Uom8 Vetted

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RGM TTC,BSNL Computing Skills - Advanced Page 3 / 114

UNIT I - WORD PROCESSING

Introduction:MS-WORD or Word in short, is a comprehensive word processing software package.

It provides all the features of a most advanced electronic typewriter. In addition to

these, many other features are also available in Word .

Some of the important features are given below. You can

Insert characters, words, sentences, paragraphs or pages of text anywhere in

the opened file.

Alter, insert, delete, or correct any character, paragraph, page at any time in the

file.Move a selected portion of text to any location in the file using a few keystrokes

or mouse clicks.

Copy a section of text and insert it in any location using a few key strokes or

mouse clicks.

Find and replace a character, a word or phrase repeatedly.

View the document in its true form or in miniaturized form.

Insert pictures and objects in the existing text.

Check the spelling and correct the wrongly typed words.

Check the grammar in a portion or entire document in the file.

Check the words with similar and opposite meaning for a given word.

Create a multi column document.

Introduce numbering and bullet in the document.

Insert a table.

Use different fonts of different styles for a part/entire file.

Superscript or subscript.Draw shapes using available drawing tools.

Create borders and shades.

Create headers and footers.

Resize the pages and so on.


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Elements of Word Window

Word is built around a set of interactive windows (rectangular on-screen boxes)

through which you communicate with the Word Program .

Figure shows two windows on the screen, one nested within the other. They are

called

Application window and

Document window.

Application Window -Application window is the outer window that contains the

workspace for all word-processing procedures. Application window frames the

entire screen of the monitor. You use it to communicate with the Word program.

Document Window -Document window sits within application window. It is the

inner window where the text and images are entered.


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Opening a Document - In File menu,

Click New for opening a new document.

Click Open for the existing document

Otherwise the respective icons in the standard tool bar can be clicked.

If you click New , the New dialog box appears. In that, choose blank document (in

General tab option). Click OK . A blank document is opened with its name as

Document1, say, on the title bar. While saving this document, Save in dialog box

will appear. Choose the drive/folder/file‘s name and then click on the Save button.

The document will be saved with this new name.

If you click Open in the file menu, Open dialog box appears. Choose thedrive/folder/file to be opened and click on the Open button. The particular

document will be opened.

Entering Text -When the document is opened, the blinking insertion point it is

automatically positioned at the top of the document. The default margins are 1.25‖

on left and right, and 1‖ on top and bottom. The standard paper size is 8.5‖ by

11‖(Letter size), default font is 10-point regular Times New Roman . The default

document view is Normal .

In the following exercise, a detailed description of few facilities provided by

Word is discussed.

Type the following paragraph. As you key in, notice that the insertion point moves

to the right. At the end of one line(boundary fixed by the right margin), Word wraps

to move the insertion point automatically to the next line. If you make a mistake

while entering, leave it, as you can correct it later.

―Microsoft Word word-processor is being used to create this document. I amlooking forward to learning about some of the things that I can do with word so far.

I have read how to start and exit Word and how to work with some of the dialog

boxes. When I complete this section, I will have learned to display- the paragraph

marks and symbols that Word uses to organize my document and to select, delete

and replace text.‖

Press the tab key once and press Enter .

Press the Enter key again.


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Click on the Show/Hide ¶ button to display the tab stops , paragraph and space

markers in your document.

A paragraph can contain any amount of text or blank lines ending with a

paragraph marker. The document on your screen should consist of three paragraph

markers. The first paragraph contains the text just entered. The next two

paragraphs consist of blank lines. Space is displayed as a dot (•) and tab stop as

right pointing arrow ( ).

Note: The dot representing space and the paragraph marker and tab stops are

referred to as ‗Non printable characters‘. Though they appear on the screen, they

will not appear in print outs.

Edit and Format

Word offers too many ways to change the appearance of the document. One may

change the indents, adjust space between lines or paragraphs and so on. The work

of executing such jobs as above is called editing and formatting.

Editing Text- You can open an existing file for modifications, printing etc.


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Complete the following exercise to practice opening a file.

Invoke Word. Click theOpen button on theStandard toolbar or fromFile Menu, clickOpen to display

theOpen dialog box.

If necessary, open the Look in drop down list box by clicking on drop down

arrow.

Select the Folder in which the file is available.

Move the pointer into the File name text box and double-click to select the

current entry or Type Intro.Doc in that text box and press Enter .

Intro.Doc file now is opened. Verify that the Title bar of the window containsMicrosoft Word - Intro .

Open the File menu and click on the Save As option to get the Save As dialog

box. Then save the file as New .

Formatting Text :-

So far, you have entered only plain text. Altering the style or size of the characters

is called formatting. Formatting work includes all the functions which contribute

for change in appearance of the document.

Word offers many ways to change the appearance of the document. You can format

individual character, word, change the indents, change at paragraph level. You can

change the font type or size and so on. The Formatting toolbar contains a number

of formatting buttons.


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Fonts and its sizes- To change the type or size of the fonts, select the text.Then click

the drop down font list on the Formatting toolbar.Select the font from the drop

down list, to change the type.

Font type in the selected passage immediately changes. Now select size drop

down list. Choose the size and click. The change is effected immediately.

Then, for illustration click B and observe.

Then click I and see.

Then click U and notice.

All the tree boxes are highlighted and the text now assumes bold, italic and

underlined. Click B, I and U one by one again. The text assumes original shape and

style.

These operations can be done fromFormat menu also.

Click Format menu.

Select Font .

Choose a font, type and size . This box provides few more facilities also as described

in the following.


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Superscripts and Subscripts and other effects

To get the superscripts or subscripts and other effects, select the appropriate check

box in the Font dialog box.

Bold Face, Italic and Underline - When you select any of these along with font, you

get a preview with valuable information displayed below that box.

Other options can also be selected. See the effects in the preview window.

Getting Italic letters- Select the text and then click I button in Formatting tool bar.

Copying Font Styles- After font formatting you can apply the font formatting

of the selected text to other paragraphs easily and repeatedly.

Select the new text paragraph- Choose Repeat Font formatting from Edit Menu and click on it or Press F4 .

Changing Case- To change the case of the selected text click on the Format Menu.

Select Change Case and click on it. This opens the change case dialog box, which

offers the following five choices.

Sentence Case: Changes the first letter of each sentence into capital.

Lower Case: Changes all the selected text into lower case.

Upper Case: C hange the selected text into the upper case.

Title Case: Changes the first letter of each selected into Capital letter.

Toggle Case: Changes the upper case into lower and lower case into upper.

Formatting Paragraph- Margins define the upper, lower, left, right page boundaries

of entire document. Indents define the left and right boundaries of the selected

paragraph/line with in the document. By default a paragraph‘s left and right

indents align with left and right margins.

Let us correct the paragraph you have typed using the following tools/facilities

provided by Word. At the end of this process, you will become familiar with

deleting, inserting and replacing a portion of text. For this, you should know how to

control the cursor. The following table shows the functions of Arrow keys and

Special keys. These keys can be used as an alternative to the mouse also.


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Cursor control keys and action

Key press Action

Moves insertion point up one line

Moves insertion point down one line

Moves insertion point one character to the

right

Moves insertion point one character to the left

Ctrl + Moves insertion point one word to the right

Ctrl + Moves insertion point one word to the left

Ctrl + Moves insertion point to the beginning of the

current paragraph

Ctrl + Moves insertion point to the beginning of the

next paragraph

Home Moves insertion point to the beginning of the

line.

