Computer Info For Class VI

Brief History of Computer
The computing machine has been involved from such a long time. Chinese introduce the Abacus.
It is a manual calculating devices and is still being used as a calculating in China. Basically an
abacus is a frame of wires. Pebbles or beds are strung on the wires. Arithmetic operations are
carried out by manipulating the beads.
In Seventeenth century, a mechanical digital calculator was developed by Blaize Pascal, a French
mathematician
Leibniz, A German mathematician, improved the adding machine by performing multiplication
through repeated addition of a number. This machine was called Leibniz reckoning machine. In
1820 Thomas de Colmar, a French Engineer, greatly improved the adding machine AND
DEVELOPED A MULTIPYING MACHINE.
Charles Babbage, a professor of mathematics gave the idea of a difference engine in the year
1812. Theoretically. In 1833 he came out with analytical engine.
In 1925, Dr. Vannevar Bush of Massachusetts Institute of Technology (MIT) built as electromechanical computer.
In 1945 Dr. John Von Neumann gave the idea of stored program computer which stored both
program and date in the same memory. EDVAC (Electronic Discrete Variable Automatic
Computer) was the first stored program computer. It was developed in 1952.
The first modern electronic computer ENIAC (Electronic Numerical Integrator and Calculator)
came into existence in 1946.
What is Computer?
A Computer has 4 functions

a.
b.
c.
d.
Accept data
Processes data
Produces output
Stores results
Input (Data):
Input is the raw information entered into computer from the input devices. It is the collection of
letters, numbers, images etc.
Input Devices
Mouse
Scanner
Keyboard
Digital
Camera
Camera
Joysticks
Track ball
Touch pad /
Screen
Light pen
Bar code
Graphics
Microphone
Magnetic Ink
Tablets
(Use In Bank )
Optical Mark
Reader
(used for
answer- sheet
marking papers )
Magnetic Card
Biometric
Reader (used in
shops, colleges,
stations etc.)
devices
Character Reader
Process:
Process is the operation of data as per given instruction. It is totally internal process of the
computer system.
Output:
Output is the processed data given by computer after data processing. Output is called as Result.
We can save these results in the storage devices for the future use.
Output Devices
Generations of Computes
First Generation Computers
The first generation computers were large in size. The technology was based on Vacumm tubes
and, therefore, a considerable amount of heat was produced by them. Such computers required
large spaces and consumed huge of electrical power. UNIVAC I (Universal Automatic Computer)
was the first generation of electronic computers.
Features
1.
2.
3.
4.
Vacuum tubes are used.

Magnetic core memories.
Calculate long calculation in milliseconds.
EDVAC, ENIAC, EDSAC and UNIVAC-I
Disadvantages
1.
2.
3.
4.
Occupied a lot of space.

Consumed too much of power and generated large amount of heat.
Frequently hardware failures.
Air conditioning required.
Second Generation Computers

In 1959 the vacuum tubes were replaced by transistors. This generation of computers used solid
state semiconductor devices. Magnetic cores were introduced as a primary memory. Later on
magnetic disks also came into existence and were used as secondary storage devices.
Features
1.
2.
3.
4.
5.
6.
Transistor based technology.

Smaller in size as compared to first generation computers.
More reliable and less hardware failure.
Magnetic disks were used as secondary storage. Improved I/O devices.
Computation time in microsecond. Wide commercial use.
Example : IBM 700, 1401,1620,ICL 1902, ATLAS.
Disadvantages
1. Maintenance needed frequently.
2. Commercial production still difficult.
3. Air conditioning required.
Third Generation Computers

In 1964, the transistors were replaced by Integrated Circuits(ICs). An IC id a silicon chip or wafer
that contains all elements of an electronic circuit on a very small area in the form of
microelectronic circuits. Transistors were miniaturized and fabricated on a single silicon chip.
Features
1. Integrated circuit based technology.
2. Integrated circuit memories replaced magnetic core memories. Cache and virtual
memories were also introduced.
3. More reliable and cheaper lower heat generation and smaller as compared to previous
generation.
4. General purpose computer suitable for commercial applications.
5. Example IBM 360/70 , DEC minicomputer, PDP minicomputers.
Disadvantages
1. Complex and sophisticated technology.
2. Hard to resolve highly technical persons require to resolve hardware problems.
3. Small cooled area require for use.
Fourth Generation Computers

By early 1970s, large scale integration(LSI) of electronic circuits became possible. The fourth
generation marked as the era of microprocessor, with thousands of integrated circuits built onto a
single silicon chip, since the IC integration technology moved from large scale to very large scale.
Desktop , personal computer and workstations, laptops, plamtops etc. were developed in this
generation.
Features
1. Large scale integration technology.
2. Very small in size, very reliable ,easy to use.
3. Much faster computation work done as compared previous one.
4. Price is much cheaper than previous one.
5. Example : HCL, Apple, IBM desktop and PCs.
Disadvantages
1. Complex and sophisticated technology.
2. Production of different parts are needed large scale industries.
Features of computer
Advantages
Following list demonstrates the advantages of computers in today's arena.
High Speed
Computer is a very fast device.
It is capable of performing calculation of very large amount of data.
The computer has units of speed in microsecond, nanosecond, and even the picosecond.
It can perform millions of calculations in a few seconds as compared to man who will spend
many months for doing the same task.
Accuracy
In addition to being very fast, computers are very accurate.
The calculations are 100% error free.
Computers perform all jobs with 100% accuracy provided that correct input has been given.
Storage Capability
Memory is a very important characteristic of computers.
A computer has much more storage capacity than human beings.
It can store large amount of data.
It can store any type of data such as images, videos, text, audio and many others.
Diligence
Unlike human beings, a computer is free from monotony, tiredness and lack of concentration.
It can work continuously without any error and boredom.
It can do repeated work with same speed and accuracy.
Versatility
A computer is a very versatile machine.
A computer is very flexible in performing the jobs to be done.
This machine can be used to solve the problems related to various fields.
At one instance, it may be solving a complex scientific problem and the very next moment it may
be playing a card game.
Reliability
A computer is a reliable machine.
Modern electronic components have long lives.
Computers are designed to make maintenance easy.
Automation
Computer is an automatic machine.
Automation means ability to perform the given task automatically.
Once a program is given to computer i.e. stored in computer memory, the program and
instruction can control the program execution without human interaction.
Reduction in Paper Work
The use of computers for data processing in an organization leads to reduction in paper work and
results in speeding up a process.
As data in electronic files can be retrieved as and when required, the problem of maintenance of
large number of paper files gets reduced.
Reduction in Cost
Though the initial investment for installing a computer is high but it substantially reduces the cost
of each of its transaction.
Disadvantages
Following list demonstrates the disadvantages of computers in today's arena.
No I.Q.
A computer is a machine that has no intelligence to perform any task.
Each instruction has to be given to computer.
A computer cannot take any decision on its own.
Input-Output Devices
Input Unit:This unit contains devices with the help of which we enter data into computer. This unit makes
link between user and computer. The input devices translate the information into the form
understandable by computer.
Following are few of the important input devices which are used in a computer:
Keyboard
Mouse
Joy Stick
Light pen
Track Ball
Scanner
Graphic Tablet
Microphone
Magnetic Ink Card Reader (MICR)
Optical Character Reader (OCR)
Bar Code Reader
Optical Mark Reader (OMR)
Keyboard
Keyboard is the most common and very popular input device which helps in inputting data to the
computer. The layout of the keyboard is like that of traditional typewriter, although there are some
additional keys provided for performing additional functions.
Keyboards are of two sizes 84 keys or 101/102 keys, but now keyboards with 104 keys or 108
keys are also available for Windows and Internet.
The keys on the keyboard are as follows:
Sr. No.
1.
Keys
Typing Keys
Description
These keys include the letter keys (A-Z) and digit keys (0-9) which generally
give same layout as that of typewriters
2.
Numeric
Keypad
It is used to enter numeric data or cursor movement. Generally, it consists of a

