 3.7.2 Filling Cells: Mouse Option Using this option will extend the data in the series to the selected cells. 1. Type the information (cell contents or formula) in the first cell of the group. 2. In this cell, move your pointer over the fill corner so your pointer changes into crosshairs filling. 3. Click and hold the crosshairs. 4. Drag the mouse in the direction you want the information to be copied. NOTES: You can drag the corner in any one direction; left, right, up or down. 5. Release the mouse button. The fill is applied. 3.8 Working with Custom Fills Custom fills allow you to select what information you want repeated. For example, if you typed the names of terms for a college with quarters (Fall, Winter, Spring and Summer) several times, custom fills allow you to automate the process. Using the regular Fill function, Excel would repeat "Fall" in all selected cells. With a custom fill, when you type Fall and use the Fill command, Winter, Spring, and Summer will be entered in the adjacent cells. This feature is also handy when using Excel to create a grade book. For example, you could create a custom fill for letter grades (e.g., A, A-, B+, B, B-, ..., F). . NOTE: For this option to work, you must ensure that the pointer changes into a crosshairs before
Computing basics
Level - 1
Custom fills can be created from scratch or from an existing section of your worksheet. After creation, Excel will automatically apply your custom fills when using the AutoFill function. NOTES: Custom fills will work consistently only with word lists. Lists of values do not work consistently. 3.8.1 Creating a Custom Fill 1. From the Office Button menu , click EXCEL OPTIONS
The Excel Options dialog box appears. 2. From the Categories list, select Popular The dialog box refreshes to show the Popular options. 3. In the Top options for working with Excel section, click EDIT CUSTOM LISTS... The Custom Lists dialog box appears.
4. In the Custom lists scroll box, select NEW LIST. 5. In the List entries text box, type the information you want to be added in the custom fill, pressing [Enter] after each entry. EXAMPLE:A, A-, B+, B, B-, ..., F NOTE: Be sure to type every unit in the order you want it to appear.
Computing basics
6. Click ADD. Your new entries appear in the Custom Lists scroll list. 7. Click OK. The Custom Lists dialog box closes. 8. Click OK. The Excel Options dialog box closes. 3.8.2 Importing Custom Fills
Level - 1
If you have a group of cells that contains information you would like to repeat elsewhere, you can create a custom fill from them. 1. Select the group of cells with the information you want to make into a custom fill. 2. From the Office Button menu , click EXCEL OPTIONS
The Excel Options dialog box appears. 3. From the Categories list, select Popular The dialog box refreshes to show the Popular options. 4. In the Top options for working with Excel section, click EDIT CUSTOM LISTS... The Custom Lists dialog box appears.
5. Click IMPORT. Your selection appears in the List entries text box.
Computing basics
6. Click OK. The Custom Lists dialog box closes. 7. Click OK. The Excel Options dialog box closes. 3.8.3 Using a Custom Fill 1. To use your custom fill, place the cell pointer in any cell and type the first entry. EXAMPLE: Type A
Level - 1
HINT: If you have created several custom fills that begin with the same entry, you may need to type the first two entries in the first two cells in order for Excel to know which fill you want to use. 2. In this cell, move your pointer over the fill corner so your pointer changes into crosshairs . NOTE: For this option to work, you must ensure that the pointer changes into a crosshairs before filling. 3. Click and hold the crosshairs. 4. Drag the corner in the direction you want the information to be copied. NOTE: For more information about filling cells, refer to 3.7.2 Filling Cells: Mouse Option. 5. Release the mouse button. The cells will be filled with the information you provided. 4. Editing Cell Contents After creating part of an Excel worksheet, you may discover that the information needs to be changed, moved or repeated. Excel allows you to edit cell contents in a variety of ways that can make creating your document easier. Functions and formulas can be copied or moved, lists can be automatically continued and formulas can be applied to different data. 4.1 Moving Information Often, your first approach at organization will not be the same as your final ideas. For this reason, you may want to reorganize information. You may also want to duplicate an established formula for use in another cell. The Drag and Drop, Cut and Paste and Copy and Paste options will help you do this without having to recreate the entire worksheet. 4.1.1 Drag and Drop vs. Cut and Paste Drag and Drop allows you to move the information from a single cell or a range of cells. Drag and Drop is great for moving short distances but challenging for moving to cells not displayed on the current screen. Cut and Paste is the better method when moving information over long distances.
Computing basics
Level - 1
4.1.2 Moving Information: Drag and Drop Formulas using relative cell references are automatically updated when the cells they are referring to are moved using the Drag and Drop method. NOTE: Be sure to check the references; one accidental absolute reference can alter the end result of the calculation. For information on relative and absolute cell references, see7.3 Cell References: Relative and Absolute. 1. Select the cell(s) to be moved. HINTS: To select an individual cell, click that cell. To select multiple contiguous cells, click and drag across the desired cells. 2. Point to the heavy border surrounding the cell(s).
The cursor changes to a four-headed arrow. 3. Click and hold the mouse button. 4. Drag the cell(s) to the new location.
NOTE: An outline of the cell(s) you are moving will appear over the new location. As you move the cell(s), a box appears next to the pointer, indicating the cell location. 5. When you reach the desired location, to drop the cell(s), release the mouse button. The cell(s) are inserted into the selected location. WARNING: If information already exists at the new location, a dialog box will appear to confirm that you want to replace the information. 4.1.3 To Undo Drag and Drop: 1. On the Quick Access toolbar, click UNDO OR Press [Ctrl] + [Z].
Computing basics
Level - 1
4.1.4 Moving Information: Cut and Paste Formulas using relative cell references are automatically updated when the cells they are referring to are moved using the Cut and Paste method. Be sure to check the cell references after pasting; if even one accidental absolute reference is contained in your formulas, the results of your calculation could be altered. See 7.3 Cell References: Relative and Absolute for more information. 1. Select the cell(s) to be moved. HINTS: To select an individual cell, click that cell. To select multiple contiguous cells, click and drag across the desired cells. 2. Press [Ctrl] + [X] OR a. From the Ribbon, select the Home command tab. b. In the Clipboard group, click CUT A moving border appears around your selection. 3. Select the cell where you want the cell(s) to be pasted. 4. Press [Ctrl] + [V] OR a. From the Ribbon, select the Home command tab. b. In the Clipboard group, click PASTE The information is pasted. 4.2 Copying Formulas Copying formulas works differently than moving formulas. When copying formulas, you must be aware that some types of cell references will update to reflect information for the new location, while some will continue to use the original information. When copying formulas correct cell references are especially important to the result of the formula. Formulas that are copied to a new location can use either relative or absolute cell references (see See7.3 Cell References: Relative and Absolute). If you want to copy the formula and look at cells with similar information one column over, a relative formula is the best choice. However, if you want to copy the formula and refer to the same cell (perhaps the wage rate of a student employee), you should be working with an absolute formula, not a relative formula. NOTE: Absolute references are automatically updated for column and row additions and deletions.
Computing basics
Example =A12+B12 =$A$12+$B$12 =$A12+$B12 =A$12+B$12 Description Formula with relative references Formula with absolute references
Level - 1
Formula with absolute column references and relative row references Formula with absolute row references and relative column references
4.2.1. Copy and Paste Copy and Paste works well for duplicating formulas, values, and labels without re-entering them. The process for copying information in Excel is similar to copying in Word or other Windows applications. For another option to copy cell information, refer to 3.7 Using the Fill Command. 1. Select the cell(s) to be copied HINTS: To select an individual cell, click that cell To select multiple contiguous cells, click and drag across the desired cells. 2. Press [Ctrl] + [C] A moving border appears around your selection OR a. From the Ribbon, select the Home command tab. b. In the Clipboard group, click COPY A moving border appears around your selection. 3. Select the cell where you want the copied cells to be pasted. 4. Press [Ctrl] + [V] The information is pasted. OR a. From the Ribbon, select the Home command tab. b. In the Clipboard group, click PASTE The information is pasted. 5. To deselect the copied cells, press [Ctrl] + [D] OR Press [Esc]. 5. Formatting Cells In Excel, every cell can be formatted differently. There are many options available to customize your Excel workbook which can make the worksheet easier to read. Excel also provides many number formats,
Computing basics
Level - 1
allowing you to standardize how numbers will appear in your document. For more information, refer to6.4 Formatting Numbers. 5.1 Changing Cell Alignment Using the Alignment tools, you can determine how your data will appear in a cell. You can change the vertical and horizontal alignment, indent the data or even have it appear at an angle. 5.1.1 Changing Cell Alignment: Ribbon Option 1. Select the cell to be formatted. 2. From the Home command tab in the Paragraph group, click the appropriate text alignment button.
5.1.2 Changing Cell Alignment: Menu Option 1. Select the cell to be formatted. 2. From the Home tab, in the Format group, click ALIGNMENT The Alignment dialog box appears. 3. Select the alignment and orientation options you want. 4. Click OK.
5.2 Applying Cell Styles Cell Styles are a combination of fill and font color designed to highlight or emphasize cell contents. They are easily applied to your workbook. 1. Select the cell(s) whose style you want to change. 2. From the Home command tab, in the Styles group, click CELL STYLES A pull-down list appears. NOTE: When you hover your mouse over different styles, a preview of the style will appear in the selected cells. 3. From the Good, Bad and Neutral; Data and Model; or Titles and Headings group, select the desired cell style. The style is applied to the selected cells.