End Moves insertion point to the end of the line.

Page up Moves insertion point up in the screen.

Page Down Moves insertion point down in the screen.

Ctrl +Home Moves insertion point to the top of the

document

Ctrl +End Moves insertion point to the end of the

document


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Place the I-Beam pointer before „h‟ in “have read ‖ and click.

Point the I beam behind „d‟ in “read” .

Keep the shift key pressed. Click once.

Press Delete key once.Key in the word ‗ know‟.

Keep the insertion point in front of the word ―display- ”.

Double click on disabled OVR in the Status bar.

Note that this enables over writing mode and OVR appears in Status bar. But it is

always better to keep the OVR disabled.

Type the word identify.

Double click on OVR in the Status bar to disable it.

Inserting Text

Place the insertion point after the word “this ‖.

Press space once and key in lesson.

Note: OVR in Status bar must be in disabled mode.

Deleting Text

Place the I beam pointer before ‗ w‟ in the word “word processor” in the first line andclick. The insertion pointer appears just in front of w. Press Delete key five times to

remove word- . You can press back space key also for this operation. Then place the

insertion pointer after ‗ learning‟ in the second line and press backspace key thrice.

The backspace key deletes one character to the left of it and the delete key removes

a character to the right.

Complete the following steps to correct the other errors in any document, in

general.

Read the document on the screen and locate the errors.

Use either the cursor keys or the mouse to position the insertion point next to

your first error, use the Backspace or the Delete key to remove incorrect

letters, then enter your correction. Repeat this step as needed to correct the

document.

Selecting and Replacing Text- Changing a string of text (letters, words, sentences,

paragraphs or entire document) is usually a two step process. The first step is to


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identify the text to be changed by selecting it. Selected text appears in reverse video

(or highlighted).The second step is keying in the new text.

Complete the following exercises to practice selecting, and replacing text.

Move the I-beam pointer after the word about in second line.

Click to position the insertion pointer and then select the text some of the things

I can do with word so far by dragging the mouse pointer across the words until

they appear in reverse video. Release the mouse button once the text is selected.

When the proper text selected, enter the words the power of Word . The selected

text is deleted when the first keyboard letter is pressed, and also the remaining

text moves to maintain the proper spacing.

An easy way to select one word is to double-click on it. Locate the word will in the

last sentence. Place the I-beam anywhere the word will and double-click for

selecting. Type the word would. Double click on the word ―section ‖. Press Delete to

remove it.

For selecting a word, double click in the word. For selecting an entire line, move the

mouse pointer to the left hand side near the margin area. The Mouse pointer

changes to laterally inverted arrow. Now click. The entire line will be selected. To

select the entire paragraph, move the Mouse pointer to the left hand side to the left

margin area and double click, after the mouse pointer changes to arrow. The entire

paragraph will be selected. To select the entire document, do the same operation as

you have done for selecting a paragraph but click three times.

In the Edit menu, click Select All to select the entire document.

Undo and Redo- While working in a document, you would have committed many

operations.. A click on the Undo button on the Standard tool bar will cancel thelatest committed operations one by one. Click on Redo will cancel the last Undo

operation.

Clicking on the underlined down arrow (also called a drop-down arrow) by the sides

of the Undo and Redo buttons, displays a list of actions committed (undone or

redone).

Complete the following exercise to practice using the Undo and Redo buttons.


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Find the Drives‘ list in the Save in text box. Drop down the menu to choose the

drive.

Click either on the name of the drive shown in the Save in textbox, or on the

drop-down arrow. Choose one from the list.If necessary, use the scroll bar to select the name of the drive.

Locate the directory from the list below the Save in text box. Click on the

appropriate folder.

Click on the Save button to save the file.

After the file has been saved, note that the title bar on the window now reads

Microsoft word-Intro .

Modifying and Saving the Document- You have saved the document as Intro.doc. But

still the document is open. Make some changes or go to the end of the document by

pressing Ctrl key and then End key. Enter you name there at the end.

You can save this document as a new file also. If you save this document as

MyFirstWord , say, your name will appear in MyFirstWord .doc only. The Intro.doc

will be left unchanged.

To save it as Intro.doc itself,

Click on the save button on the Standard Toolbar. No dialog box is presented. To save it as MyFirstWord , say,

In the File menu, choose Save Asoption and complete the operations.

Closing a Document and Exiting Word - If the current file is not saved and if you try

to close it, a dialog box appears with options whether to save the changes in the file

or not. Choosing Yes saves the file under its current name and closes it. If the

document is new and has not been saved earlier, Yes option displays the Save As

dialog box and complete the operations.

If you choose the option Exit in the File menu to close the program and exit before

saving the document, the same dialog box with options to save the changes

appears. Opting Yes and Nowill close the program. Do the following.


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including the "Normal.dot" template. The image below shows the list of templates

on this computer:

As you can see, there is only one template listed - Normal.dot. You may have more

in yours. But take a look at where Microsoft Word will store your template:

If you have Windows XP, Word will store all your templates in this folder:

C:\Documents and Settings\user\Application Data\Microsoft\Templates

If you have W98 or WME, word will store all your templates in this folder on your

computer:

C:\Windows\Application Data\Microsoft\Templates

But locations do vary.

But don't worry: you don't have to search your entire computer to open yourtemplate! Word stores them in this folder for a reason. Which we'll see now.


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After you have set the "Save as type" box to Document Template, type in a name

for your template. Then click the OK button. You document is now saved as a

template.

To open it up very quickly, do the following. Before you follow this, though, clickFile from the menu bar. From the drop down list click on Close. This will close the

letterhead you had opened, but won't close down Microsoft Word.

To open up your template, then, do this (Word 2000. The process is slightly

different for version of Word later than this):

Click on File from the menu bar

From the drop down list, click New

The New dialogue box appears

The crucial thing to notice here is that your letterhead has been added to the type

of New documents that you can open. To open your document, click on whatever

name you called your template. In the box above, LetterHeadAddress is the name

of a document you can open. After you have clicked on your document, click the

OK button. Your letterhead will open up in Microsoft Word.

Once your letterhead is open, click on File > Save As again. Notice the Save as

type box at the bottom.


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Entering Text in Cells

Key in the text in a cell. To move to next cell, press Tab key. To move backwards,

hold the Shift key and press Tab or take the mouse I beam wherever you want and

click.

Deleting Text in a cell

For deleting the contents of a cell, Select the cell and press Delete key.

Selecting a cell

To select a cell, move the mouse printer to the left corner of the cell. The

mouse pointer changes into arrow. Click the mouse to select the cell.Selecting Rows

Using a mouseMove the mouse pointer to the left extreme of the row next to the table border,

when the mouse pointer changes into arrow, click the mouse. The entire row is

selected.

You can select multi rows also. First select one row hold the mouse button and

drag the mouse to select next few rows.

Cell

Rows

Column


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Using MenuPlace the insertion point anywhere in the row. Then from Table menu Select Row .

The entire row is selected.

Selecting ColumnsUsing a mouse Take the mouse pointer to the top of the table and over the border of the

table. The mouse pointer changes as a small black down arrow. Click the mouse

button. The entire column is selected. Select a column, hold the mouse button and

drag to next few columns to select them.