set of 17 keys that are laid out in the same configuration used by most adding
machines and calculators.
Function Keys
The twelve function keys are present on the keyboard which are arranged in a
row at the top of the keyboard. Each function key has unique meaning and is
used for some specific purpose.
4.
Control keys
5.
Special Purpose
Keys
These keys provide cursor and screen control. It includes four directional
arrow keys. Control keys also include Home, End, Insert, Delete, Page Up,
Page Down, Control(Ctrl), Alternate(Alt), Escape(Esc)
Keyboard also contains some special purpose keys such as Enter, Shift, Caps
Lock, Num Lock, Space bar, Tab, and Print Screen.
Mouse
Mouse is most popular pointing device. It is a very famous cursor-control device having a small
palm size box with a ground ball at its base which senses the movement of mouse and sends
corresponding signals to CPU when the mouse buttons are pressed.
Generally it has two buttons called left and right button and a wheel is present between the
buttons. Mouse can be used to control the position of cursor on screen, but it cannot be used to
enter text into the computer.
Advantages
Easy to use
Not very expensive
Moves the cursor faster than the arrow keys of
keyboard.
Joystick
Joystick is also a pointing device which is used to move cursor position on a monitor screen. It is a
stick having a spherical ball at its both lower and upper ends. The lower spherical ball moves in a
socket. The joystick can be moved in all four directions.
The function of joystick is similar to
that of a mouse. It is mainly used in
Computer Aided Designing (CAD)
and playing computer games.
Light Pen
Light pen is a pointing device which is similar to a pen. It is used to select a displayed menu
item or draw pictures on the monitor screen. It consists of a photocell and an optical system
placed in a small tube. When the tip of a light pen is moved over the monitor screen and pen
button is
pressed, its photocell sensing
element
detects the screen location and
sends the
corresponding signal to the
CPU.
Track Ball
Track ball is an input device that is mostly used in notebook or laptop computer, instead of a
mouse. This is a ball which is half inserted and by moving fingers on ball, pointer can be
moved. Since the whole device is
not moved, a track ball requires less
space than a mouse. A track ball
comes in various shapes like a ball, a
button and a square.
Scanner
Scanner is an input device which works more like a photocopy machine. It is used when some
information is available on a paper and it is to be transferred to the hard disc of the computer for
further
manipulation. Scanner captures images from the source which
are
then converted into the digital form that can be stored on the
disc.
These images can be edited before they are printed.
Digitizer
Digitizer is an input device which converts analog information into digital form. Digitizer can
convert a signal from the television or camera into a series of numbers that could be stored in a
computer. They can be used by the computer to create a picture of whatever the camera had
been pointed at. Digitizer is also known as Tablet or Graphics Tablet because it converts
graphics
and pictorial data into
binary
inputs. A
graphic tablet as digitizer is
used for
doing fine
works of drawing and
image
manipulation applications.
Microphone
Microphone is an input device to input sound that is then stored in digital form. The microphone
is used for various applications
like adding sound to a multimedia
presentation or for mixing music.
Magnetic Ink Card Reader (MICR)

MICR input device is generally used in banks because of a large number of cheques to be
processed every day. The bank's code number and cheque number are printed on the cheques
with a special type of ink that contains particles of magnetic material that are machine readable.
This reading
process is called Magnetic
Ink Character
Recognition
(MICR). The main
advantages of
MICR is that
it is fast and less error prone.
Optical
Character Reader (OCR)
OCR is an input device used to read a printed text. OCR scans text optically character by
character,
converts them into a machine readable code and stores the
text on the
system memory.
Bar Code Readers

Bar Code Reader is a device used for reading bar coded data (data in form of light and dark
lines). Bar coded data is generally used in labelling goods, numbering the books etc. It may be a
hand held scanner or may be embedded in a stationary scanner. Bar Code Reader scans a bar
code
image, converts it into an
alphanumeric value
which is
then fed to the computer
to which bar code
reader is
connected.
Optical Mark Reader (OMR)

OMR is a special type of optical scanner used to recognize the type of mark made by pen or
pencil. It is used where one out of a few alternatives is to be selected and marked. It is specially
used for
checking the answer
sheets of
examinations having
multiple choice
questions
Output Devices
Following are few of the important output devices which are used in a computer
Monitors
Graphic Plotter
Printer
Monitors
Monitors, commonly called as Visual Display Unit (VDU), are the main output device of a
computer. It forms images from tiny dots, called pixels that are arranged in a rectangular form.
The sharpness of the image depends upon the number of pixels.
There are two kinds of viewing screen used for monitors.
Cathode-Ray Tube (CRT)
Flat- Panel Display
Cathode-Ray Tube (CRT) Monitor

The CRT display is made up of small picture elements called pixels. The smaller the pixels, the
better the image clarity, or resolution. It takes more than one illuminated pixel to form whole
character, such as the letter e in the word help.
A finite number of characters can be displayed on a screen at once. The screen can be divided into
a series of character boxes - fixed location on the screen where a standard character can be placed.
Most screens are capable of displaying 80 characters of data horizontally and 25 lines vertically.
There are some disadvantages of CRT
Large in Size
High power consumption
Flat-Panel Display Monitor

The flat-panel display refers to a class of video devices that have reduced volume, weight and
power requirement in comparison to the CRT. You can hang them on walls or wear them on your
wrists. Current uses of flat-panel displays include calculators, videogames, monitors, laptop
computer, graphics display.
The flat-panel display is divided into two categories
Emissive Displays - The emissive displays are devices that convert electrical energy into
light. Example are plasma panel and LED (Light-Emitting Diodes).
Non-Emissive Displays - The Non-emissive displays use optical effects to convert
sunlight or light from some
other source into graphics
patterns. Example is LCD
(Liquid-Crystal Device)
Printers
Printer is an output device, which is used to print information on paper.
There are two types of printers
Impact Printers
Non-Impact Printers
Impact Printers
The impact printers print the characters by striking them on the ribbon which is then pressed on
the paper.
Characteristics of Impact Printers are the following
Very low consumable costs