Computing basics
5.3 Merging Cells A cell merge converts selected cells into a single cell. This can be useful for creating titles. 5.3.1 Creating a Cell Merge
Level - 1
WARNING: After a cell merge, if two or more selected cells have data in them, Excel will display the information from the cell closest to the upper left corner deleting all other data. 1. Select the cells you want to merge. 2. From the Home command tab in the Alignment group, click MERGE & CENTER The cells are merged and the text aligns to the center. 5.3.2 Customizing a Cell Merge 1. Select the cells you want to merge. 2. Click the next to MERGE & CENTER A pull-down list appears. 3. To merge cells and align text to the center, click MERGE & CENTER To merge cells only as rows (i.e., columns do not merge), click MERGE ACROSS To merge cells without setting an alignment, click MERGE CELLS. 5.3.3 Removing a Cell Merge 1. Select the cell you want to unmerge. 2. Click the next to MERGE & CENTER select Unmerge Cells The cell merge is removed.
5.4 Adjusting Row Height and Column Width When you start working on a worksheet, all columns are 8.43 characters wide (in default font) and row heights are set to fit the content of the cell with a maximum of 15 points. Excel may widen the column or increase the row height to fit the cell content. Adjusting the width or height is easy to do and can be done using the Ribbon option or the Mouse option. Since columns and rows extend throughout the worksheet, the setting applies to the entire column or row. If you need to have two settings, you will have to move some of your information to another row or column with the correct settings.
Computing basics
5.4.1 Adjusting Row Height: Ribbon Option 1. To adjust a single row, select any cell from the row to be adjusted
Level - 1
To adjust multiple non-contiguous rows, press [Ctrl] + select cells from each row to be adjusted. 2. From the Ribbon, select the Home command tab . 3. In the Cells group, click FORMAT 4. In the Cell Size section, select Height... The Row Height dialog box appears.
5. In the Row height text box, type the desired height. 6. Click OK The row height is adjusted. 5.4.2 Adjusting Row Height: Mouse Option If you choose to adjust multiple rows at once, all selected rows will be adjusted the same amount no matter which row border you move. 1. To adjust multiple non-contiguous rows, press and hold [Ctrl] while clicking the ROW ID for each desired row. To adjust multiple contiguous rows, press and hold [Shift] while clicking the first and last ROW ID for the desired range. 2. Along the row ID (e.g., 1, 2, 3, ...), point to the border below the row to be adjusted. 3. When the pointer turns into a double-arrow, click and drag. HINT: For a shorter row, drag up; for a taller row, drag down. A box appears next to the pointer indicating the current row height as you drag it.
4. When the row reaches the desired height, release the mouse button The row height is adjusted. 5.4.3 Adjusting Column Width: Ribbon Option 1. To adjust a single column, select any cell from the column to be adjusted. To adjust multiple non-contiguous columns, press [Ctrl] + select cells from each column to be adjusted. 2. From the Ribbon, select the Home command tab.
Computing basics
3. In the Cells group, click FORMAT 4. In the Cell Size section, select Width... The Column Width dialog box appears.
Level - 1
5. In the Column width text box, type the desired width. 6. Click OK The column width is adjusted. 5.4.4 Adjusting Column Width: Mouse Option If you choose to adjust multiple columns at once, all selected columns will be adjusted the same amount no matter which column border you move. 1. To adjust multiple non-contiguous columns, press and hold [Ctrl] while clicking the COLUMN ID for each desired row. To adjust multiple contiguous columns, press and hold [Shift] while clicking the first and last COLUMN ID for the desired range. 2. Along the column ID (e.g., A, B, C, ...), point to the border right of the column to be adjusted. 3. When the pointer turns into a double-arrow, click and drag HINT: For a narrower column, drag left; for a wider column, drag right. A box appears next to the pointer indicating the current column width as you drag it.
4. When the column reaches the desired width, release the mouse button The column width is adjusted. 5.5 Using AutoFit to Adjust Rows and Columns To adjust the column width or the row height, Excel can determine the best width and height based on the information in the column or row. 5.5.1 Using AutoFit to Adjust Row Height: Mouse Option 1. Along the row ID (e.g., 1, 2, 3, ...), point to the border below the row to be adjusted. 2. When the pointer turns into a double-arrow, double click The row height adjusts so the tallest item in the row is displayed in full. 5.5.2 Using AutoFit to Adjust Row Height: Ribbon Option
Computing basics
1. To select a row to be adjusted, click the ROW ID (e.g., 1, 2, 3, ...) The entire row is selected. 2. From the Ribbon, select the Home command tab. 3. In the Cells group, click FORMAT. 4. In the Cell Size section, select AutoFit The row height adjusts so the tallest item in the row is displayed in full. 5.5.3 Using AutoFit to Adjust Column Width: Mouse Option
Level - 1
1. Along the column ID (e.g., A, B, C, ...), point to the border right of the column to be adjusted 2. When the pointer turns into to a double-arrow, double click The column width adjusts so the widest item in the column is displayed in full. 5.5.4 Using AutoFit to Adjust Column Width: Ribbon Option 1. To select a column to be adjusted, click the COLUMN ID (A, B, C, ...) The entire column is selected. 2. From the Ribbon, select the Home command tab. 3. In the Cells group, click FORMAT. 4. In the Cell Size section, select AutoFit Selection The column width adjusts so the widest item in the column is displayed in full. 5.6 Adding and Removing Rows and Columns When working with worksheets, you will often need to make changes to the original worksheets such as deleting old information or adding new information. To make this task easier, you can add new rows and columns or delete existing rows and columns. 5.6.1 Adding Rows 1. Select a cell below where you want to add a new row. 2. From the Ribbon, select the Home command tab. 3. In the Cells group, click the arrow on the INSERT button select Insert Sheet Rows A new row is added above the selected cell. 5.6.2 Adding Columns 1. Select a cell to the right of where you want to add a new column. 2. From the Ribbon, select the Home command tab. 3. In the Cells group, click the arrow on the INSERT button select Insert Sheet Columns A new column is added left of the selected cell.
Computing basics
5.6.3 Deleting Rows
Level - 1
WARNING: When you delete a row, everything in the row is deleted. If you do not want to delete the whole row, delete information from specific cells instead. 1. To delete a single row, select any cell from the row to be deleted. To delete multiple non-contiguous rows, press [Ctrl] + select the cells from each row to be deleted. 2. From the Ribbon, select the Home command tab. 3. In the Cells group, click the arrow The row(s) are deleted. 5.6.4 Deleting Columns WARNING: When you delete a column, everything in the column is deleted. If you do not want to delete the whole column, delete information from specific cells instead. 1. To delete a single column, select any cell from the column to be deleted. To delete multiple non-contiguous columns, press [Ctrl] + select the cells from each column to be deleted. 2. From the Ribbon, select the Home command tab. 3. In the Cells group, click the arrow The column(s) are deleted. 5.7 Wrapping Text If you have text that appears in a single cell and you want to increase the height of the cell without expanding the row or column, you can use the Wrap text option. 1. Select the appropriate cells. 2. From the Home command tab, in the Alignment group, click WRAP TEXT The text wrap is applied. NOTE: To remove the text wrap, click WRAP TEXT again. 5.8 Formatting Borders To make certain cells stand out in the worksheet, you may want to format a cell's borders. 5.8.1 Changing Borders 1. Select the cell(s) whose borders you want to format. on the DELETE button select Delete Sheet Columns on the DELETE button select Delete Sheet Rows
Computing basics
2. From the Home command tab, in the Font group, click the the desired border. The border is applied. 5.8.2 Changing Border Color 1. From the Home command tab, in the Font group, click the Line Color select the desired color. The cursor changes to the shape of a pencil. 2. To format individual borders, click the borders you want changed. To format multiple cells, click and drag across the desired cells. 3. To quit formatting border colors, press [Esc]. 5.8.3 Changing Border Style 1. From the Home command tab, in the Font group, click the Line Style select the desired line style. 2. To format individual borders, click the borders you want changed. To format multiple cells, click and drag across the desired cells. 3. To quit formatting border styles, press [Esc]. 5.8.4 Deleting Borders 1. From the Home command tab, in the Font group, click the Erase Border. The cursor changes to the shape of an eraser. 2. To delete individual borders, click the borders you want changed. To delete multiple cell borders, click and drag across the desired cells. 3. To quit deleting borders, press [Esc]. 5.9 Copying Cell Formatting next to BORDER next to BORDER next to BORDER next to BORDER
Level - 1
and select
select
select
and select
The typical copy and paste functions will copy text and all associated formatting; however, if you want to copy only the formatting, you can use the Format Painter. The Format Painter will format the destination text the same as the source text but will not copy or paste any actual text. 5.9.1 Using the Format Painter: One Application This method allows you to apply formatting to one instance of contiguous text. 1. Highlight the text containing the desired formatting.
Computing basics
2. From the Home command tab, in the Clipboard group, click FORMAT PAINTER. The pointer changes shape to include a paintbrush. 3. Highlight the desired text to be formatted OR Click the desired word to be formatted. The format you copied is applied to that text. 5.9.2 Using the Format Painter: Multiple Applications This method allows you to apply formatting to non-contiguous text. 1. Highlight the text containing the desired formatting.
Level - 1