Using MenuPlace the insertion point in any of the cells in the column. From Table menu choose

Select Column . The column is selected.

Inserting a New Row at the End of the Table

To insert a new row at the end of the Table, go to the last cell of the Table and

simply press Tab key. A new row is added.

Inserting a New Row

Inserting a new row in between, place the mouse pointer anywhere in the row.

FromTable Menu, select Insert Rows . A new row will be inserted before that row.

Inserting a column

At the end of the row

Take the mouse pointer next to the end of the table border. In the Table menu,

Click Select column . The column will be selected next to table border. From Table

menu choose Insert column option. Click on it. A new column will be added at the

end.

To insert a column in between

Select a column. In Table Menu, choose Insert column and click. A new column isinserted.

Deleting a Row

Select the row, which you want to delete. Then in Table menu, select Delete Rows

option and click. Remember that deleting a row will remove the row from your

table. But selecting the row and pressing Delete key will delete the data only, but

not the row. The other way to delete a row is as follows. Select the row and click on

the Cut icon in the Standard Toolbar.


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Deleting a Column

Select the column. In the Table menu, selectDelete Columns and click .

Adjusting the Cell Height and Width

Place the insertion point anywhere in the Table. Then in the Table menu, select Cell

Height and Width. Cell Height and Width dialog box appears. Select Row tab. Click

the spin box of At to increase the points. Then click OK . To change the Column

width, select the Column Tab in the Cell Height and Width dialog box. Decide the

width and click OK .

Using the Mouse

To change the cell width, move the mouse pointer over cell border. The mouse willbecome a double headed arrow. Hold the mouse button, drag to resize width.

Placing the Table at the Centre

Place the mouse pointer in any cell of the table In Table menu, choose Select Table

and click. The entire table is selected. Now again in Table menu, choose Cell Height

and Width. Click to open Cell Height and Width dialog box. In the dialog box select

Row tab. Click the center option and then click OK .

Sorting the Contents

You can quickly rearrange the contents of the Table in alphabetical, numerical or

chronological order.

To Sort Information

Select the rows or list items you want to sort.

In the Table menu click Sort .

Under Sort by , select a column number, field number, paragraph or name.

Choose Then by to sort within sort. You can have one more choice of Then by .


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In the Type box select Text, Number, or Date and then select the Ascending or

Descending option button.

Click on the OK button.

Performing Calculations in a Table

You can quickly add the numbers of a row or column. You can also subtract, divide

and take average of these numbers. The cells are referred as A1, A2, A3, B1, B2, B3

etc.

A B C D E F

1

2

3

4

5

To Sum a Row or Column of Numbers

Position the insertion point in the cell where you want the sum to appear.

In the Table menu choose Formula and click.

Word analyzes the table and proposes the appropriate formula in the formula

box. For example if the insertion point is at the bottom of a column of

numbers, Word proposes = SUM (ABOVE).

Note : If word cannot determine an appropriate formula, it inserts = in the Formula

box. You can type or select the function you want.

Finally click the OK button

Tables of Contents, Indexes, and Cross-References

Don‘t manually create your table of contents, index, and cross-references — use

your word processor to generate them automatically from markers that you place in

the document. These features are essential for revisable manuals that will change

frequently. To make these features work, you‘ll need to first create a master

document.


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When the manual is finished, generate the index automatically. Your word

processor will compile the entries and sub-entries with their page numbers and

format them in the way you specify. Edit the index for duplications, omissions, and

errors, going back into the word processor files to make your changes. Remember,if you simply revise them in the compiled index, the next time you regenerate it,

you‘ll have to make the same corrections again.

Microsoft Word‘s dialogue box for marking an index entry

While it takes a bit longer to set up an automated index, revising it after each

manual revision will be easy since you need only mark new entries, then regenerate

the index.

Cross-References

If you want to refer the reader to another section or heading, you can enter the

number of the page on which the information is currently located. For example,

―For more information on styles, see page 12.‖ While it‘s easy and fast, each time


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you revise a section of the manual, you‘ll have to locate all references to that

section and check that they‘re still accurate.

A better strategy for revisable manuals is to insert the reference using your word

processor‘s cross-reference feature. You can refer the reader to specific headings,

figures, tables, or other elements of the text and the word processor will

automatically insert the correct page number into your reference. And every time

you print the section, your word processor will check and update the page number

if necessary.

Microsoft Word‘s dialogue box for inserting a cross-reference

Creating a Master Document

The automated table of contents, index, and cross-reference features were designed

assuming that your entire document is contained in one word processor file. If, like

most manual writers, you‘ve divided the manual up into a series of files, you‘ll need

to use the master document feature to make these other features work. Otherwise


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you won‘t be able to prepare a table of contents or index for the whole manual, and

cross-references won‘t update properly.

Use your word processor‘s online help for information on master documents

A master document temporarily compiles the sub-documents that make up the

manual into a whole manual. For a revisable manual, the sub-documents would be

the modules (either chapters or sections), as well as the sections at the front and

back.

To generate the table of contents or index, create a master document, then use

these features in the master document. Cross-references will work as long as you

are referring to other sub-documents within the master document. Beware — this

process does not always work smoothly.


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Mail Merge

Word‘s Mail merge feature lets you quickly create personalized correspondence and

other documents called form letters by combining information from 2 different files

(Main document & data source).

For example you could merge a list of names and addresses from one file (your data

document) with a form letter in another file to produce a number of personalized

form letters.

About Data Sources and Main Documents

Data sources are organised collections of information i.e. databases stored as word

or Microsoft excel worksheet or Microsoft access table. Main documents contain the

body of a letter.

Project using Mail merge helper

To start the Mail merge helper select ToolsMail merge. The Mail merge dialog box

appears.


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Starting your main document

1. Select the create button to start creating your main document. A list will drop

down offering you four choices. Form letters, Mailing labels, Envelopes and

Catalogs.

2. Select the type of main document you want. (For eg. Form letters in this case)A

dialog box will appear offering you the choice of the active window or a new main

document.

3. Select the window you want to use. If you are starting from a new document, or

if the active window contains information for your main document, choose the

active window button. If your active window contains valuable information, that

has nothing to do with the mail merge, choose the new main document button.

If you choose the new main document button, word will open a new document. NowWord will return you to the mail merge helper dialog box for the 2nd stage of Mail

merge, for selecting the data source.

Specifying the data source

Next you need to specify the data source and arrange it in the order that will be

available to your main document for the merge.

1.Click the Get data button to display a list of options for your data source

If you already have a data source that you want to use, select open data source. If

you want to create the data source, select create Data source.

Creating a Data source

To create Data source : Dialog box that appear when you choose create data source

contains a list of commonly used field names for the type of mail merge you are

performing. For eg. First name, last name, company. You can use these fields or

you can add your own fields.


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Removing or modifying a field name:

1. In the field names in Header row box highlight the fieldname you want to remove

by clicking it with the mouse or by scrolling to it with the scroll bars or the down

arrow, then click the remove fieldname button. The fieldname will be removed from

the fieldnames in header row list and will appear in the field name box.

2. To modify field name, make your changes in the field namebox and then click

the Add field name button.