Very noisy
Useful for bulk printing due to low cost
There is physical contact with the paper to produce an image
These printers are of two types
Character printers
Character Printers
Character printers are the printers which print one character at a time.
These are further divided into two types
Dot Matrix Printer (DMP)
Daisy Wheel
Dot Matrix Printer
In the market one of the most popular printers is Dot Matrix Printer. These printers are popular
because of their ease of printing and economical price. Each character printed is in form of pattern
of dots and head consists of a Matrix of Pins of size (5*7, 7*9, 9*7 or 9*9) which come out to
form a character that is why it is called Dot Matrix Printer.
Advantages
Inexpensive
Widely Used
Other language characters can be printed
Disadvantages
Slow Speed
Poor Quality
Daisy Wheel
Head is lying on a wheel and pins corresponding to characters are like petals of Daisy (flower
name) that is why it is called Daisy Wheel Printer. These printers are generally used for wordprocessing in offices which require a few letters to be sent here and there with very nice quality.
Advantages
More reliable than DMP
Better quality
The fonts of character can be easily changed
Disadvantages
Slower than DMP
Noisy
More expensive than DMP
Line Printers
Line printers are the printers which print one line at a time.
These are of further two types
Drum Printer
Chain Printer
Drum Printer
This printer is like a drum in shape so it is called drum printer. The surface of drum is divided into
number of tracks. Total tracks are equal to size of paper i.e. for a paper width of 132 characters,
drum will have 132 tracks. A character set is embossed on track. The different character sets
available in the market are 48 character set, 64 and 96 characters set. One rotation of drum prints
one line. Drum printers are fast in speed and can print 300 to 2000 lines per minute.
Advantages
Very high speed
Disadvantages
Very expensive
Characters fonts cannot be changed
Chain Printer
In this printer, chain of character sets are used so it is called Chain Printer. A standard character
set may have 48, 64, or 96 characters.
Advantages
Character fonts can easily be changed.
Different languages can be used with the same printer.
Disadvantages
Noisy
Non-impact Printers
Non-impact printers print the characters without using ribbon. These printers print a complete
page at a time so they are also called as Page Printers.
These printers are of two types
Laser Printers
Inkjet Printers
Characteristics of Non-impact Printers
Laser Printers
Faster than impact printers.

They are not noisy.
High quality.
Support many fonts and different character size.
These are non-impact page printers. They use laser lights to produce the dots needed to form the
characters to be printed on a page.
Advantages
Very high speed

Very high quality output
Give good graphics quality
Support many fonts and different character
size
Disadvantages
Expensive.
Cannot be used to produce multiple copies of a document in a single printing.
Inkjet Printers
Inkjet printers are non-impact character printers based on a relatively new technology. They
print characters by spraying small drops of ink onto paper. Inkjet printers produce high
quality output with presentable features.
They make less noise because no hammering is done and these have many styles of printing
modes available. Color printing is also possible. Some models
of
Inkjet printers can produce multiple copies of printing also.
Advantages
High quality printing

More reliable
Disadvantages
Expensive as cost per page is high

Slow as compared to laser printer
Software concept
An ordered set of instructions given to the computer is known as a program and a set of such
programs that governs the operation of a computer system and/or its related devices is known as
Software.
Types of Software:
Software can be divided into different types depending upon their uses and application- System
Software &Application Software.
Software required to run and maintain basic components of computer system come under the
category of system software whereas software required to solve some specific task of daily use is
generally called application software.
Some common examples of System Software as follows :
1. BIOS- The basic input/output system (BIOS) is also commonly known as the System BIOS.
The BIOS is boot firmware, a small program that controls various electronic devices attached to
the main computer system. The BIOS sets the machine hardware into a known state to help the
operating system to configure the hardware components. This process is known as booting, or
booting up. BIOS programs are stored on a chip
2. Operating System- Operating system is a set of system programs that controls and coordinates
the operations of a computer system. Operating systems perform all basic tasks, such as
identifying basic input/output devices, accepting input from the input devices, sending results to
the output devices, keeping track of files and directories on the disk, and controlling other
peripheral devices such as disk drives and printers.
Application Software: Application software is a set of programs to carry out a specific task like
word processor, spreadsheet, presentation tools, library management software, railway
reservation, antivirus software, etc.
Application Software can be divided into different categories depending upon their uses
as follows:
Utility Software
General Purpose Application Software
Specific Purpose Application Software
Developer Tools
Computer Languages
Language Processor-A computer system understands only machine language or binary
language, also known as Low Level Language(LLL). This language is extremely difficult to
learn for a general programmer and thus there is a need for some special language that is easy
to learn and understand for the programmer in order to interact with the computer system. These
special languages or set of commands are collectively known as programming languages or High
Level languages (HLL).
Some examples of High Level Programming
Languages are Basic, C, C++, JAVA, etc. These high level programming languages can easily be
translated into machine language using Language Processors. These are:
Assembler - Assembler is a language processor, which translates a program written in assembly
language into machine language.
Compiler - A compiler is a language processor which converts (or translates) the entire program
written in high level language into machine language in one go.
Interpreter-This language processor converts a high level language program into machine
language line by line as well as executes it.
Memory
Primary Memory Unit
The main or primary memory stores information (instruction and data)

The memory unit is divided into :
Random Access Memory (RAM)
Read Only Memory(ROM)
Random Access Memory is used for primary storage in computers to hold active information of
data and instructions.
ROM (Read Only Memory) is used to store the instructions provided by the manufacturer, which
holds the instructions to check basic hardware interconnected and to load operating system from
appropriate storage device.
Memory Unit: The elementary unit of memory is a bit. A group of 4 bits is called a nibble and a
group of 8 bits is called a byte. One byte is the minimum space required to store one character.
Other units of memory are:
1 KB(Kilo Byte) = 210 bytes = 1024 bytes

1 MB(Mega Byte) = 210 KB = 1024 KB
1 GB(Giga Byte) = 210 MB = 1024 MB
1 TB(Tera Byte) = 210 GB = 1024 GB
1 PB(Peta Byte) = 210 TB = 1024 TB
Secondary Storage Devices