2. From the Home command tab, in the Clipboard group, double click FORMAT PAINTER. The pointer changes shape to include a paintbrush. 3. Highlight the desired text to be formatted OR Click the desired word to be formatted. The format you copied is applied to that text. 4. Repeat step 4 until all additional text is formatted. 5. When finished, to turn off the Format Painter, press [Esc] OR Click FORMAT PAINTER. 5.10 Clearing Cell Formatting You can remove all cell formatting while preserving text formatting in selected cells (e.g. fill color, alignment and borders will be cleared, but text color, font size and font face will not be cleared). 1. Select the cell(s) containing the formatting to be cleared. 2. From the Home command tab, in the Editing group, click CLEAR Formats. The cell formatting is removed. 5.11 Sorting Data The Sort command arranges worksheet data by text (i.e., A to Z, Z to A), numbers (i.e., smallest to largest, largest to smallest), dates, or times (oldest to newest, newest to oldest). This document shows you how to sort your Excel 2007 worksheet data. select Clear
Computing basics
Level - 1
5.11.1 Sorting Data: Sort Button If you simply want to sort your data by one column from smallest to largest or largest to smallest, you can do so with one click. 1. Select a cell in the column used to sort. 2. From the Data command tab, in the Sort & Filter group, click SORT SMALLEST TO LARGEST or SORT LARGEST TO SMALLEST. The selected column is sorted. 5.11.2 Sorting Data: Sort Dialog Box Using the Sort dialog box, you can create multi-level sorts that meet a variety of specifications. 1. Select a cell in the column you want to use to sort. 2. From the Data command tab, in the Sort & Filter group, click SORT The Sort dialog box appears.
3. To sort by ascending or descending values (i.e., alphabetically, numerically, time or date) a. In the Sort by pull-down list, select the column you want to use to sort. b. In the Sort On pull-down list, select Values. c. In the Order pull-down list, select A to Z or Z to A. The data is sorted according to the selected order. 4. To sort according to a custom list a. In the Sort by pull-down list, select the column you want to use to sort. EXAMPLE: select a column containing days of the week. b. In the Sort On pull-down list, select Values. c. In the Order pull-down list, select Custom List... The Custom Lists dialog box opens.
Computing basics
d. Select the custom list by which you want to sort.
Level - 1
EXAMPLE: select Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday 5. To sort according a formatting criterion a. In the Sort by pull-down list, select the column you want to use to sort. b. In the Sort On pull-down list, select the appropriate option. EXAMPLE: Select Cell Color c. In the Order pull-down list, select a color and appropriate sort order. EXAMPLE: select Blue and On Top 6. OPTIONAL: To sort by more than one column a. Click ADD LEVEL. b. In the Then by row of the Sort dialog box, select the additional sort options. 7. OPTIONAL: To control how to sort lists of days or months, case-sensitive data and orientation a. Click OPTIONS... The Sort Options dialog box appears.
b. Make necessary changes. c. Click OK. 8. Click OK. The data is sorted. 6. Formatting Data: Text and Numbers 6.1 Formatting Text Some rules to remember when formatting your text include the following: If you know what formatting options you want, you can enable them before you type. After you finish typing the section, you can disable them. When formatting text that is already typed into the document, the first step is to select it. Only selected text will take on the format that you are applying. Using too many fonts, sizes, and other formatting in one document often looks cluttered and is hard to read. Try to limit yourself to no more than two or three fonts, sizes and formats per document.
Computing basics
Level - 1
Once the text is formatted, deselect the text by clicking away from the text or pressing an arrow key. Selected text is vulnerable and may be deleted or changed unintentionally.
6.2 Changing Font, Size, and Color Excel allows you to change the font, size and color from the Ribbon, the Font dialog box or the Contextual toolbar. The Ribbon and Contextual toolbar options are easier and faster ways of changing the look of your text. However, the Font dialog box provides more options and allows you to preview your text through the Preview box. 6.2.1 Changing Font, Size, and Color: Ribbon Option 1. Select the desired text. 2. From the Home tab in the Font group, from the Font pull-down list, select the desired font. NOTE: As you hover your mouse over a font, Word previews it live on your selected text. 3. To select a different size from the Font Size pull-down list, select the desired font size.
4. To select a different color, click the
next to FONT COLOR
select the desired font color.
6.2.2 Changing Font, Size, and Color: Contextual Toolbar Option 1. Select the desired text. The Contextual toolbar appears above the text.
2. To select a different font, from the Font pull-down list, select the desired font. 3. To select a different size, from the Font Size pull-down list, select the desired font size. 4. To select a different color, click the select the desired font color. 6.2.3 Changing Font, Size and Color: Menu Option 1. Select the desired text. next to FONT COLOR
Computing basics
2. From the Home tab in the Font group, click FONT The Font dialog box appears. NOTE: A preview and description of the selected font appear in the Preview section. 3. In the Font text box, type the desired font name OR From the Font scroll list, select the desired font. 4. In the Size text box, type the desired font size OR From the Size scroll list, select the desired size. 5. From the Font color pull-down list, select the desired font color. 6. In the Effects section, select any additional font effects EXAMPLES: Small caps, Superscript, Subscript 7. Click OK. 6.3 Changing Character Formatting
Level - 1
Word allows you to format text characters using the Ribbon, Contextual toolbar, menu or keyboard options. The Ribbon, Contextual toolbar and keyboard options are faster; however, the menu option offers more options. Some of the styles you can apply are boldface, italics, underlining, shadow, superscript or subscript, single or double strike-through, small or all caps and color. 6.3.1 Changing Character Formatting: Ribbon Option 1. Select the text to be formatted. 2. From the Home tab in the Font group, click the appropriate formatting buttons. HINT: To deselect character formatting, select the text and click the formatting button a second time.
6.3.1 Changing Character Formatting: Contextual Toolbar Option 1. Select the text to be formatted. The Contextual toolbar appears on top of the text.
2. On the Contextual toolbar, click one or more of the appropriate formatting buttons. HINT: To deselect character formatting, select the text and click the formatting button a second time.
Computing basics
Level - 1
6.3.2 Changing Character Formatting: Menu Option 1. Select the text to be formatted. 2. From the Home tab, in the Font group, click FONT The Font dialog box appears. 3. In the Font style text box, type the desired style OR From the Font style scroll list, select the desired style. 4. If necessary, in the Effects section, select additional formatting options. EXAMPLE: Small caps, Shadow 5. Click OK. 6.3.3 Changing Character Formatting: Keyboard Option 1. Select the text to be formatted. 2. Press the appropriate key(s):
Enhancement Italics Bold Underline
Keystroke [Ctrl] + [I] [Ctrl] + [B] [Ctrl] + [U]
6.4 Formatting Numbers Excel provides preset number formats to help you standardize how numbers will appear in your worksheet. You may also customize number formats to fit your needs. EXAMPLES: When formatted as Currency, the number 9.27 will appear as $9.27. When formatted as Fraction, the number 9.27 will appear as 9 1/4. 6.4.1 Formatting Numbers: Toolbar Option When you want to format numbers quickly, Excel allows you to do so from the Ribbon. 1. Select the cell(s) you want to format. 2. From the Home command tab in the Number group, click the desired toolbar option.
Computing basics
Name Number Format Accounting Number Format Percentage Style Comma Style Increase Decimal Decrease Decimal Format Cells: Number Image Description
Level - 1
Displays the formatting style of the selected cell Changes the formatting to Accounting NOTE: You can insert foreign currency symbols by clicking the . Changes the formatting to Percentage Changes the formatting to include commas and two decimal places Adds one decimal place to the selected cell Removes one decimal place from the selected cell Accesses the Format Cells dialog box
6.4.2 Formatting Numbers: Ribbon Option The Ribbon offers a simple way to apply number formatting. 1. Select the cell(s) you want to format. 2. From the Home command tab in the Number group, click NUMBER FORMAT desired number format. The cell is formatted. HINTS: The default category is General. The number in the selected cell is previewed under the format label in the pull-down list. 6.4.3 Formatting Numbers: Dialog Box Option The Format Cells dialog box can help you customize your number formatting. 1. Select the cell(s) you want to format. 2. In the Home command tab in the Number group, click FORMAT CELLS: NUMBER The Format Cells dialog box appears with the Number tab displayed. 3. From the Category list, select the desired number format. HINT: You can preview the formatting in the Sample section. EXAMPLE: Select Currency. select the
Computing basics
4. If the format offers additional options, select the preferred options.
Level - 1
EXAMPLE: Format the number of decimal places, the desired symbol and negative numbers.
5. Click OK. The selected cells are formatted. 6.4.4 Clearing Number Formatting The General number format is the default selection. Changing the formatting to General will remove all other number formatting for the selected cells. 1. Select the cell(s) you want to format. 2. From the Home command tab in the Number group, click NUMBER FORMAT General The formatting is cleared. 7. Functions Basic worksheets in Excel often require you to use formulas and functions, which are calculations based on designated values, cell references and commands. Functions are pre-written commands provided by Excel, while formulas are written entirely by the user. While both methods are useful, functions often save time and energy when working with complex but common tasks (such as finding the sum or average of a group of numbers) by allowing you to customize a pre-created calculation instead of typing it yourself. 7.1 Parts of a Function Functions have two basic parts which you should be aware of: An equation which is provided by Excel when you select the desired function Values or cell references to be used in the equation which you will provide select
Computing basics
Level - 1