3. Rearranging fieldnames: Highlight the field you want to move and click the

mouse up and down arrows

Editing the data source

Back in the Mail merge dialog box you will see that word displays the name of the

data source document beneath the GetData button.

Word will now check the data source to see it contains records. If it doesn‘t, word

will display a dialog box informing you of this and inviting you to edit the data

source or the main document as shown below. Choose edit data source button to

edit your data source.

Entering your records

In the data form dialog box that word display enter the details of each of your

records by typing text into the boxes. Press tab or enter key to move from field tofield. To move backwards, press shift+Tab. Here is how to alter the records in the

data form dialog box.


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To add a new record, choose the Addnew button.

To delete a record choose the Delete button. If you release you have trashed a

record, click restore button to return its entries to their previous statement.

To Find a record

Word‘s database functions offer great flexibility in searching.You can search for any

word or part of a word in any of the fields.

To find a record

1. Click the Find button

2. Type the word/(s) you want to find in the find what box.

3. Click the arrow at the right end of the field box to dropdown the list of field

names, and select the name of the field you want to search.

4. Click on Find first button. Word will search for and display the first record it

finds containing the word or words in the selected field.

5. If this is the record you are looking for, click close to close the Find in field dialog

box, if not, click the Find next button to find the next occurrence of the text.


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6. When you have finished entering or updating your records, click OK to close the

data source and save the changes. Now you are ready to edit your main document.

Saving your data source.

When you have finished click OK to save your data source. In the save data dialog

box that appears enter a name for your datasource file and select OK to save the

file. Word will save the datasource file under the name you give and then return

you to Mail merge dialog box.

Editing the Main document

Main document contains the following.

Text and punctuationMerge instruction and the field names that word use to merge data

Inserting data instruction The Mail Merge Helper makes it easy to insert fieldnames

and other instructions in your document. Whenever you want data from the data

source to appear in your merged documents, Just place the insertion point where

you want to insert a data instruction, then pull down the appropriate list from the

Merge Toolbar and pick the items to insert.

For example, place the insertion point on any line. Then click the insert merge fieldbutton on the mail merge toolbar to display the list of field names available in the

associated data source. Next select the appropriate field name to insert into the

document.

Once the main document and the data source are prepared, you are ready to merge

them. The mail merge helper lets you send merged documents directly to your

printer or save them to a file for editing and later printing.

In either case word will automatically take care of things like word wrap and

pagination for each new document.

Printing merged documents

When you have specified any filtering and sort ordering that you want, you are

ready to run the mail merge.

1. Start the merge process by making your main document as the active document.

2. Click the marge button in the Mail Merge dialog box.


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3. You can either merge directly to your printer by selecting printer in the merge to

box, or you can have word merge to a new untitled document that will contain all of

the merge documents by selecting the document.

4. Select the records to be merged by choosing all or from and to: if you chooseFrom: and To:, specify the record numbers for the merge to start and stop at.

5. The default is not to print blank lines when the datafields are empty. If you do

want to print blank line when the fields are empty, perhaps you have a reason, like

to show gaps in your data source. Choose the print blank lines when data fields are

empty options.

6. When all is set to your linking, click OK.The mail merge will finally take place.

If you merged to a new document, it should be on screen now. Check your output

carefully before reflecting it in your victims.

Sorting merged documents

Usually records are merged in the order they occur in your datasource, but word‘s

mail merge helper dialog box lets you sort the records during the merge. In

addition, Word lets you use filters to restrict merging to records containing certain

data.

To sort records before you perform a merge

1. Open the Mail merge helper dialog box and choose the query option button

which opens the query option dialog box.

2. Click the sort records tab to enter your sorting references.

3. In the sort by field that you want to use, click the down arrow then select the

field to sort by from the list that appears.


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4. Select a field for one or both then by fields if you want to refine your sort further.

5. When you have defined the sort to your satisfactory, click OK. If you mess things

up, click the clear all button to clear the fields and start again or click cancel to

escape from the dialog box.

Filtering merged documents

If you are not content with sorting your records, you can filter them as well.

Filtering gives you a lot of flexibility in removing from the merge records. For

example. suppose you want to exclude certain records of certain category that can

be done by filtering.

1. Pull up the Mail merge helper dialog box and choose the query options button.

The query options dialog box will appear.

2. Select the filter records tab.

3. In the field column of the first row, choose the field you want to use as a filter.

4. In the comparison column of the first row, choose the appropriate comparisonoperator you want to use.

5. In the compare to column of the first row, type the appropriate value for the field

selected

6. In the 2nd row, choose and or in the first column to include additional or

complementary criteria for filtering.

7. Repeat steps 3,4 and for further rows as necessary to redefine your criteria

further.


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8. When you have defined the filtering criteria to your satisfaction, select OK. If you

mess things up, select clear all to start again or cancel to escape from the query

options dialog box.

Print Envelopes

1. Open a document .

2. On the Menu Bar, click Tools, Letters and Mailings, then Envelopesand Labels.

3. When the Envelopes and Labels window appears, make sure

the Envelopes tab is on top.

4.

Click in the Delivery Address box, then type:

Sandy Williams

1235 South Street

Philadelphia, PA 12345 Click in the Return Address box and type: One World Travel123 Main StreetHampstead, MD 21704

The window should look like this:


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6. Click the button.

TIP: If this window appears, click the button:

7. On the Standard toolbar, click the icon to Print Preview the envelope.


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TIP: TheEnvelopes and Labels window should show you which way

to load the envelope into your printer.

PRINT LABELS

1. In the Menu Bar, click Tools, Letters and Mailings, then Envelopesand Labels.


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2. When the Envelopes and Labels window appears, click the Labels tab.


4. Click 5160 in the list of labels.


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Then click the button.

TIP: Microsoft Word has the settings for many different label sizes. Ituses the number assigned by Avery, a common brand of labels.


6. Save the document asSandy Labels in the Word Documents folder.


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UNIT II - SPREADSHEETS

Introduction

Excel can be used for:

Excel is a most comprehensive spread sheet application. It is not only a tool for

calculating, manipulating, analyzing data, but also a versatile organizational tool

and an excellent tool for presenting information and graphics with many options.

Applications of Excel

Production planning : Quality control, Compiling test data.

Personal management: Payroll, Sales figures.

Investment management: Planning & auditing, Industrial statistic.Warehouse management: Order entry - order processing & invoicing.

Starting Excel

Go to the Windows Start menu, then select Programs and click on Microsoft Excel

icon.

Getting Started

As you click on the Microsoft Excel option, a Blank Spreadsheet Book 1 (called as

a Workbook), appears on the screen ; or you can select Open a document and

select a spreadsheet you have already created.


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Understanding Excel Workbooks

All Excel documents are workbooks. A workbook contains one or more sheets,

which can be thought of as pages within the workbook. Workbooks can contain:

Worksheets: The names of the sheets appear on tabs at the bottom of the

workbook window , To move from sheet to sheet, click the sheet tabs. The name

of the active sheet is bold. Active sheet is the sheet that you're working on in a

workbook.

In Microsoft Excel, a workbook is the file, in which you work and store your data.Because each workbook can contain many Worksheets, you can organize various

kinds of related information in a single file.

Understanding Worksheets

Worksheet, also called as spreadsheet, is the primary document to store and work

with data. The worksheet contains Rows and Columns.