If we want to save data for future reference and retrieval then it needs to be saved in memory
other than primary memory, which is called secondary memory, or auxiliary memory. Normally
hard disk of computer is used as secondary memory but this is not portable so there are many
other secondary storage media in use.
Hard disk-This is a high capacity storage device ranging from 1GB to Tera Bytes nowadays.
Generally hard disks are sealed units fixed in the cabinet.
Compact Disk-Capacity of standard 120mm CD is 700MB. It is a thin optical disk which is
commonly used to store audio and video data. Transfer speed is mentioned as multiple of 150
KB/s. 4x means 600 KB/s.
DVD-Digital Versatile Disc or Digital Video Disc This is an optical disc storage device. It can be
recorded on single side or on double side. Its capacity may range from 4.7 GB to 8.5 GB
Memory Cards- This is small, portable memory, which can be plugged into a computer with
USB Port. They have capacity lesser than hard disk but much larger than a floppy or CD. They are
more reliable also. They are also called pen drive. These are data storage devices mainly used with
digital cameras, computers, mobile phones, music players, video game console etc. They offer
high recordability with power free storage.
Word Processing (MS Word)

Microsoft Word 2010 is a word-processing program, designed to help you create
professional-quality documents. With the finest document-formatting tools, Word helps you
organize and write your documents more efficiently. Word also includes powerful editing and
revising tools so that you can collaborate with others easily.
The Ribbon
Understanding the Ribbon is a great way to help understand the changes between Microsoft
2003 to Microsoft 2010. The ribbon holds all of the information in previous versions of
Microsoft Office in a more visual stream line manner through a series of tabs that include an
immense variety of program features.
Home Tab
This is the most used tab; it incorporates all text formatting features such as font and
paragraph changes.
Insert Tab
This tab allows you to insert a variety of items into a document from pictures, clip art, tables
and headers and footers.
Page Layout Tab
This tab has commands to adjust page elements such as margins, orientation, inserting
columns, page backgrounds and themes.
Reference Tab
This tab has commands to use when creating a Table of Contents and citation page for a
paper. It provides you with many simple solutions to create these typically difficult to
produce documents.
Mailing Tab
This tab allows you to create documents to help when sending out mailings such as printing
envelopes, labels and processing mail merges.
Review Tab
This tab allows you to make any changes to your document due to spelling and grammar
issues. It also holds the track changes feature which provides people with the ability to make
notes and changes to a document of another person.
View Tab
This tab allows you to change the view of your document to a different two page document or
zoom.
Some Basic task in MS Word

Create a New File in MS Word
Click File/New
Choose type of document (default is blank) then click Create
Save
Click the Save button in the Quick Access Toolbar (above the ribbon) we recommend
using this button often you cant wear it out!
Save As (save a duplicate of the file with a new name)
Click File/Save As
Name the file, then click Save (you are now working with the new version of the file the
original has closed and will stay as you left it)
Open Previously Created File in MS Word
Click File/Open
Choose a file, then click Open
Close your file after completion the work.
Click File/Close to close the current document and continue working in Word. If you want
to exit Word, you can click the x in the top right corner.
Recent Files List
Click File/Recent Youll see a list of your recent files, newest at the top, as well as folders
you have recently opened
To quickly access the most recent files, click the checkbox next to Quickly access this
number of documents and set the number of documents (default is 4). They will appear just
above Info.
Print Preview
Click File/Print (the preview appears on the right side of the screen)
Print
Click File/Print.
Choose print settings as needed to choose properties of the selected printer, click Printer
Properties
Use of Format Painter (Word, Excel, PowerPoint)
Select the formatted text to copy, click Home/Format Painter.
Click where you would like to apply that formatting.
Page Setup
Click Page Layout tab, then Page Setup group. If you would like to see all options for Page
Setup, click the Dialog Box Launcher (arrow to the right in the Page Setup group)
Undo /Redo
To undo the last task, click the Undo button in the Quick Access Toolbar (above the ribbon)
click multiple times to Undo multiple tasks.
To Redo the last Undo task, click the Redo button in the Quick Access Toolbar (above the
ribbon) click multiple times to Redo multiple tasks
Options
Click File/Options categories are on the left. When making changes to options, make
changes slowly so you can test and be sure Word is working the way youd like it to work.
You can undo options by unchecking each one, but there is no reset to return to the default
options.
Insert Headers and Footers Insert Tab

Headers and Footers
A header is one or more lines of text at the top of every document page. A footer is one or
more lines of text printed at the bottom of every page. Headers and footers enhance the
professional appearance of your document and may include page numbers, chapter titles,
logos, dates, and other information about your document.
The Header & Footer Group, on the Insert Tab, includes built-in styles of pre-formatted
headers, footers, and page number commands.
Edit Headers and Footers
1. Double-click the top or bottom edge of the document to display the header/footer area.
2. From the Header and Footer Tools and Design tab, select the appropriate option to make
the necessary edits.
3. Click the Close Header and Footer button to return to the content in the main document
Q. 1 Insert page numbers into the entire document. Change the page number format in
some sections to start with the number 1 and in others to continue the page numbering
sequence from the previous section.
1. Press Ctrl + Home on your keyboard to go to the beginning of the document.
2. Insert Tab > Header & Footer group > Page Number > Bottom of Page > Plain Number 2.
Inserting the page number changes the document into header/footer view.
3. Scroll down the document and note that all page numbers are 0 at this time.
Note the contextual Header & Footer Tools.
4. Scroll up and click in First Page Footer Section 2.
Confirm the insertion point is in that section.
6. Header & Footer Tools Design Tab > Navigation group > Link to Previous.
Q .2 Change the first page number format in some sections to start with the number 1.
6. Design Tab > Header & Footer > Page Number > Format Page Numbers
7. From the Page Number Format dialog box, in the Page numbering section, change Start
at: to 1.
8. In the Page Number Format dialog box, to the right of Number format:, use the drop-down
menu to change the number format to i, ii, iii,
9. Click OK.
10. Design Tab > Navigation group > Previous to move to First Page Footer - Section 1.
11. Press Delete on your keyboard TWICE to remove the page number.
Page numbers remain in other sections since Link to Previous is off from Step 1.
12. Design Tab > Navigation group > click Next TWICE to move to First Page Footer Section 3.
13. Design Tab > Header & Footer > Page Number > Format Page Numbers
14. In the Page Number Format dialog box, change the Page numbering to Start at: 1.
15. Click OK.
16. Scroll down to the next page, and click in Footer - Section 3.
There is no page number here; add it again.
17. Insert Tab > Header & Footer group > Page Number > Bottom of Page > Plain Number 2.
18. Header & Footer Tools Design Tab > Navigation group > Next to move to First Page
Footer - Section 4.
Q. 3 Finish changing the page number format in other sections so it continues the page
numbering sequence from the previous section. Update the Table of Contents and
Index.
19. Design Tab > Header & Footer group > Page Number > Format Page Numbers
20. In the Page Number Format dialog box, in the Page numbering section, click the
Continue from previous section radio button.
21. Click OK.
22. Design Tab > Navigation group > Next to move to First Page Footer - Section 5.
23. Repeat steps 20 - 22.
24. Scroll through the document to verify the following information.
Section 1 Cover
Section 2 Page i
Section 3 Page 1
Section 3 Page 2
Section 4 Page 3
Section 5 Page 4,5
No page number and Portrait