Functions that are inserted using the Insert Function dialog box or the Point and Click method provide empty equations, but you must still provide the values which will be used in the calculation. Depending on the calculation, you may choose to use several types of operands. NOTE: While typing cell references, keep in mind that the calculations will be done using the values present in the particular cells entered, not with the cell references themselves.
Operand Cell Reference Cell Range
Example A1 A1:A3
Value Calculates the function using the value(s) present in a specified cell. References can be relative or absolute Calculates the function using the values present in all cells between the cells specified. References can be relative or absolute (See 7.3 Cell References: Relative and Absolute).
Named Cell Range
Quiz Scores
Calculates the function using a specific group of cells that you have previously named. If the function is copied or moved, it will still use the values present in the specified range. Calculates the function using a specific value provided by you.
Value
There are multiple ways to create a function. You can insert functions manually (by typing them) or you can use the Insert Function dialog box. The Insert Function dialog box eliminates the possibility of a typing error, so it is the recommended method. 7.1.1 Inserting Functions with the Insert Function Dialog Box The Insert Function dialog box makes it easy to determine what functions are available, which function you should be using and what you need to include in the function. It displays a listing of all functions or categories of functions available with Excel. As you select a function, a sample of the function appears at the bottom of the dialog box. As you make your selection, the Insert Function dialog box will request certain types of information; you will simply need to select the cells where that information is located. 1. Select the cell where the function should be added. 2. From the Ribbon, select the Formulas command tab. 3. In the Function Library group, click FUNCTION WIZARD The Insert Function dialog box appears. 4. From the Or select a category pull-down list, select the appropriate function category
Computing basics
OR Select All. 5. From the Select a function scroll box, select the desired function.
Level - 1
HINT: A description of the selected function appears beneath the Select a function scroll box. 6. Click OK. The Function Arguments dialog box appears. NOTES: The appearance and options available in the Function Arguments dialog box will differ depending on which function has been chosen. A function's arguments are the value(s) that the function is being performed upon.
7. In the text boxes, type the data to be used in the function OR To select cell ranges a. Click COLLAPSE DIALOG b. Click and drag the mouse to select the desired cells c. Click RESTORE DIALOG 8. Click OK. The results of the function appear in the selected cell. 7.1.2 Inserting Functions from a Category: on the Ribbon Excel provides a multitude of functions for your use. While this ensures that functions exist for most of your needs, it can also make it very difficult to find a particular function. To make functions easier to find, they are divided into categories (e.g., math and trig functions, date and time functions, logic functions, etc.). If you are looking for a function that belongs in a particular category, you can access the Function Arguments dialog box from that category. 1. Select the cell where the function should be added. 2. From the Ribbon, select the Formulas command tab. 3. In the Function Library group, click the correct category select the desired function The Function Arguments dialog box appears.
Computing basics
NOTES:
Level - 1
The appearance and options available in the Function Arguments dialog box will differ depending on which function has been chosen. A function's arguments are the value(s) that the function is being performed upon.
4. In the text boxes, type the data to be used in the function OR To select cell ranges a. Click COLLAPSE DIALOG b. Click and drag the mouse to select the desired cells c. Click RESTORE DIALOG 5. Click OK. The results of the function appear in the selected cell. 7.1.3 About the Function Arguments Dialog Box The Function Arguments dialog box helps you to create functions. As you type information about the function, the Function Arguments dialog box displays the name of the function, the function arguments (i.e., the values that the function is being performed upon), a description of the function and its logic and the result of the function. Once you have entered a function, you can further edit it using the Function Arguments dialog box. 7.1.4 To access the Function Arguments dialog box: 1. Select a cell containing a function. 2. On the Formula bar, click FUNCTION WIZARD The Function Arguments dialog box appears.
7.2 Inserting Functions with the Point and Click Method Functions based on cell references can be created by clicking the cells rather than typing the cell entries. This "point and click" method can help reduce the chance of error in the functions and may be easier for some users.
Computing basics
Level - 1
The key to the point and click method is to click the cells to be included and type the operators where appropriate. NOTE: All functions that can be accessed from the Insert Function dialog box can be typed with a textbased command. If you choose to type your function into a cell, however, be sure that you know precisely how to enter information for the function, especially if you are working with a complex function. The following examples provide step-by-step instructions for a simple addition of two cells and for adding a range of cells. 7.2.1 Adding Cells Together 1. Select the cell where the results should be displayed 2. To start the function, press [=] 3. Click the first cell to be added 4. Press [+] 5. Click the next cell to be added 6. Repeat steps 45 as necessary 7. Press [Enter] The sum appears in the selected cell. 7.2.2 Adding a Range of Cells with the SUM Function 1. Select the cell where the results should be displayed 2. To start the function, press [=] 3. Type SUM( 4. Click and drag the mouse over the range of cells to be added OR a. Click the first cell in the range to be added b. Press [:] c. 5. Type ) 6. Press [Enter] The sum appears in the selected cell. Click the last cell in the range to be added
7.3 Cell References: Relative and Absolute Cell references are an important part of creating formulas in Excel. Using cell references allows your formulas to update automatically if the value in a particular cell changes, but using cell references
Computing basics
Level - 1
properly can also assist you in updating formulas as cells are copied or moved. There are two basic types of cell references, each serving a different purpose. Relative cell references References that will change in relation to the new location of the formula. Relative references identify cells based on their relationship to the cell containing the reference. EXAMPLE: If you copied a formula from column A to column B and the formula contained a relative cell reference to cell A12, the formula would change to refer to cell B12. Absolute cell references References that remain the same when a formula is copied to a new location. No matter where the formula or the values in the original cell are moved, the formula will continue to refer to the same cell. EXAMPLE: If a formula using an absolute cell reference to cell A12 was copied to another column, the cell reference to A12 would remain constant. Relative and absolute cell references can be used in all situations that require cell references, including cell ranges and formulas. A formula, cell range or cell reference can have both relative and absolute components. By adding a dollar sign ($) before either the column or row location or both, that reference becomes absolute. When adding dollar signs to cell references, only the portion of the reference directly following the dollar sign is absolute. To keep the entire cell reference constant, place a dollar sign before both the column and row location. EXAMPLE: $A$12 To make a cell reference absolute: 1. Within the formula, before the part of the reference (i.e., row or column reference) that you would like to be absolute, type $ OR In the Formula bar a. Click within the cell reference you want to change b. Press [F4] Part of your cell reference is changed. HINT: Pressing [F4] will cause elements (i.e., row and column references) of your cell reference to toggle between being relative and absolute. If you do not get the desired reference the first time, continue pressing this key until the desired portions of your
Computing basics
reference are relative and absolute.
Level - 1
EXAMPLE: When pressing [F4], your cell reference may cycle through the following progression: A12, $A$12, A$12, $A12, A12. 8. Customizing Page Layout In order to fit information on a page or change the appearance of a page, you may want to customize your page layout. Several different aspects of your page layout may be altered to customize the way your printed worksheet appears, including: changing the orientation, changing the paper size, adjusting the scale, adjusting the margins and centering the worksheet on the page. 8.1 Changing the Orientation Most documents are portrait (tall) oriented, but many worksheets may be easier to read with a landscape (wide) orientation. In addition, changing the orientation can also help you fit a large worksheet onto one sheet of paper. After changing the orientation, you may need to change the paper size. 1. From the Ribbon, select the Page Layout command tab. 2. In the Page Setup group, click ORIENTATION select the desired orientation (i.e., Portrait or Landscape). 8.2 Changing the Paper Size The default paper size is 8 1/2" x 11", but you can select other available paper sizes, such as legal (8.5" x 14"). To select a different paper size: 1. From the Ribbon, select the Page Layout command tab. 2. In the Page Setup group, click SIZE select the desired paper size. 8.3 Adjusting the Scale The scaling option allows you to adjust the size of the printed copy. The default size of the printed copy is 100%. You can adjust the scale to a percentage of the default size or choose to fit the worksheet to a specific number of pages; both allow you to reduce or enlarge the entire worksheet. These options are described below. 8.3.1 Adjusting the Scale: Percentage 1. From the Ribbon, select the Page Layout command tab. 2. From the Scale to Fit group in the Scale text box, type the appropriate percentage OR
Computing basics
With the nudge buttons, click the appropriate percentage.
Level - 1