The intersection of a Row and a Column is known as cell, where you can store the

data. Each cell is identified by their column letter and row number e.g. A1, B50,

C192 called address in CR (Column Row) format.

Cell can contain text, numbers or formula, which are used to perform

calculation.

Cells can be formatted using variety of formatting options, such as font,

borders, colour and alignment of data within the cell.

One Cell is always active and its Address is displayed in the Name box.

Navigating within worksheet

The primary means of navigating within the worksheet is with the mouse. As you

move the mouse pointer around the worksheet, the pointer changes shape

depending on its location. In most areas of the worksheet, the pointer resembles a

plus sign . In most areas outside of the worksheet or over the scroll bars, the

pointer changes to shape to resemble an arrow. Table 1 below shows various keycombinations for navigating in the worksheet.


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Keys Function

Arrow keys Moves the cursor in direction of the arrow.

Ctrl+ or Ctrl+ Moves the cursor to the top or bottom of aregion of data.

Ctrl+ or Ctrl+ Moves the cursor to the leftmost or

rightmost of a region of data.

PgUp or PgDn Moves the cursor up or down one screen.

Ctrl+PgUp or

Ctrl+PgDn

Moves the cursor to the preceding or the

following worksheet.

Home Moves the cursor to the first cell in a row.

Ctrl+Home Moves the cursor to the upper-left corner of

the worksheet.

End Moves the cursor to the last cell in a row.

Ctrl+End Moves the cursor to the first cell of the last

row in a worksheet.

End+Enter Moves the cursor to the last column in a

row.


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Various bars and buttons in a Worksheet

Worksheet

Part

Purpose

Scroll Bars Use these to view sections of the worksheet that are notcurrently visible by clicking on the arrows, or by

moving the scroll box.

Row headers Identifies each row and can be used to select rows (by

clicking on the headers).

Column

headers

Identifies each column and can be used to select

columns (by clicking on the headers).

Cursor Indicates the currently selected (or active) cell.

Tabs Selects each worksheet in the workbook.

Standard

toolbar

Provides buttons to access common operations, such

as opening and saving files, and cutting, copying, and

pasting data.

Formatting Provides buttons to access common formatting tasks,


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toolbar such as changing the fonts and alignments used to

display data.

Formula bar Displays the contents of the active cell.

Status bar Displays the various messages as you use Excel.

Scroll buttons Scrolls among the worksheet tabs in a workbook.

Create a new workbook

1. On the File menu, click New. You will get a dialog box.

2. To create a new, blank workbook, click the General tab, and then double-

click the Workbook icon or click OK.

Writing Data and Text

This Topic tells you how to write data into your worksheets, how to insert cells and

delete selected ranges, columns, and rows. Also, how to use formulas.


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Entering Data

You can enter either avalue or a formula in any cell of an Excel worksheet.

Values are numbers, sets of characters, date, or time; for example,

267.2, 04/08/81, 7:35 PM. Formulas are combinations of values, cell

references, and operators that Excel uses to calculate a result.

When you place the cursor in a given cell and begin typing, your entry appears in

the Formula bar at the top of window. In the Formula bar, the insertion pointer (the

flashing vertical bar) indicates where the characters that you type will appear. As

you type an entry, a Check button and an X (Cancel) button appear enabled in the

Formula bar. You can click the Check button when you finish typing the entry to

accept it, or you can just press Enter. If you decide that you don‘t want to use an

entry, you can either click the X button in the Formula bar or press the Esc key.

You may notice two additional buttons in the formula bar: a Names List box (to the

left of the X button) and a Function Wizard button (to the right of the check

button).

The Names list box displays the name or cell reference of currently active cell. Use

the arrow next to Names list box to drop a list of name ranges for the current

workbook. The Function Wizard button displays the Function Wizard, which helps

you construct formulas.

Entering numbers

You can enter numbers into your spreadsheet in several ways. A wonderful feature

is that when a number is entered, Excel tries to figure out how the number will be

used. This prevents your having to format each cell for each number you want to

enter. The worksheet in figure shows some of the ways that you can enter numbers

in Excel. To enter a number, select the cell and then type the numbers.


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Entering text

Your text entries can be any combination of letters, numbers, or other special

characters. To enter text, select the desired cell and start typing. When done with

the entry, press Enter . By default, Excel aligns text at the left side of the cell.

Suppose the text is too long, e.g. title of a table, first of all simply go on typing the

text. Finally to fit the text in the cell , choose Format option from the main tool barmenu . It has many options like, format cells, rows, columns; with the help of

which you can adjust the width and height of the cells.

Try this exercise

In the cell number Enter this

A1 1234567890

C8 $100.56

F34 2.1459E

G5 41.87%

Editing data

Excel gives you two ways to make changes to cells. One way is to edit the entrywithin the formula bar; the other is to perform editing within the cell itself.

Editing using the Formula bar

Move the cursor to the cell containing the data that you want to edit.

Move the mouse pointer to the area over the Formula bar. (As you do so, the

mouse pointer takes on the shape of an I-beam.)

Place the mouse pointer at the location where you want to start editing and

then click. A flashing insertion pointer in the formula bar indicates where your


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editing will occur; you can then proceed to make your edits. Finally, press

Enter.

Using In-Cell Editing

Double-click the desired cell, or move the cursor to the cell and press F2.

When you do this, an insertion pointer appears within the cells itself.

Use the arrow keys to place the insertion pointer where you want it.

Make your edits and then press Enter.

Clearing Data from Cells

Excel provides different ways to clear, or erase, the contents of existing cells. The

most obvious way is to select the cell or range of cells and press the Delete key.

Copy data within a row or column

Select the cells that contain the data you want to copy.

Drag the fill handle across the cells you want to fill & release the mouse button.

Existing values or formulas in the cells you fill are replaced.

What is a Fill Handle?

When you select a cell to copy the contents, the cell is highlighted with dotted

blinking lines .The fill handle is the small black square in the corner of the

selection. . When you point to the fill handle, the pointer changes to a black cross.

To copy contents to adjacent cells or to fill in a series such as dates, drag the fill

handle. To finish the work press Escape .

Copy one selection to several locations

Select the cells you want to copy.

Click Copy .

Hold down CTRL and select the upper-left cell of each paste area.

Click Paste .

To paste the same copy area again on a different worksheet, switch to the other

sheet and repeat steps 3 and 4.


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To cancel the moving border after you finish copying, press ESC.

Insert cells, rows, or columns

You can insert blank cells, rows, and columns and fill them with data.

Insert blank cells

Select a range of existing cells where you want to insert the new blank cells.

Select the same number of cells as you want to insert.

On the Insert menu, click Cells.

Click Shift cells right or Shift cells down.

Insert rows

To insert a single row, click a cell in the row immediately below where youwant the new row.

On the Insert menu, click Rows.

Insert columns

To insert a single column, click a cell in the column immediately to the right of

where you want to insert the new column.

On the Insert menu, click Columns.

Working with Formulas

In addition to entering values, you will use formulas throughout your worksheets.

Excel uses the formulas that you enter to perform calculations based on the values

in other cells of your worksheets. Formulas let you perform common mathematical

operations-addition, subtraction, multiplication, and division — using the clues in

the worksheet cells. Remember that in Excel, formulas always begin with an equal

symbol.