Orientation
Lower case Roman Numerals and
Portrait Orientation
Arabic Numbers and Portrait
Orientation
Arabic Numbers same sequence and
Landscape Orientation
Formatting a Paragraph
Word 2010 provides many document formatting options for the sake of readability and
aesthetics. For example, the text formatting and alignment features make a document title
more visible. Other formatting options include highlighting, sorting, etc
Paragraph Group
The Paragraph group includes the text alignment options that allow you to change the
following attributes:
-space.)
Font Group
The Font group includes the text formatting options that allow you to change the following
attributes:
Change the Spacing between Paragraphs

1. Place the insertion point anywhere in the paragraph.
2. Home Tab > Paragraph group > click the arrow button .
3. In the paragraph dialog box, in the Spacing Before or After fields, type the appropriate
number followed by the measurement pt.
4. Click OK.
Format the Campus Directory document. Change the formatting for the first line of
text. Use the drag and drop feature to move a line of text. Sort the colleges in ascending
order.
1. Using the Selection Bar, select the line Campus HelpDesk Phone Numbers.
2. In the Home Tab, use the groups and options indicated below to format the text:
Group
Option
Format
Font
Font Type
Times New
Roman
Font
Font Size
22
Font
Font Style
Bold
Font
Font Color
Aqua
Accent 5
Paragraph
Alignment
Center
The title should now look like the picture below.
3. Using the Selection Bar, select the line Maricopa Skill Center.
4. Click the selected line and drag it so the insertion point is before the word Paradise.
5. Release the mouse.
6. Using the Selection Bar, select the block of text from Chandler to Phoenix College.
7. Home Tab > Paragraph group > Sort .

8. In the Sort Text dialog box, leave the default options and click OK.
9. Quick Access Toolbar > Save.
Set tabs with leaders and change the font type and size.
1. If it isnt already, select the block of text from Chandler-Gilbert to Phoenix College.
2. Home Tab > .Paragraph group > arrow button to see more options.
3. Click the Tabs button.
4. In the Tabs dialog box, click the Clear All button to clear the 2 left tab stop.
5. In the Tabs dialog box, in the Tab stop position: field, enter 6.25.
6. In the Alignment section, select the Right radio button.
7. In the Leader section, select the number 2 radio button for a dot leader.
8. Click Set, and then click OK.
9. Home Tab > Font group > Times New Roman font.
10. Home Tab > Font group > Font size 12.
Mail Merge
Mail Merge Mailings Tab
Mail Merge is a process that combines a list of recipient names with a document to create a
unique document for each person. For example, an invitation is a form letter that you send to
a list of people. In the letter you have a greeting, a closing, and specific pieces of information
that are unique to each person (recipient) like name, address, etc.
What Can you Create?
Using these two documents gives you a host of options to create unique items for a variety of
needs. Just a few are listed:
like an invitation
for reminder postcards
to mail the invitation
to e-mail the invitation
Create a New Word Table

1. Open a new blank Word document.
2. Insert Tab > Tables Group > Table > Insert Table.
3. Enter the number of table columns and rows and click OK.
4. Change the table properties as needed.
5. Enter your information and format it as needed for a good fit.
ages, media, text, WordArt, etc. into your table.
6. Quick Access Toolbar > Save
Add Records to an Existing Word Table

1. Open the document containing the existing table of recipients.
2. Click in the last cell of the table.
3. Press the Tab key to add a new blank row for the new record.
4. Enter all desired fields.
5. Repeat steps 2-4 for additional records.
6. Save and close the document when finished.
Edit a data source in Word by using a table and entering the data for a recipient.
1. Quick Access Toolbar > Open.
2. In the Open dialog box, Navigate to Documents Library > Word 2010 Class > Mail Merge.
3. Double-Click Word Data Source.
4. Click in the last cell.
5. Press the tab key to create a new row.
6. Enter your first name and press tab.
7. Enter your last name and press tab.
8. Enter your campus name and press tab.
9. Enter your campus address, pressing tab after each field.
10. Enter our current Word series as your classes, pressing tab after each field.
11. File Tab > Save As.

12. In the File Name field, enter <your name> Form Letter.
13. Click Save and then, File Tab > Close.
Create a New Word Form Letter

1. Open a new blank Word document.
2. Leave room for date and inside address information.
3. Type the body of the letter.
rt, tables, etc.
4. Leave room for the closing.
Open an existing main document for a form letter.
1. Quick Access toolbar > Open.
2. In the Open dialog box, Navigate to Documents Library > Word 2010 Class > Mail Merge.
3. Double-click Form Letter.
Document Design Plan Main Document: Form Letter
Orientation Portrait
Columns 1
Date Current Date

4. Double-click in the Header section.
5. Insert Tab > Quick Parts > Building Blocks Organizer.
6. Scroll down to TTS Header, select it, and then click Insert.
7. Click the Close Header and Footer button.
8. Click on the first line.
9. Insert Tab > Text > Date and Time.
10. Select the third option.
11. Check the Update Automatically box.
12. Click OK.
14. In the Save As dialog box, Navigate to Documents Library > Word 2010 Class > Mail
Merge.
15. In the file name field, type <your name> Form Letter.
16. Click Save, and then click OK.
Mail Merge Process