8.3.2 Adjusting the Scale: Fit to Page Excel allows you to set a maximum number of pages for your worksheet to fit within. You may choose to rescale your worksheet either horizontally, vertically or both in order to make it fit within this set number of pages. 1. From the Ribbon, select the Page Layout command tab. 2. To rescale your worksheet horizontally within a page limit, in the Scale to Fit group, in the Width text box, type the appropriate number of pages OR In the Scale to Fit group, in the Width text box, click the text box, type the appropriate number of pages OR In the Scale to Fit group, in the Height text box, click the 8.4 Adjusting the Margins 1. From the Ribbon, select the Page Layout command tab. select the desired number of pages. select the desired number of pages. 3. To rescale your worksheet vertically within a page limit, in the Scale to Fit group, in the Height
2. In the Page Setup group, click MARGINS The Margins pull-down list appears. 3. From the Margins pull-down list, select the desired option OR For custom margin settings a. From the Margins pull-down list, select Custom Margins... The Page Setup dialog box appears, with the Margins tab selected. b. In the Top, Bottom, Left, or Right text boxes, type the appropriate margins OR With the nudge buttons, select the appropriate value. c. Click OK.
8.4.1 Adjusting the Header and Footer Margins 1. From the Ribbon, select the Page Layout command tab.
Computing basics
Level - 1
2. In the Page Setup group, click MARGINS
select Custom Margins...
The Page Setup dialog box appears, with the Margins tab selected. 3. In the Header and Footer text boxes, type the appropriate margins OR With the nudge buttons, select the appropriate value. 4. Click OK. 8.5 Centering the Worksheet on the Page 1. From the Ribbon, select the Page Layout command tab.
2. In the Page Setup group, click MARGINS
select Custom Margins...
The Page Setup dialog box appears, with the Margins tab selected. 3. To center within the left and right margins, in the Center on page section, select Horizontally. 4. To center within the top and bottom margins, in the Center on page section, select Vertically. 5. Click OK. 9. Printing Basics When printing in Excel 2007, you can print all or part of the current workbook or worksheet. 9.1 Printing Tips To verify how the printout will look, use Print Preview. For wide worksheets, you may want to print the information in landscape orientation (11" x 8.5") rather than portrait orientation (8.5" x 11"). The Page Setup dialog box lets you modify various document properties, such as footers and headers, page alignment and more. For more information, refer to Box. WARNING: If you click QUICK PRINT on the Quick Access toolbar, your document prints
without letting you customize settings in the Print dialog box. 9.2 Printing the Active Worksheet(s) Excel lets you print the active sheet(s) in your workbook without having to print the rest of the workbook. Unless you select multiple worksheets, the active worksheet is the visible worksheet (i.e., the top worksheet; the worksheet whose tab is selected). As explained below, however, it is possible to activate specific multiple worksheets for printing.
Computing basics
1. To activate the worksheet you want printed, click the tab of that worksheet The worksheet is active. 2. OPTIONAL: To make more than one worksheet active a. Click the tab of the first sheet you want to activate The worksheet is active.
Level - 1
b. To activate sheets adjacent to the first one you selected, press [Shift] while you click the tab of the last sheet you want selected All sheets between the first and last tabs selected are active. To activate sheets that are not adjacent to the first one you selected, press [Ctrl] while you click the tabs of all sheets you want selected All selected sheets are active. 3. In the top left corner of the Excel window, click the OFFICE BUTTON OR Press [Ctrl] + [P] The Print dialog box appears. 4. In the Print what section, select Active sheet(s) 5. Click PRINT The active worksheets are printed. 9.3 Printing the Entire Workbook Printing the entire workbook will print all worksheets that contain data. 1. In the top left corner of the Excel window, click the OFFICE BUTTON OR Press [Ctrl] + [P] The Print dialog box appears. 2. In the Print what section, select Entire workbook 3. Click PRINT The entire workbook is printed. 9.4 Defining the Print Area By default, Excel prints all data on the current worksheet. However, you can define a specific print area from the Page Setup dialog box or the Print Area command. 9.4.1 Defining the Print Area: Dialog Box Option HINT: For more information about the Page Setup dialog box Sheet tab options; refer to 9.14.4 Page Setup Dialog Box Tabs: Sheet. select Print select Print
Computing basics
Level - 1
1. Select the Page Layout command tab. 2. In the Page Setup group, click PAGE SETUP The Page Setup dialog box appears. 3. Select the Sheet tab 4. In the Print Area text box, type the range of cells you want to print OR To select the area a. Click COLLAPSE DIALOG b. Select the desired range of cells c. Click RESTORE DIALOG Click OK. The print area is defined. 9.4.2 Defining the Print Area: Print Area Option Excel will keep the print area you have defined until it is cleared or replaced. 9.4.3 To set the print area: 1. Select the range of cells you want to print. 2. Select the Page Layout command tab.
3. In the Page Setup group, click PRINT AREA The print area is set. 4. OPTIONAL: To add more data to the print area a. select a range of cells
select Set Print Area
b. In the Page Setup group, click PRINT AREA c. Repeat steps ab as necessary
select Add to Print Area
The selected cells are added to any previously selected data.
9.4.4 To clear the print area:
1. In the Page Setup group, click PRINT AREA Any print area settings are cleared.
select Clear Print Area
Computing basics
Level - 1
9.5 Printing Ranges of Cells You can manually select ranges of cells for printing. You also have the option of selecting multiple noncontiguous ranges for printing. NOTE: Unless you provide a print range, Excel will print everything on the current worksheet, resulting in a printout of all cells from A1 to the last column and row containing information. 9.5.1 Selecting a Print Range Manually 1. Select the range of cells to be printed. OR From the Name Box pull-down list, select the range name to be printed. 2. In the top left corner of the Excel window, click the OFFICE BUTTON OR Press [Ctrl] + [P] The Print dialog box appears. 3. In the Print what section, select Selection. 4. Click OK. The specified range of cells is printed. 9.5.2 Selecting Multiple Ranges Excel lets you print non-contiguous ranges. Selected ranges will print on separate pages. 1. Select the first range to be printed. 2. Press [Ctrl] + select the second range to be printed. 3. For each additional range to be printed, repeat step 2. 4. In the top left corner of the Excel window, click the OFFICE BUTTON OR Press [Ctrl] + [P] The Print dialog box appears. 5. In the Print what section, select Selection. 6. Click PRINT The specified range of cells is printed. select Print. select Print.
Computing basics
9.6 Printing Worksheet Groups
Level - 1
If you have multiple sheets in your workbook and you want to print select worksheets, you can do this using worksheet groups. This method will print the active area of each sheet (A1 to the last column and row containing information) or the assigned print area. This may result in different ranges being printed for each sheet. 1. Group the worksheets (see 2.7 Grouping Worksheets). 2. Click the OFFICE BUTTON The Print dialog box appears. 3. In the Print what section, select Active sheet(s). 4. Adjust print settings as necessary. 5. Click OK. The selected worksheets are printed. 6. Ungroup the worksheets. Adding Headers and Footers Headers and footers can be useful tools for organizing and identifying a document. A header is a section of information that is printed above the body of the document and footer is a section of information that is printed below the body of the document. Information in headers and footers is often static throughout a document (e.g. identifying the name of the document or supplying a page number).You may choose to add a preset header or footer to your document or to create a custom header and footer. select Print
9.8 Using Preset Headers and Footers Preset headers and footers are provided by Microsoft or can be taken from documents you have used in the past. 1. From the Ribbon, select the Page Layout command tab. 2. In the Page Setup group, click PAGE SETUP The Page Setup dialog box appears. 3. Select the Header/Footer tab The Page Setup dialog box refreshes to display the Header/Footer options. 4. From the Header or Footer pull-down list, select a preset header or footer. 5. Click OK The header or footer is applied to the document.
Computing basics
Level - 1
NOTE: The header or footer may display the header or footer code (see 9.10 Header and Footer Elements below) on your screen, but the text will be visible when the worksheet is printed.
9.9 Creating Custom Headers and Footers You may want to create your own headers or footers. You can adjust the font face and the size, add your own text and add text that will be automatically updated with your document. Custom headers and footers may be added in two ways: using the Ribbon or the Header and Footer dialog boxes. 9.9.1 Adding a Custom Header or Footer: Ribbon Option 1. From the Ribbon, select the Insert command tab. 2. In the Text group, click HEADER & FOOTER A header appears, divided into three sections and the Design command tab is visible on the Ribbon. HINT: One section of the header appears on the left of the top margin, one in the center and one on the right. Although all three sections may not be visible, clicking in one of these areas will cause that section to appear.
3. OPTIONAL: To work with the footer in the Navigation section, click GO TO FOOTER NOTE: The footer like the header is divided into three sections. Although all three may not be visible, clicking in one of these areas will cause that section to appear. 4. Click the section of the header or footer where you want to add content. 5. Type or use the Header & Footer Elements to add all desired information. 6. OPTIONAL: To change the formatting of your text a. Select the text that you want to format b. From the Ribbon, select the Home command tab c. Using the commands in the Font group, make all desired formatting changes 7. To stop working with your header or footer, click outside of it. NOTE: The header or footer may display the header or footer code on your screen, but the text will be visible when the worksheet is printed. 9.9.2 Adding a Custom Header or Footer: Dialog Box Option 1. From the Ribbon, select the Page Layout command tab.
Computing basics