For example, say you want to multiply the values in cells B1 and B2 and add theresult to the data in cell B3, and then display the result in cell B5. You could do so

by placing the cursor in cell B5 and entering the simple formula, =B1*B2+B3.


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Creating formulas in the Formula bar or with edit directly in cell

If you place the cursor in any cell and then type an equal symbol, the symbol and a

flashing cursor appear in the Formula bar. As you enter the formula, it appears

within the Formula bar. When you press Enter, Excel performs the calculation

based upon the formula and then displays, in the cell, the results of the

calculation.

Arithmetic operators

Operator Function

+ Addition

- Subtraction.

* Multiplication

/ Division

^ Exponential

% Percentage


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In addition to the mathematical operators, Excel accepts an ampersand (&) as a

text operator for strings of text. The ampersand is used to combine text strings (this

is known as concatenation). For example, if cell B12 contains Ram and cell B13

contains Mohan, the formula =B12 & B13 would yield the result, RamMohan.Comparison operators are used to compare values and provide a logical value

based on comparison. The following table described them

Operator Function

< Less than

> Greater than

= Greater than or equal to

= Equal to

Not equal to

Displaying and editing formulas

By default, Excel shows the results of the formula that you enter in cells, and notthe actual formulas. But you can examine any formula by moving the cursor to the

cell that contains it and then looking at the Formula bar. However you can see all

the formulas in your worksheet. Follow the following steps:

Choose ToolsOptions.

With the Options dialog box appears, click the View tab.

Under the Window options, turn on the Formulas check box and then click OK.

The worksheet will show all your formulas in the cells, and Excel will automatically

widen the columns to accommodate the formulas.

Using AutoSum

Since the Sum function is the most commonly used function in Excel, there

is a toolbar button dedicated to the sum function‘s use — the AutoSum tool. Using

AutoSum is simple:


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Place the cursor in the cell below or to the right of the column or row that you

want to sum.

Click the AutoSum button in the standard toolbar (it‘s the one containing the

Greek letter )When you do this, Excel makes its best guess about what you would like

summed, based on the current cell‘s location relative to the row or column.

Using the Function Wizard

Move the insertion pointer into the cell where you want to insert the functions.

Click the Function Wizard button on standard toolbar - the one containing the

letters f x— or choose Insert Function.


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In the function category list box at the left, choose the category of functions that you want. When you choose a category, the function in that category appear in

the function name list box at the right.

From the Function Name list box, select the function that you want to insert

into your formula and then click Next.

The next dialog box depends on which type of function you chose to add. Enter

the necessary values or cell ranges for the arguments needed by the function in

the dialog box.

Click the Finish button in the dialog box to add the function to your formula.

Time

A time series can include increments of days, weeks, or months that you specify, or

it can include repeating sequences such as weekdays, month names, or quarters.

Initial selection Extended series

9:00 10:00, 11:00, 12:00

Mon Tue, Wed, Thu

Monday Tuesday, Wednesday,

Thursday Jan Feb, Mar, Apr

Jan, Apr Jul, Oct, Jan

Jan-96, Apr-96 Jul-96, Oct-96, Jan-97

15-Jan, 15-Apr 15-Jul, 15-Oct


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Function based on a condition

A formula in Microsoft Excel performs calculations on values in your worksheet.

However, what if you want Excel to change your formula if a certain condition is

true, or what if you want to include only the values that meet certain conditions in

the calculation? For example, you might want to calculate the allowances of

employees and then summarize the salary for ―professors‖ without reorganizing

your data. Or you might want to determine the HRA amount for each employee,

based on whether the employees are staying in quarters or not. In such situations

you can use conditional formulas in Excel.

Excel includes three worksheet functions that calculate results based upon

conditions. To count the number of occurrences that a specific value appears in a

range of cells, use the COUNTIF worksheet function. To calculate a total amount

based on a single condition, use the SUMIF worksheet function. To return one of

two values – use the IFworksheet function.

COUNTIF

Counts the number of cells within a range that meet that given criteria

Syntax

COUNTIF (range, criteria)

Range is the range of cells from which you want to count cells.

Criteria is the criteria in the form of a number, expression, or text that defines

which cells will be counted. For example, criteria can be expressed as ―lecturer‖,

―professor‖.

Examples

Suppose A3: A6 contain ―professor ‖, ― lecturer ‖, ―lecturer ‖, ―professor ‖,

respectively:

COUNTIF (A3:A6, ―professor ‖) equals 2

SUMIF

Adds the cells specified by a given criteria.

Syntax

SUMIF (range, criteria, sum_range)

Range is the range of cells you want evaluated


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Criteria is the criteria in the form of a number, expression, or text that defines

which cells will be added. For example, criteria can be expressed as ―professor‖,

―lecturer‖.

Sum_range are the actual cells to sum. The cells in sum_range are summed only iftheir corresponding cells in range match the criteria. If sum_range is omitted, the

cells in range are summed.

The IF worksheet function

We know that the employees staying in quarters are not eligible for HRA. For others

some percent say 15 percent is to be given, based on the basic pay. To determine

which one of two values to use, based on a condition that is either true or false, use

the IF worksheet function. The IF worksheet function returns a HRA of either 0 or

15%, based on the basic pay.

The IF worksheet function checks a condition that must be either true or false. If

the condition is true, the function returns one value; if the condition is false, the

function returns another value. The function has three arguments: the condition

you want to check, the value to return if the condition is true, and the value to

return if the condition is false.

=IF (logical_test, value_if_true, value_if_false) The function looks like this:

=IF (QTRS, 0, Basic*15%)

If the employees are staying in quarters, 0 will be HRA. Otherwise they will get 15%

of their basic pay.

VLookup Function

In Excel, the VLookup function searches for value in the left-most column of

table_array and returns the value in the same row based on the index_number . The syntax for the VLookup function is:

VLookup( value, table_array, index_number, not_exact_match )

value is the value to search for in the first column of the table_array .

table_array is two or more columns of data that is sorted in ascending order.

index_number is the column number in table_array from which the matching value

must be returned. The first column is 1.

not_exact_match determines if you are looking for an exact match based on value .

Enter FALSE to find an exact match. Enter TRUE to find an approximate match,


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So that data now shows the average of all rows. Now what if we want to get the

average of only the rows where MACHINE_TYPE = A; this now requires us to use

the filtering capability. To turn on the filtering mode, click Data menu > Filter >

AutoFilter:

You will see that all the headers will become a dropdown selection:

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To filter by column A (MACHINE TYPE), choose a value on one of the choices on thedropdown. In the example below I chose ―A‖ to show only rows where value=‖A‖.

Once clicked, the other rows will be hidden and you will be left with all rows where

value=‖A‖:

As an indicator that you have filtered the rows, the downward arrow on the

columns dropdown changes color from black to blue. You will also see the row

numbers skipping values where only the visible rows are shown.

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Now to add the summary of the filtered rows, you will need to use the formula

called SUBTOTAL. The other formulas will not work since they will sum up all of

the data including the hidden rows so Excel provided us with SUBTOTAL where

you can summarize only visible cells.

Based from the syntax above, we need to use this syntax to get the AVERAGE:

SUBTOTAL(1, C:C) where 1 is the corresponding function_num of the average

function based on the table above. See the working example of it below:

That‘s it on how to filter rows and show their corresponding summarized

information.

