Microsoft Office

© Copyright William Rowan 2007

 Objective

By the end of this you will have being given

a brief introduction to:

• Microsoft Word
• Microsoft Excel
 Microsoft Word

What is Microsoft Word?

• Microsoft Word (MS Word) is a word
processing programme
• It allows you to create reports, publications
and other documents
 Microsoft Word

• When you start up MS Word you can use

the templates option to help you set up
your document
• To do this use the “File” menu and then
select “New”
 Microsoft Word

• This will open a new menu on the screen

 Microsoft Word

• Select templates on my computer to view

the range of templates that can be used
Microsoft Word
Toolbars
 Microsoft Word

• Shown on the previous page are some of

the toolbars associated with MS Word
• To turn on or off a toolbar simply right click
anywhere on a toolbar and click on the one
you want to turn on or off
 Microsoft Word

• The tool bars help you to format your

document i.e. change font style, colour,
size, etc…
Change the format of the font to styles such as headings, etc..

Change the style of font in the document

Change the font size

Apply Bold, Italics, Underline to the text

Change the position of the text on the left, centre, right of page

Apply numbering or bullets to the text

Highlight text Change font colour

 Microsoft Word

• At any time to find out what each of the

buttons mean simply place the cursor of
the mouse over them and a text box will
appear with the name of the button
 Microsoft Word

How to insert a table of contents

• A table of contents gives readers a brief outline
of the topics discussed in a document and helps
them find their way around it.
• To create a table of contents you will need to
format the style of your documents (using the
formatting toolbar shown previously) so that
headings have a particular style (see next slide)
 Microsoft Word

Once the formatting is applied you can

now insert your table of contents (TOC) by
doing the following
• Click on the place in your document where
you want TOC to be inserted
• Click on the “Insert” menu
• Go to “Reference” and then “Index and
tables”
Microsoft Word
 Microsoft Word

The following dialog box appears

• Click on the “Table of Contents” tab and
then click OK
 Microsoft Word

• Your table of contents will now appear in

your document
 Microsoft Word

Headers and Footers

• It is possible to insert a header and a
footer as shown below into your
documents
 Microsoft Word

• To do this click on the “View” menu and

then select “Header and Footer”
• This will open up the toolbar and allow you
to insert the text you want
 Microsoft Excel

What is Microsoft Excel?

• Microsoft Excel is a spreadsheet
programme
• It is capable of calculations and creating
graphs based on data inserted into the
spreadsheet

Images source: Microsoft Clipart Online

 Microsoft Excel

• Again you will notice that some of it’s

features are similar to those of MS Word
• Excel also has toolbars and some are the
same as MS Word
• Excel also has templates that you can use
for specific solutions if you require them
 Microsoft Excel

Creating Graphs
• Excel will create a graph for you to represent
information that you have inserted into the
spreadsheet
Chart 1

300
250
200
R&D
150
Time-to-market
100 4% 3% Product A
5%
7% 27% Product B
50
Product C
0
Product D
Product 1 Product 2 Product 3 Product 4
Product E
Product 12%
Product F
Product G
13% 29%
Product H
 Microsoft Excel

How to do this
• Highlight the information for which you
want to create a graph for
 Microsoft Excel

• To create the chart/ graph you can select

“Chart” from the “Insert” menu
• You can also click on the chart icon on the
toolbar
 Microsoft Excel

• The following dialog box will appear

allowing you to select the type of chart you
want to create
 Microsoft Excel

• Click “Next” once you have chosen the

chart type
• You now have the option of changing the
data range for your graph if you require
 Microsoft Excel

• Click “Next”
• You can now add titles and labels,
legends, etc… to your graph
 Microsoft Excel

• Click “Next”
• You now have the option of inserting the
graph as an object (similar to a picture)
into your spreadsheet or as a new sheet in
the document
• When you make your selection click
“Finish”
Microsoft Excel
Microsoft Excel
 Microsoft Excel

• You can format the colours of your chart by

right clicking on the part you want to
change and selecting “Format….”
• You can also change the chart type and
the data range after the chart is created by
right clicking on the chart also
 Microsoft Excel
Hours Worked Hours Worked

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7
6 6
5 5
Hours 4 Series1
4 3
Hours 2
3
Series1 1
2 0
y ay
1
da
y ay ay da da
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sd sd rs id ur nd
0 on e e u Fr at u
M Tu ed
n
Th S S
Monday Wednesday Friday Sunday W
Day Day

Hours Worked
Hours Worked
7
6
0% 19%
Monday 5
0% 32%
Tuesday 4
12% Hours
Wednesday 3
Thursday
Series1
2
Friday
1
Saturday
Sunday 0
23% 14% Monday Wednesday Friday Sunday
Day
 Microsoft Excel

Functions and Calculations

• Finding the sum or the average of a set of
numbers is two of many functions/
calculations that Excel than perform

Image source: Microsoft Clipart Online

 Microsoft Excel

Example: How to find the sum of a

range of numbers
• Click on the cell where you want the
answer of the function to go
 Microsoft Excel

• Click on the “Insert Function” button

 Microsoft Excel

• The “Insert Function” dialog box will

appear where you will find a range of
functions that excel can perform
 Microsoft Excel
Drop down menu
of the categories of
functions
e.g. Date and
Time, Financial

Description of
what the
List of functions function does

Press this for

help on any of
the functions
 Microsoft Excel

• Select the function you want, in this case it

is sum and click OK
• The “Function Arguments” dialog box will
appear
 Microsoft Excel

• This will allow you to select the numbers

you want the sum of
• Click on
 Microsoft Excel

• This will now give you the chance to select

the number by holding the left button on
your mouse over the first number in the
range and dragging it to the last
 Microsoft Excel

• When you have the range of numbers

selected hit enter on your keyboard and
then click OK to finish the function
• This will now display your answer in the
cell
 Additional Tutorials

Here are some web links that give you access to

tutorials on Word and Excel
• http://office.microsoft.com/en-us/training/default.aspx
Word
• http://www.baycongroup.com/wlesson0.htm
• http://www.nailitnow.com.au/word/free/tocheadings.html
Excel
• http://www.usd.edu/trio/tut/excel/
• http://www.bcschools.net/staff/ExcelHelp.htm