2. In the Page Setup group, click PAGE SETUP The Page Setup dialog box appears. 3. Select the Header/Footer tab. 4. Click CUSTOM HEADER... or CUSTOM FOOTER... The Header or Footer dialog box appears, respectively. 5. In the Left section, Center section and Right section text boxes, type or use the Header & Footer Elements (see below) to insert the desired information in each section of your header or footer. 6. OPTIONAL: To change the formatting of your text a. Select the text you want to format. b. Click FORMAT TEXT The Font dialog box appears. c. Select the desired options. The Font dialog box closes. 7. When finished, click OK The Header or Footer dialog box closes. 8. Click OK The Page Setup dialog box closes. NOTES: If you created a header with multiple lines, it may overlap with the information on the spreadsheet. d. Click OK
Level - 1
To ensure that your header with multiple lines are displaying properly, refer to Adjusting Margins. The header or footer may display the header or footer code on your screen, but the text will be visible when the worksheet is printed. 9.10 Header and Footer Elements Excel allows you to create custom headers and footers by either typing your own text or adding specific text fields. The buttons available in the Header & Footer elements group provide you with text fields that will automatically update the information displayed as your document changes. These elements can also be added to preset headers and footers to customize your document.
Computing basics
Level - 1
The Code column in the table below shows the command that Excel will insert when the option is selected. Although you may see only the code when looking at your document, the code will be translated to the corresponding information when the sheet is printed. NOTES: If you choose to create a custom header or footer using the dialog box option, note that these buttons are also available in the Header and Footer dialog boxes. However, only the graphic part of the button will be visible in these dialog boxes.
Button
Code &[Page] Inserts the page number
Action
NOTE: Excel will count only the pages that have data in at least one cell. &[Pages] Inserts the total number of pages NOTE: Excel will count only the pages that have data in at least one cell. &[Date] Inserts the current date
&[Time]
Inserts the current time
&[File]
Inserts the filename of the workbook
&[Tab]
Inserts the name of the current worksheet
&[Path]&[File]
Inserts the path and filename
&[Picture] None
Displays the Insert Picture dialog box so you can insert a picture Displays the Format Picture dialog box so you can adjust picture properties
None
Available only in the Header and Footer dialog boxes; displays the Font text box to adjust text formatting
Computing basics
9.11 Adjusting Margins
Level - 1
You may want to check your custom header or footer to ensure that it will print properly. If there are problems with the display of your header or footer, you may be able to fix them by adjusting the margins. You can adjust the margins in two ways: using the mouse option or the dialog box option. 9.11.1 Adjusting Margins: With the Mouse 1. From the Office Button menu , select Print Print Preview
Your document is displayed in Print Preview mode. 2. In the Preview group, select Show Margins The margin outlines appear.
3. Using the mouse, click and drag the margin outlines to the desired position NOTE: The uppermost and bottom-most margins are for the header and footer, respectively. 4. Click CLOSE PRINT PREVIEW Excel returns to the work area. 9.11.2 Adjusting Margins: With the Page Setup Dialog Box 1. From the Office Button menu Print Preview Your document is displayed in Print Preview mode. , select Print
2. In the Print group, click PAGESETUP The Page Setup dialog box appears. 3. Select the Margins tab. The Page Setup dialog box refreshes to display the Margins options. 4. In the Top, Left, Right, Bottom, Header and/or Footer text boxes, type the preferred margin size OR Use the nudge buttons to adjust the margins.
Computing basics
5. Click OK The Page Setup dialog box closes. 6. Click CLOSE PRINT PREVIEW Excel returns to the work area. 9.12 Printing Gridlines
Level - 1
Gridlines (outlines of each cell) will not print by default in Excel 2007 and can be helpful in printed documents. 1. From Ribbon, select the Page Layout tab. 2. In the Sheet Options group in the Gridlines section, select Print. 3. Print your document. 9.13 Page Setup Dialog Box In addition to the Print dialog box, the Page Setup dialog box provides many options to help you print your Excel worksheets. 9.13.1 Accessing the Page Setup Dialog Box 1. From the Page Layout command tab in the Page Setup group, click PAGE SETUP The Page Setup dialog box appears. 9.14 Page Setup Dialog Box Tabs The Page Setup dialog box consists of four tabs: Page, Margins, Header/Footer and Sheet. Each tab lets you customize elements of your Excel worksheet. For additional information, refer to 8. Customizing Page Layout. NOTES: The following buttons are found on all tabs: PRINT... (opens the Print dialog box), PRINT PREVIEW (opens Print Preview), OPTIONS... (opens the (printer name) on print Properties dialog box), OK and CANCEL. If you accessed the Page Setup dialog box differently than as described in Accessing the Page Setup Dialog Box, the PRINT... and PRINT PREVIEW buttons may not appear. 9.14.1 Page Setup Dialog Box Tabs: Page The Page tab offers several options to help you specify how your worksheet(s) will print.
Computing basics
Level - 1
Option Orientation Scaling
Description Determines if your document prints as a portrait (i.e., length-wise) or as a landscape (i.e., width-wise) Adjust to lets you to customize page scale by percentage. Fit to lets you specify how many pages it takes to print your worksheet HINT: Print Preview lets you see the effects of scaling before you print.
Paper size Print quality First page number
Determines what size paper you will print on Determines resolution Indicates what number appears on the first printed page. If you want the first page number to be 1, leave the selection as Auto
9.14.2 Page Setup Dialog Box Tabs: Margins The Margins tab lets you set your margins and center your data vertically, horizontally or both. NOTE: All margin values are measured in inches.
Computing basics
Level - 1
9.14.3 Page Setup Dialog Box Tabs: Header/Footer Headers and footers are the text printed at the top and bottom of pages, such as the date, page number, the filename or other text. The Header/Footer tab provides options to customize page headers or footers. For more information about headers and footers, refer to . Adding Headers and Footers.
Option Header Footer Custom Header...
Description Provides several pre-written headers Provides several pre-written footers Lets you create your own header using the Header dialog box. For more information, refer to .
Computing basics
Level - 1
Adding Headers and Footers. Custom Footer... Lets you create your own footer using the Footer dialog box. For more information, refer to .
Adding Headers and Footers. Different odd and even pages Different first page Scale with document Align with page margins Lets you create a different header or footer for only the first page Adjusts the header and footer font and scaling to match the rest of the document Sets headers and footers within the page margins Lets you create different headers or footers for odd and even pages
9.14.4 Page Setup Dialog Box Tabs: Sheet The Sheet tab gives you several options for determining which elements of your workbook are printed.
Option Print area Print titles Specifies a range of cells to print.
Description
Specifies the rows or columns to print on each page. These rows or columns are likely to be the headings that define what the rest of the row or column's information is used for.
Print
Allows you to print only certain elements of your worksheet.
Computing basics
Page order Sets the order in which worksheet pages are numbered and printed.
Level - 1
Pointer Shapes As with other Microsoft programs, the pointer often changes its shape as you work in Excel. Each pointer shape indicates a different mode of operation. This document provides a table describing the various pointer shapes you may see while working in Excel 2007.
Shape
Context The default pointer shape; appears in most Excel workspace contexts Appears when the pointer is on the border of a window Appears when the pointer is between a row or column divider Appears when you are editing cell contents Appears when the pointer is on a column or row heading Appears when the pointer is placed over a cell border, graphic, or other object Appears when the pointer is on the "fill corner" of a cell or cell range Appears when mouse is placed over the Ribbon
Action Moves cell pointer or selects a range of cells Adjusts window size
Adjusts height and width of rows and columns Provides a text insertion point Selects columns or rows Moves cells, graphics or objects Auto Fills other cells with similar information The standard Microsoft Windows pointer; selects Ribbon and menu options
Worksheet Terms Like all other areas of computer technology, Microsoft Excel worksheets have their own "language." This list of common terms is provided to serve as a reference for you as you work in Excel. Cell The intersection of a column and row. Information is stored in cells.
Computing basics
Cell Pointer
Level - 1
The cell pointer is similar to Word's insertion point. It selects or marks the current cell (where the next activity is going to take place). The Excel pointer changes shape depending on location and corresponding function. For more information, refer to Pointer Shapes above. Cell References The address consisting of the column and row IDs of a specific cell. The current cell location is displayed in the upper left corner of the worksheet. Column A vertical group of cells within a worksheet. Formula A set of instructions which perform a calculation based on numbers entered in the cell or numbers entered in other cells (referred to by cell references). All formulas begin with the equal sign (=). Function A pre-programmed formula. The function performs the calculation based on the cells referenced in the function. All functions begin with the equal sign (=). Range A group of cells. Ranges are often referenced for formulas, printing and designating information to be copied or cut. Ranges can be selected by clicking and dragging over the cells. Row A horizontal group of cells within a worksheet. Value A number that can be used in an Excel calculation. Workbook A collection of worksheets contained within a single file. Worksheet A single layer or single sheet within the workbook. A worksheet can contain data, charts or both. Instead of compiling all of your information into one worksheet, you can create several worksheets within the one
Computing basics
Level - 1