SortingOne of Excel‘s powerful features is its ability to sort, while still retaining the

relationships among information. For example, let‘s take our student grade

example from above. What if we wanted to sort the grades in descending order?

First, let‘s select the information we want to sort.

Now let‘s select the ―Sort‖ option from the ―Data‖ menu.

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A new window will appear asking how you would like to sort the information. Let‘s

sort it by the average grade, which is in Column E; be sure to set by ―Descending‖

order. If there were other criteria you wished to sort by as secondary measures, you

could do so; let‘s select ―Then by‖ as ―Grade 3‖ just for the practice of doing so (―Descending‖ order, as well).

Excel will sort your information with the specifications you entered. The results

should look something like this:

Data ValidationData Validation rules enable you, as the owner of the workbook, to set rules on

what entries are allowed inside individual cells.

For instance, you can set one Validation Rule that only allows whole numbers

between 1 and 100 to be entered into a cell. And, on another cell in the same

workbook, you can specify that only entries from a drop-down list that you‘ve

created can be entered into a cell.

Setting Data Validation Rules1. Select the cells on which you want to enable Data Validation


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2. ChooseData: Validation… from the Menu bar

Data Validation Dialog Box - Settings Tab

3. On the Settings tab, choose the value type that you will allow

4. Click the Input Message tab

Data Validation Dialog Box - Input Message Tab

5. Enter the Title and Message to help your user understand what is

required for input

6. Click the Error Alert tab


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Data Validation Dialog Box - Error Alert tab

7. Set your error message Style, Title andMessage

8. Click OK

Remove Data Validation Rules

Once Data Validation is set, it‘s actually very easy to remove.

1. Select the cells on which you want to disable Data Validation

2. ChooseData: Validation…

3. Click Clear All

4. Click OK

Excel Text Functions

Functions to Convert Excel Data Types

FIXED -Rounds a supplied number to a specified number of decimal places, andthen converts this into text

TEXT -Converts a supplied value into text, using a user-specified format

VALUE -Converts a text string into a numeric value

Functions to Convert Between Upper & Lower Case

LOWER -Converts all characters in a supplied text string to lower case

UPPER -Converts all characters in a supplied text string to upper case


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Cutting Up & Piecing Together Text Strings

CONCATENATE -Joins together two or more text strings

LEFT -Returns a specified number of characters from the start of a supplied textstring

MID -Returns a specified number of characters from the middle of a supplied textstring

RIGHT -Returns a specified number of characters from the end of a supplied text

string

LEN -Returns the length of a supplied text string

FIND -Returns the position of a supplied character or text string from within a

supplied text string (case-sensitive)

EXACT -Tests if two supplied text strings are exactly the same and if so, returns

TRUE; Otherwise, returns FALSE. (case-sensitive)

Excel Logical Functions

Boolean Operator Functions

AND -Tests a number of user-defined conditions and returns TRUE if ALL of the

conditions evaluate to TRUE, or FALSE otherwise

OR -Tests a number of user-defined conditions and returns TRUE if ANY of the

conditions evaluate to TRUE, or FALSE otherwise

NOT -Returns a logical value that is the opposite of a user supplied logical value or

expression

(ie. returns FALSE is the supplied argument is TRUE and returns TRUE if the

supplied argument is FALSE)

unc ons o emove x ra arac ers

CLEAN -Removes all non-printable characters from a supplied text string

TRIM -Removes duplicate spaces, and spaces at the start and end of a text string


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Excel Lookup and Reference Functions

Functions To Return References to Cell Ranges

ADDRESS -Returns a reference, in text format, for a supplied row and column

number

INDEX -Returns a reference to a cell (or range of cells) for requested rows and

columns within a supplied range

INDIRECT -Returns a cell or range reference that is represented by a supplied text

string

OFFSET -Returns a reference to a range of cells that is a specified number of rowsand columns from an initial supplied range

Row / Column / Area Information

ROW -Returns the row number of a supplied range, or of the current cell

COLUMN -Returns the column number of a supplied range, or of the current cell

ROWS -Returns the number of rows in a supplied range

COLUMNS -Returns the number of columns in a supplied range

AREAS -Returns the number of areas in a supplied range

-Data Lookup Functions

HLOOKUP -Looks up a supplied value in the first row of a table, and returns the

corresponding value from another row

VLOOKUP -Looks up a supplied value in the first column of a table, and returns the

corresponding value from another column

LOOKUP -Searches for a specific value in one data vector, and returns a value from

the corresponding position of a second data vector

Other

HYPERLINK -Creates a hyperlink to a document in a supplied location.


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TRANSPOSE -Performs a transpose transformation on a range of cells (ie.

transforms a horizontal range of cells into a vertical range and vice versa)

Basic Mathematical Operations

SUM -Returns the sum of a supplied list of numbers

PRODUCT -Returns the product of a supplied list of numbers

POWER -Returns the result of a given number raised to a supplied power

SQRT -Returns the positive square root of a given number

QUOTIENT -Returns the integer portion of a division between two supplied numbers

MOD -Returns the remainder from a division between two supplied numbers

SUBTOTAL -Performs a specified calculation (eg. the sum, product, average, etc.) for

a supplied set of values

Rounding Functions

CEILING -Rounds a number away from zero (ie. rounds a positive number up and a

negative number down), to a multiple of significance

CEILING.PRECISE -Rounds a number up, regardless of the sign of the number, to a

multiple of significance (New in Excel 2010)

ISO.CEILING -Rounds a number up, regardless of the sign of the number, to a

multiple of significance. (New in Excel 2010)

EVEN -Rounds a number away from zero (ie. rounds a positive number up and a

negative number down), to the next even number

MROUND -Rounds a number up or down, to the nearest multiple of significance

ROUND -Rounds a number up or down, to a given number of digits

Exponentials & Logarithms

EXP -Returns e raised to a given power

LN -Returns the natural logarithm of a given number


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LOG -Returns the logarithm of a given number, to a specified base

LOG10 -Returns the base 10 logarithm of a given number

-Conditional Sums

SUMIF -Adds the cells in a supplied range, that satisfy a given criteria

SUMIFS -Adds the cells in a supplied range, that satisfy multiple criteria (New in

Excel 2007)

Advanced Mathematical Operations

SUMPRODUCT -Returns the sum of the products of corresponding values in two or

more supplied arrays

SUMSQ -Returns the sum of the squares of a supplied list of numbers

SUMX2MY2 -Returns the sum of the difference of squares of corresponding values

in two supplied arrays

SUMX2PY2 -Returns the sum of the sum of squares of corresponding values in two

supplied arrays

SUMXMY2 -Returns the sum of squares of differences of corresponding values in

two supplied arrays

SERIESSUM -Returns the sum of a power series

Excel Statistical Functions

Finding the Largest & Smallest Values

MAX -Returns the largest value from a list of supplied numbers

MIN -Returns the smallest value from a list of supplied numbers

LARGE -Returns the Kth LARGEST value from a list of supplied numbers, for a

given value K

SMALL -Returns the Kth SMALLEST value from a list of supplied numbers, for a

given value K

Averages, Frequency & Rank


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AVERAGE -Returns the Average of a list of supplied numbers

AVERAGEIF -Calculates the Average of the cells in a supplied range, that satisfy a

given criteria (New in Excel 2007)