Six-Step Process
Word 2007 allows you to perform mail merges using a six step process.
For all types of main documents (letters, e-mail messages, envelopes, labels, etc.) the overall
process includes the following six steps:
1. Select document type.
2. Starting document (the main document).
3. Select recipients (the data source document).
4. Write or Arrange the document.
5. Preview the merged documents.
6. Complete the merge.
Mailing Labels
Microsoft Office Word 2010 mail merge also allows you to create and print mailing labels
using recipient lists (data source documents) in Word, Excel, or Access. For example, you
can send a tri-fold brochures or conference reminder postcards using mailing labels.
Wizard Steps for Labels
Select document type. Choose Labels.
2. Starting document. Select the document and choose label options.
3. Select recipients. Browse to find the data source.
4. Arrange your labels. Add placeholders. Update all labels!
5. Preview your labels. Make corrections and refine the recipients.
6. Complete the merge. Print one before you print them all!
Create the main document and start the Mail Merge Wizard to create mailing labels.
1. Quick Access Toolbar > New.
3. Navigate to the Documents Library > Word 2010 Class > Mail Merge.
4. In the Save As dialog box, type Form Labels in the File Name field, and click Save.
5. Mailings Tab > Start Mail Merge > Start Mail Merge drop-down menu > Step by Step
Mail Merge Wizard
6. In the Mail Merge task pane, select the Labels radio button.
7. In the Mail Merge task pane, select the Next: Starting document link.
Select the label option format.
1. In the Mail Merge task pane, under the Select starting document section, confirm the
Change document layout radio button is selected.
2. Under the Change document layout section, click the Label options link.
3. In the Label Options dialog box, in the Label information section, choose Avery US
Letter as the Label vendor from the drop-down menu.
4. Select Product Number 5160 and then click OK.
Locate, select, and edit the Excel data source the recipient list.
1. In the Mail Merge task pane, click the Next: Select recipients link.
2. In the Mail Merge task pane, confirm the Use an existing list radio button is selected.
3. Under the Use an existing list section, click the Browse link.
4. In the Select Data Source dialog box, navigate to Documents Library > Word 2010 Class >
Mail Merge.
5. Click the Excel Data Source document and click Open.
6. In the Select Table dialog box, confirm Sheet1$ is selected and click OK.
7. In the Mail Merge Recipients dialog box, click the LastName column heading to sort in
ascending (A to Z) alphabetical order.
8. Click OK.
Select the Address Block option to add recipient information to the labels.
1. In the Mail Merge task pane, click the Next: Arrange your labels link.
2. In the Mail Merge task pane, click the Address block link.
3. In the Insert Address Block dialog box, click the Match Fields button.
4. Match the Company address block component with the CollegeName heading.
5. Match the Address 1 address block component with the (not matched) heading.
6. Match the City address block component with the (not matched) heading.
7. Match the State address block component with the (not matched) heading.
8. Match the Postal Code address block component with the (not matched) heading.
9. Click OK.
10. In the Insert Address Block dialog box, preview the labels, and click OK.
11. In the Mail Merge task pane, click the Update all labels button.
13. From the Mail Merge task pane, select the Next: Preview your labels link.
Preview the results and correct any errors, and complete the merge.
1. Use the left and right navigation arrow buttons to move to any recipient.
2. In the Mail Merge task pane, click the Previous: Arrange your labels link.
only affected one label, the merge document would need to be corrected.
3. Place your mouse just to the left of the first cell AddressBlock, and click to select the cell.
-click the AddressBlock field to select it.
4. Home Tab > Paragraph group > click the arrow button .
5. In the Paragraph dialog box, under the Spacing section, click to check the box that says
"Don't add space between paragraphs of the same style.
6. Click OK.
7. In the Mail Merge task pane, click the Update all labels button!
Page Column
Every page in Word has a column layout. The standard layout is one big column stretching
from margin to margin. The Columns feature allows you to display text side-by-side in two or
more columns. You can set up multiple columns for an entire document, or a section within a
document.
Exercise Adding Columns

Convert a block of text to two columns, add a title, and format the title.
1. Quick Access Toolbar > Open.
2. In the Open dialog box, navigate to Documents Library > Word 2010 Class > Document
Layout > MCCCD History.
aricopa_County_Community_College_District
3. Click the Open button.
5. In the Save As dialog box, navigate to Documents Library > Word 2010 Class > Concepts.
6. In the File name: field, click before MCCCD and type your first name.
7. Click Save.
8. On the first line of the document, type the title MCCCD History.
9. Using the selection bar, select the title you just typed.
10. On the Home Tab, in the Font group, use the options below to format the text:
Option
Format
Font Type
Times New
Roman
Font Size
22
Font Style
Bold
Font Color
Aqua Accent
Quick Access Toolbar > Save.
12. Using the selection bar, select the first line of the first paragraph.
13. On your keyboard, hold both the Shift and Ctrl keys.
14. On your keyboard, press the End key and then let go of all keys.
15. Page Layout Tab > Page Setup group > Columns > Two.
16. Home Tab > Editing group > Select > Select All.
17. Page Layout Tab > Page Setup group > Margins > Custom Margins.
18. In the Page Setup dialog box, in the Top: margin field, erase 1 and type .75 and press
tab.
Finish formatting the margins so the document fits on one page.
19. In the Bottom: margin field, type .5 and press tab.
20. In the Left: margin field, type .75 and press tab.
21. In the Right: margin field, type .75 and click OK.
22. View Tab > Zoom group > One Page.

23. View Tab > Zoom group > 100%.

25. File Tab > Close.
Hyperlinks
Adding hyperlinks to your document can help readers quickly access contact information,
other parts of the document, and any additional information online that you want to share.
Hyperlinks have two basic parts: the address of the webpage, email address, or other
location they are linking to; and the display text (or image). For example, the address could
be http://www.youtube.com, and the display text could be YouTube. In some cases, the
display text might be the same as the address. When you're creating a hyperlink in Word,
you'll be able to choose both the address and the display text or image.
To insert a hyperlink:
Select the text or image you want to make a hyperlink.
1. Right-click the selected text or image, then click Hyperlink. You can also right-click
in a blank area of the document and click Hyperlink.
2. The Insert Hyperlink dialog box will open. You can also get to this dialog box from
the Insert tab by clicking Hyperlink.
3. If you selected text, the words will appear in the Text to display: field at the top. You
can change this text if you want.
4. Type the address you want to link to in the Address: field.
5. Click OK. The text or image you selected will now be a hyperlink.
You can also insert a hyperlink that links to another portion of the same document by
selecting Place in This Document from the Insert Hyperlink dialog box.
To make an email address a hyperlink:
1.
2.
3.
4.
Right-click the selected text or image, then click Hyperlink.

The Insert Hyperlink dialog box will open.
On the left side of the dialog box, click Email Address.
Type the email address you want to connect to in the Email Address box, then click
OK.
Word often recognizes email and web addresses as you type and will format them as
hyperlinks automatically after you press the Enter key or the spacebar.
To remove a hyperlink:
1. Right-click the hyperlink.
2. Click Remove Hyperlink.
After you create a hyperlink
Dropcap
A drop cap is a decorative element typically used in documents at the start of a section or
chapter. Its a large capital letter at the beginning or a paragraph or text block that has the
depth of two or more lines of normal text.
There are basic 2 types of Dropcap Available in MS Word
1. Dropped
2. In margin
Read on to know how you can add a drop cap to a Word document.
1. Specify where you want to add a drop cap. Place the insertion point at the
beginning of the paragraph where you want to add a drop cap.
2. Use the Drop Cap option. On the Format menu, click Drop Cap. The Drop Cap
dialog box appears.
3. Select the type of Drop Cap. Select the Dropped or In margin drop cap style.
4. Select font. When you select a drop cap style, the Font drop-down box appears
enabled. Select a desired font style for the drop cap.
5. Select number of lines to drop. From the Lines to drop drop-down box, select the
number of lines to be dropped.
6. Finalize drop cap and apply it. Click OK to apply the drop cap with the desired font
and style.
Remove a drop cap

1.
2.
3.
4.
On the View menu, click Print Layout.