workbook file. With this organization, similar information is grouped together to make it easier to locate and use. The worksheets for your workbook will vary based on its content and purpose. EXAMPLE: If you want one file containing the grade books for all sections you teach, each section can be on a separate sheet. NOTE: The terms worksheet and spreadsheet are often used interchangeably.
Unit V Introduction:
Microsoft Internet Explorer (IE) has become the overwhelming standard for browsing web pages
online. All Windows-based computers come pre-installed with Internet Explorer, and versions appear on other platforms. This prevalence (along with speed, stability and ease of use) is what has led to IE being the preferred web browser for both creators and users of the World Wide Web. Opening Microsoft Internet Explorer: Start >> Programs >> Internet Explorer, or look for the Internet Explorer icon on the desktop or quick launch.
Basic Layout of Program: - The "File" menu contains selections such as saving, closing and printing. - The "Edit" menu contains selections such as copying, pasting and finding text. - The "View" menu contains selections such as changing the toolbars available, changing the size of text onscreen, refreshing the current page, etc. - The "Favorites" menu contains a list of "bookmarked" pages and options to actually bookmark pages. - The "Tools" menu contains selections such as reading mail and changing advanced options within the program. - The "Help" menu contains various selections for seeking help with the program.
Computing basics
The Toolbars:
Level - 1
- The "Standard Buttons" toolbar is the primary way to navigate back and forth between pages, as well as refreshing and stopping the loading of pages. It has the familiar Back, Forward, Refresh, Home buttons. - The "Address Bar" is the primary entry for URLs (uniform resource locators) to browse to pages. - The "Links" bar contains preset links to websites and can be altered for one-click access to your favorite sites.
Visiting a Web Page: When the program is opened each time, (provided an Internet connection is available) it will automatically load up what is set to the "Home Page." This is a page that is saved within IE and can be changed (see later in tutorial). To visit a specific site, you will need to know the URL ("Uniform Resource Locator") for that site; this is also sometimes simply referred to as the website's "address." URLs are an easy way to remember, for example, the location of a company online. A computer's location on the web is its IP address. This is a series of numbers that pinpoints just where the computer is. But IP addresses are hard to remember (ex: 255.6.90.100). When you use an URL, the browser looks up that address and translates it to IP. Once IE is open and running, you can visit any site you wish by clicking in the address bar (or pressing Ctrl + Tab), and entering in the URL of the site you wish to visit.
Navigating a Page: Web pages will generally contain "links," which when clicked, bring you either to a different portion of the site, a file to view or to a different site all together. A link can be either text or an image; links will generally be noted by blue text or an underline or will change colors if the cursor is placed over it. By simply placing your cursor over a link (without yet clicking it), you will notice in the bottom left-hand corner of IE, the address of the file linked to will appear as text. Links that go to files with extensions such as .htm, .html, .shtml, .jhtml and their variants will bring you to another web page. Notice what the file extension of a link is before you click it; any files can be linked to online. While the vast majority will be other web pages (and images), you may come across files such as .zip, and .exe. Be aware of what it is exactly, that you are clicking. For more information, view the Tutorial dealing with viruses. If you wish to bring your browser back to a page you were previously at rather than attempting to find a link on your current page, you can click the "Back" button on the "Standard Button" toolbar to go back one
Computing basics
Level - 1
page. Also, by clicking the tiny downwards triangle next to this button, you can choose from approximately ten sites, in chronological order of your visiting, to go "back" to. If you wish to then go forward, again, you can use the "Forward" button the same way as the "Back" button.
If you wish to stop the loading of any web page for any reason, click the "Stop" button. If you then wish to reload the page (or to check and see if any changes have been made to a page since your last visit), click the "Refresh" button (also on the standard button toolbar).
Favorites: In your browsing of the web, you will undoubtedly come across pages (some with long, forgettable URLs) that you will wish to save for later viewing (such as news sites, which may update regularly). In web browsing, you don't "save" web pages, per se. You "bookmark" the site's URL; in IE, we call these bookmarks "favorites." To bookmark a page, browse to the page you wish to bookmark. Click the "Favorites" menu and click "Add to Favorites." IE will automatically name the favorite whatever the page's creator had written in that page's title bar; you can change this to whatever you wish. Choose a folder you wish to save the link to; if a menu of folders does not immediately show up, click the "Create in" button. You can even create your own folder by clicking "Create Folder," and naming the folder. Finally click "OK." Now, any time you wish to visit that page, click the "Favorites" menu in IE, and browse the menu to the link you have created, and click it.
Downloading Files: One of the first things to understand while browsing the web is that each page you go to is, in actuality, just a file like any image, song or program you have on your computer. It can be viewed, edited and downloaded off the web to your own computer. All HTML files, images, etc. online can be downloaded. To download a file, click the right mouse button over the link (again, be it an image, HTML file / web page, etc.), and click "Save Target As." A familiar box should pop up prompting you to save the file to a desired location.
Computing basics
Level - 1
Printing a web page: There are several things to consider when attempting to print a page. First, consider the amount of images and color on the page; the default of many printers is to print at a considerably high quality in color. You may not wish to waste so much ink. Also, look around on the page when reading things such as articles; the website maintainer(s) may have provided a link to a "printer-friendly" version (this means that the graphics will be limited and the text will be formatted in a more traditional manner). To print without changing any options, press the "Print" button in the standard buttons toolbar. To select printing options before actually printing, select File >> Print.
Saving a page: There are several reasons why you may wish to save a website or page to your own computer. One of the more popular reasons is to simply view the coding that makes up the page and learn new techniques. Whatever your reason may be, you have a few options at your disposal. To save a web page, select File >> Save As - Web Page, complete: This will save the entire HTML file (web page) you are on, as well as a folder full of any and all images that appear on that page
Computing basics
Level - 1
- Web Archive, single file: This will save the entire HTML file (web page) you are on, as well as any and all images that appear on the page and create a single file which you can open (it will appear as if you were online viewing the page). - Web Page, HTML only: This will save only the HTML coding of the page you are on. - Text File: This will attempt to format all text that appears on the page you are saving into a single textonly file
Editing a page: Rather than downloading a page with the above method, there are two other ways to get right into editing the current page in your browser. The first is to simply select File >> Edit with Microsoft Word. This will open the page in Microsoft Word for editing in a WYSIWYG (What You See Is What You Get) style.
If you wish to edit the actual HTML, you can select View >> Source to open the source code to the page in Notepad (or WordPad, if the file size exceeds Notepad's capabilities).
Computing basics
Finding text on a page:
Level - 1
It is possible that you will come across long pages of text. To search for a key word or phrase you are interested in, select Edit >> Find (or Ctrl+F) and enter in what you wish to search for. The first instance of the text will be highlighted on the page. You can continue searching for more instances on the same Page.
Setting your home page: Select Tools >> Internet Options. In the first selection of the "General" tab, you can either click "Use Current" to set whatever web page you are currently at as your home page or set the home page to a blank window. To visit your home page after extended browsing, simply click the "Home" button in the standard toolbar.
Computing basics
The Cache:
Level - 1
While viewing web pages, Internet Explorer will save files to a "Temporary Internet Files" folder on your computer. This helps speed up the loading of pages that you visit on a regular basis. However, this may also cause you to miss regular updates on a web page. If refreshing the page does not work, you may wish to clear the cache of these temporary internet files.
In the Tools >> Internet Options window, under the section for "Temporary Internet files," you can delete these files and start with a fresh load. By clicking "Settings," you can also adjust the amount of space Internet Explorer will set aside on your computer for these temporary files and how often the browser should check to see if a page is updated upon visiting.
Computing basics
History:
Level - 1
Internet Explorer keeps a record of the sites you visit in a folder called "History." By clicking the "History" button in the standard toolbar. A new sub-window will open, listing sites in folder according to domain. This is useful for tracking down sites that you may have forgotten to bookmark the first time around.
Resolution: It's good practice for website creators to create their site with a wide range of visitors in mind. This means they'll take into account the resolution of their users' monitors. Many people still use a resolution of 800x600 (generally on smaller monitors), but 1024x768 has become more of a standard; more will fit on the screen at once. If you find you're having problems horizontally scrolling on too many sites, check your resolution. If you're working at 800x600, you may want to up it to 1024x768.
Corporate O ce, Acropolis, Ground Floor, No 148. Dr.Radhakrishnan Road, Mylapore, Chennai 4. Phone No: 044-45064073 Email: contactus@virtuosity.ac Website: http://www.virtuosity.ac
Virtuosity Skill Development Pvt. Ltd.