MEDIAN -Returns the Median (the middle value) of a list of supplied numbers

MODE -Returns the Mode (the most frequently occurring value) of a list of supplied

numbers (Replaced by MODE.SNGL function in Excel 2010)

RANK -Returns the statistical rank of a given value, within a supplied array of

values (Replaced by RANK.EQ function in Excel 2010)

Counting Cells

COUNT -Returns the number of numerical values in a supplied set of cells or values

COUNTBLANK -Returns the number of blank cells in a supplied range

COUNTIF -Returns the number of cells (of a supplied range), that satisfy a given

criteria

Excel Database Functions

Database Functions

DAVERAGE -Calculates the average of values in a field of a list or database, that

satisfy specified conditions

DCOUNT -Returns the number of cells containing numbers in a field of a list or

database that satisfy specified conditions

DCOUNTA -Returns the number of non-blank cells in a field of a list or database,that satisfy specified conditions

DGET -Returns a single value from a field of a list or database, that satisfy specified

conditions

DMAX -Returns the maximum value from a field of a list or database, that satisfy

specified conditions

DMIN -Returns the minimum value from a field of a list or database, that satisfyspecified conditions


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UNIT III - PRESENTATIONS

Introduction

Power Point is a very powerful tool for preparing live, multimedia based

presentation for conference, projects, planning and for showing details of existing

systems in a very effective way.

Creating a presentation using Autocontent wizard

1. Open the Power Point program by clicking on the Start→ Programs→ Microsoft

Power Point option. The Power Point startup dialog.

2. In the startup dialog box, select the Autocontent wizard and click OK.

Or

If the Power Point program is already started, on the File menu, click New. Under

New, click From AutoContent Wizard,

3. Follow the instructions in the wizard as follows. AutoContent Wizard will create

8-12 slides with suggested contents which you can change.


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4. Click next button in the wizard. In next screen press a category button for the

type of presentation you are going to give and then select the presentation that best

suit your needs and click next. You can add one of your presentations by choosing

a category and then pressing add.

5. In the next screen choose the type of output you will be using and the wizard willselect the best color scheme for your presentation.


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6. In the next screen, enter the presentation title and the information that you want

to appear at the bottom of each slide and click finish button.

7. The wizard will now finish creating your presentation which will be shown on the

screen.

8. In the presentation, replace the text suggestions with the text you want, and

then make any other changes you want, such as adding or deleting slides, addingart elements or animation effects, and inserting headers and footers.

9. When you finish, on the File menu, click Save, type a name in the File name

box, and then click Save. The presentation is now saved to your hard drive of your

system. You should save your work from time to time to avoid loss of data in the

event of power failure.

Create a presentation using a design template

1. On the File menu, click New. Under New, click From Design Template.

Microsoft PowerPoint provides design templates that you can apply to a

presentation to give it a fully designed, professional look.


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2. In the Design Template Window, click a design template that you'd like to

apply. Using the Design Template Window, you can preview and apply a design

template to your presentation. Whenever you apply a design template, a slide

master for that template is added to your presentation. If you apply a differenttemplate to all your slides, the old slide master is replaced by the master in the new

template.

3. To insert a new slide, on the toolbar, click New Slide, and click the layout you

want for the slide. The same Design templates will be followed for the newly

inserted slide. You can change that for the inserted slide using Format → Design

templates.

4. Repeat step 3 and 5 to keep adding slides, and add any other design elements oreffects you want.

5. The text will not be inserted automatically here. So type the text for each slide

(explained later).

6. To save the presentation, on the File menu, click Save; in the File name box

type a name for the presentation, and then click Save.

Adding new slides:After creating a presentation as above, you can add slides at any time as

follows.

1. From the Insert menu click new slide or Click the New Slide button on the

Common Tasks toolbar. The New Slide dialogue box appears.

2. It asks you to choose an Auto Layout format. Select the desired format and

click OK.


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Adding text to a slide

• The Slide layout contains two text boxes one for a title and another for the

body. Try typing text into these boxes.

• Click in the Title text box. A thick gray border appears around the text box

indicating that it is selected.

• Type a title.

• Click the body text box and type points. These points will come as a bulleted

text.

Selecting a new bullet style.

• Click anywhere in the bulleted text to select it.

• Click the Format menu, then click Bullet. The Bullet dialog box will appear.

• Click the desired bullet in the symbol grid.

• If you want, select a new color for the bullet in the color list box.

• Click OK. The new bullet style will appear in your bulleted text.

Views of power point :

Power Point supports the following views.

Normal View (A combination of the following views)

Outline view

Slide View

Notes Page

Slide Sorter View

Slide Show View


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All View buttons are present at the lower left corner near the horizontal scroll bar.

Outline View.

By clicking the outline View button, the presentation appears as an outline,

made up of titles and main text from each slide. Because you can see all your

presentation in one window, rather than one slide at a time, it is an ideal place

to plan, organize, or edit the text for your presentation.

Click this to switch to outline View

Slide View

Used for inserting and manipulating various objects such as

_ Text box objects

_ Word art objects

_ Auto shapes

_ Picture from clipart/file

_ Tables _ Charts

_ Movies and sounds

Adding a new text box.

In Power Point, you can add your own text boxes to any slide using the Text Box

tool on the drawing toolbar.

Steps:

• Click on the drawing toolbar Text Box button. The pointer will change to a cross.• Click on the slide where you want to place the text. A small text box will appear.

• Type a word in the text box. As you go on typing, the box will expand to fit the

text.

• After you finish typing, click outside the text box. The border around the box will

disappear.

Adding color to a text box

• Click the text box to select it.


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• On the drawing toolbar, click the arrow beside the Fill Color button, then click

any color of your choice, the text box will turn to that color.

Adding a shape.

• Power Point lets you add a variety of shapes to the slides of your presentation. Try

adding a star shape to your slide, using the AutoShape tool on the drawing toolbar.

• Click the AutoShapes button, point to Stars and Banners and then click the 5-

point star shape. The pointer will change into a cross.

• Click anywhere on the slide. A star of predefined size will be inserted.

• To make the shape larger (or smaller), drag a resizing handle (an arrow pointing

in two directions). To resize the shape proportionally, hold down the SHIFT key as you drag.

Adding color and texture to a shape.

• Click the star shape to select it.

• Click the arrow beside the Fill Color button and then click More Fill Colors. A

Colors dialog box appears.

• Click the Standard tab, then under Colors, click any color of your choice.

• Click OK to close the Colors dialog box.• Next, try adding some texture to the shape.

• Click the star to select it.

• Click the arrow beside the Fill Color button, then click Fill Effects. The Fill Effects

dialog box appears.

• Click the Texture tab.

• Click on a texture, and then click OK.

Adding clip art.You can add clip art (in-built images, cartoons and shapes in the software) to any

slide using the Insert then Picture buttons followed by Clip Art button on the

Standard Toolbar. Try adding a cartoon image to your slide.

• On the Standard Toolbar, click the Insert button then select Picture button

followed by the Clip Art button.

• In the Categories list, click Cartoons. Power Point displays clip art from the

Cartoons category.

• Click an image to select it.


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• Click the Insert button. The cartoon image is inserted on your slide.

Power Point also lets you insert images from files by doing as follows:

• Click the Insert

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