Click the paragraph that contains the drop cap that you want to remove.
On the Format menu, click Drop Cap.
Click None.
MS OFFICE EXCEL (SPREAD SHEET)

Microsoft Excel 2010
Excel is a spreadsheet program in the Microsoft Office system. You can use Excel to create
and format workbooks (a collection of spreadsheets) in order to analyze data and make more
informed business decisions. Specifically, you can use Excel to track data, build models for
analyzing data, write formulas to perform calculations on that data, pivot the data in
numerous ways, and present data in a variety of professional looking charts.
The Ribbon
Understanding the Ribbon is a great way to help understand the changes between Microsoft
2003 to Microsoft 2010. The ribbon holds all of the information in previous versions of
Microsoft Office in a more visual stream line manner through a series of tabs that include an
immense variety of program features.
Home Tab
This is the most used tab; it incorporates all text and cell formatting features such as font and
paragraph changes. The Home Tab also includes basic spreadsheet formatting elements such
as text wrap, merging cells and cell style.
Insert Tab
This tab allows you to insert a variety of items into a document from pictures, clip art, and
headers and footers.
Page Layout Tab

This tab has commands to adjust page such as margins, orientation and themes.
Formulas Tab
This tab has commands to use when creating Formulas. This tab holds an immense function
library which can assist when creating any formula or function in your spreadsheet.
Data Tab
This tab allows you to modifying worksheets with large amounts of data by sorting and
filtering as well as analyzing and grouping data.
Review Tab
This tab allows you to correct spelling and grammar issues as well as set up security
protections. It also provides the track changes and notes feature providing the ability to make
notes and changes someones document.
View Tab
This tab allows you to change the view of your document including freezing or splitting
panes, viewing gridlines and hide cells.
Launch Excel:
1. SELECT (Click) the Windows Start button; this will bring up a set of choices in a menu.
2. Select Programs. Another menu will appear to the right.
3. Locate and Select Microsoft Office and another menu will appear on the right.
4. Locate and Select Microsoft Office Excel 2010. You have now launched Excel.
Creating table in MS Excel and implementing Various Charts.

Charts are used to display series of numeric data in a graphical format to make it easier to
understand large quantities of data and the relationship between different series of data.
To create a chart in Excel, you start by entering the numeric data for the chart on a
worksheet.
1. Worksheet data
2. Chart created from worksheet data
Excel supports many types of charts to help you display data in ways that are meaningful to
your audience. When you create a chart or change an existing chart, you can select from a
variety of chart types and their subtypes.
The basic types of Charts.
Type
Pie Chart
Column
Chart
Bar Chart
Line
Chart
Image
Description
When to Use
Displays the percentages of

a whole for each member in
a series.
Excellent chart for comparing values in

a single series as percentages of a whole.
Using vertical columns,

displays values for one or
more series over time or
other category.
Especially effective in comparing values for

multiple series. The 3-D Column chart
displays multiple series over three axes (X,
Y, and Z).
Displays values for one or

more series using horizontal
columns.
Though useful for single or multiple series,

this chart type especially effective in
comparing large quantity of values in a
single series.
Displays values as equally

spaced points connected
with a line.
This chart is most useful displaying trends

over time or other ordered category for
single or multiple data series.
Step for creating table in MS Excel.

1. Enter your data into the Excel spreadsheet in table format.
2. With your cursor, highlight the cells that contain the information that you want to appear
in your charts.
3. After selecting the cells,
4. Click the Insert tab.
5. Click the chart type from the Charts section of the ribbon. The sub-type menu displays.
6. Click the desired chart sub-type. The chart appears on the worksheet.
7. If you want to create a second chart, click somewhere in the worksheet to "deselect" the
current chart first, or the new chart will replace the current chart.
Delete Move and Resize Charts

To select an existing chart, click on its border, or click in an empty space inside the chart.
When selecting a chart,
How to Delete a Chart
To delete a chart that has just been created, click the Excel Undo button. To delete an existing
chart, select the chart and press the Delete key, or right-click and select Cut.
How to Move a Chart

To move a chart to a different place on the worksheet, select the chart and drag it to the
desired location.
To move a chart to a new or different spreadsheet in the same workbook, select the chart,
right-click, and select Move Chart. Then choose the sheet or type in a new sheet name, and
click OK.
How to Resize a Chart
To resize a chart, select the chart and drag any of the chart's corners.
Cell reference in MS Excel

A cell reference refers to a cell or a range of cells on a worksheet and can be used in a
formula so that Microsoft Office Excel can find the values or data that you want that formula
to calculate. In one or several formulas, you can use a cell reference to refer to:
Data from one cell on the worksheet.

Data that is contained in different areas of a worksheet.
Data in cells on other worksheets in the same workbook.
There are three types of cell references.
Absolute This means the cell reference stays the same if you copy or move the cell to any
other cell. This is done by anchoring the row and column, so it does not change when copied
or moved.
Relative Relative referencing means that the cell address changes as you copy or move it;
i.e. the cell reference is relative to its location.
Mixed This means you can choose to anchor either the row or the column when you copy
or move the cell, so that one changes and the other does not. For example, you could anchor
the row reference then move a cell down two rows and across four columns and the row
reference stays the same. We will explain this further below.
Relative Reference
By default, Excel uses relative reference. See the formula in cell D2 below. Cell D2
reference (points to) cell B2 and cell C2. Both reference are relative.
1. Select cell D2, click on the lower right corner of cell D2 and drag it down to cell D5.
2. Cell D3 references cell B3 and cell C3. Cell D4 references call B4 and cell C4. Cell D5
references cell B5 and cell C5. In other words: each cell references its two neighbors on
the left
Absolute Reference
1. See the formula in Cell E3 below.
1 TO create an absolute reference to cell H3, place a $symbol in front of the column letter
and
2. Now we can quickly drag this formula to the other cells.
The reference to cell H3 is fixed (when we drag the formula down and across). As a result,
the correct lengths and widths in inches are calculated.
Mixed Reference
Sometimes we need a combination of relative and absolute reference (mixed reference).
1. See the formula in cell F2 below.
2. We want to copy this formula to the other cells quickly. Drag cell F2 across one cell, and
look at the formula in cell G2.
Do you see what happens? The reference to the price should be a fixed reference to column
B. Solution: place a $ symbol in front of the column letter of cell B2 ($B2) in the formula of
cell F2. In a similar way, when we drag cell F2 down, the reference to the reduction should
be a fixed reference to row 6. Solution: place a $ symbol in front of the row number of cell
B6 (B$6) in the formula of cell F2.
Result:
Note: we don't place a $ symbol in front of the row number of B2 (this way we allow the
reference to change from B2 (Jeans) to B3 (Shirts) when we drag the formula down). In a
similar way, we don't place a $ symbol in front of the column letter of B6 (this way we allow
the reference to change from B6 (Jan) to C6 (Feb) and D6 (Mar) when we drag the formula
across).
3. Now we can quickly drag this formula to the other cells.
The references to column B and row 6 are fixed.