Computing Skills

Uploaded by

Document Information

Original Description:

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Computing Skills

Uploaded by

Copyright:

Available Formats

IRTUOSITY

SKILL DEVELOPMENT Building a skilled India

Virtuosity Skill Development Pvt. Ltd.

Difference between software and hardware

1 I Virtuosity Skill Development

First Generation (1940-1956) Vacuum Tubes

Second Generation (1956-1963) Transistors

Third Generation (1964-1971) Integrated Circuits

2 I Virtuosity Skill Development

Fifth Generation (Present and Beyond) Artificial Intelligence

3 I Virtuosity Skill Development

What Are The Components Of A Computer ?

All computers require the following hardware components:

4 I Virtuosity Skill Development

How Does A Computer Work

Process: A systematic series of actions a computer uses to manipulate data.

How Does The Software Work

5 I Virtuosity Skill Development

6 I Virtuosity Skill Development

The role of computers in society

Office organization and communication

Information storage, processing, transfer

7 I Virtuosity Skill Development

Unit II Word Processing

Lesson 1: Getting Familiar with Microsoft Word 2007 for Windows

8 I Virtuosity Skill Development

The Microsoft Office Button

The Quick Access Toolbar

The Title Bar

9 I Virtuosity Skill Development

Tabs The Ruler

Dialog Box Launcher

The ruler is found below the Ribbon.

10 I Virtuosity Skill Development

This is the text area.

Vertical Scroll Bar

Horizontal Scroll Bar

The Vertical and Horizontal Scroll Bars

The Status Bar

11 I Virtuosity Skill Development

Understanding Document Views

12 I Virtuosity Skill Development

Understanding Nonprinting Characters

13 I Virtuosity Skill Development

Create Sample Data and Select Text

EXERCISE 1 Create Sample Data

Select with the Shift and Arrow Keys

14 I Virtuosity Skill Development

Place the Cursor

EXERCISE 2 The Arrow Keys

Execute Commands with Keyboard Shortcuts

Start a New Paragraph

15 I Virtuosity Skill Development

16 I Virtuosity Skill Development

Lesson 2 : Microsoft Word 2007 Basic Features

Type, Backspace and Delete

EXERCISE 1 Type and Backspace

17 I Virtuosity Skill Development

Insert and Overtype

EXERCISE 2 Placing the Insert/Overtype button on the Status bar

18 I Virtuosity Skill Development

Bold, Italicize and Underline

Mini Toolbar: Bold Italicize Regular