Circular References
A circular reference is when a formula refers to itself. For example, you cannot write c3 = c3
+ 1. This kind of calculation is called iteration meaning it repeats itself. Excel does not
support iteration because it calculates everything only one time. If you try do this by typing
SUM(B1:B5) in cell B5:
Create a cell reference on the same worksheet

1.
Click the cell in which you want to enter the formula.
2.
In the formula bar
, type = (equal sign).
3.
Do one of the following:
o
Cell reference To create a reference, select a cell or range of cells on the same
worksheet.
Cell references and the borders around the corresponding cells are color-coded to make it
easier to work with them.
1. The first cell reference is B3, the color is blue, and the cell range has a blue border with
square corners.
2. The second cell reference is C3, the color is green, and the cell range has a green border
with square corners.
You can drag the border of the cell selection to move the selection, or drag the corner of the
border to expand the selection.
Defined name
To create a reference to a defined name, do one of the following:
Type the name.
Press F3, select the name in the Paste name box,
and then click OK.
NOTE: If there is no square corner on a color-coded border, the reference is to a named
range.
4. Do one of the following:
o If you are creating a reference in a single cell, press ENTER.
o If you are creating a reference in an array formula, press CTRL+SHIFT+ENTER.
The reference can be a single cell or a range of cells, and the array formula can be one
that calculates single or multiple results.
Create a cell reference to another worksheet
You can refer to cells that are on other worksheets by appending the name of the worksheet
followed by an exclamation point (!) to the start of the cell reference. In the following
example, the worksheet function named AVERAGE calculates the average value for the
range B1:B10 on the worksheet named Marketing in the same workbook.
Reference to a range of cells on another worksheet in the same workbook

1. Refers to the worksheet named Marketing
2. Refers to the range of cells between B1 and B10, inclusively
3. Separates the worksheet reference from the cell range reference
1. Click the cell in which you want to enter the formula.
2 .In the formula bar
, type = (equal sign).
3. Click the tab for the worksheet to be referenced.
4. Select the cell or range of cells to be referenced.
Create a cell reference by using the Link Cells command

Alternatively, you can copy and paste a cell reference and then use the Link Cells command
to create a cell reference. You may want to use this command to:
Easily display important information in a more prominent position. Let's say that you have
a workbook with a number of worksheets, and on each worksheet is a cell that displays
summary information about the other cells on that worksheet. To make these summary cells
more prominent, you can create a cell reference to them on the first worksheet of the
workbook, which enables you to see summary information about the whole workbook on the
first worksheet.
Make it easier to create cell references between worksheets and workbooks. The
Link Cells command automatically pastes the correct syntax for you.
Click the cell that contains the data you want to link to.
On the Home tab, in the Clipboard group, click Copy
Keyboard shortcut You can also press CTRL+C.

Click the cell that you want to link from.
On the Home tab, in the Clipboard group, click Paste
.
By default, the Paste Options button appears when you paste copied data.
Click the Paste Options button, and then click Link Cells.
Change a cell reference to another cell reference

1. Double-click the cell that contains the formula that you want to change. Excel
highlights each cell or range of cells with a different color.
* To move a cell or range reference to a different cell or range, drag the color-coded
border of the cell or range to the new cell or range.
* To include more or fewer cells in a reference, drag a corner of the border.
* In the formula bar
, select the reference in the formula, and then type a
new reference.
* Press F3, select the name in the Paste name box, and then click OK.
3. Press ENTER, or, for an array formula, press CTRL+SHIFT+ENTER.
Change a cell reference to a named range
Frequently, if you have defined a name to a cell reference after you have entered a cell
reference in a formula, you may want to update the existing cell references to the defined
names.
* Select the range of cells that contains formulas in which you want to replace cell
references with defined names.
* Select a single, empty cell to change the references to names in all formulas on the
worksheet.
2. On the Formulas tab, in the Defined Names group, click the arrow next to Define
Name, and then click Apply Names.
3. In the Apply names box, click one or more names, and then click OK.
Switch between relative, absolute, and mixed references
1. Select the cell that contains the formula.
2. In the formula bar
, select the reference that you want to change.
3. Press F4 to switch between the reference types.
Formulas and Functions in MS Excel

Formulas and Functions in MS Excel
A formula is an expression which calculates the value of a cell. Functions are predefined
formulas and are already available in Excel.
Microsoft Excel Function List
Listing of the most useful Microsoft Excel functions. Explanations on how to write each
function in Excel and examples of its use are provided.
Mathematical Functions
SUM - Adds up all the values in a range
SUMIF - Adds all the values in a range that meet specific critera
SUMIFS (2007+) - Adds values in a range based on multiple criteria
SUMPRODUCT - Sum a range of cells that meet multiple criteria
ROUND - Round a number to a specified number of digits
ROUNDUP - Round a number up to a specified number of digits
ROUNDDOWN - Round a number down to a specified number of digits
CEILING - Round a number up to a multiple of significance
FLOOR - Round a number down to a multiple of significance
Statistical Functions
COUNT - Counts all the values in a range
AVERAGE - Calculates the average number from a range of values
MAX - Finds the maximum value in a range
MIN - Finds the minimum value in a range
COUNTA - Counts all non-empty cells in a range
COUNTBLANK - Counts all blank cells in a range
COUNTIF - Counts all the cells in a range that meet specific critera
COUNTIFS (2007+) - Counts all the cells in a range that meet multiple criteria
AVERAGEIF (2007+) - Calculates the average of a range of values that meet specific
criteria
AVERAGEIFS (2007+) - Calculates the average of a range of values that meet multiple
criteria
LARGE - Return a value dependent upon its ranking in a range of values in descending
order
SMALL - Return a value dependent upon its ranking in a range of values in ascending
order
RANK - Returns the rank or position of a number within a range of numbers
Text Functions
LEN - Returns the length, in number of characters, of the contents of a cell
REPT - Repeats a character a specified number of times
TRIM - Remove unwanted spaces from cells
LEFT - Extracts a specific number of characters from the start of a cell
RIGHT - Extracts a specific number of characters from the end of a cell
MID - Extracts a specific number of characters from the middle of a cell
UPPER - Converts the contents of a cell to uppercase
LOWER - Converts the contents of a cell to lowercase
PROPER - Converts the contents of a cell to proper case
REPLACE - Replace existing characters in a cell with a different set of characters
SUBSTITUTE - Replace existing characters with a different set of characters
Financial Functions
PMT - Calculates loan repayments based on constant payments and a constant interest
rate
RATE - Returns the interest rate per period of a loan or investment
PV - Returns the present value of an investment based on a constant interest rate and
payments
FV - Returns the future value of an investment based on constant payments and a constant
interest rate
IPMT - Calculates the interest paid during a period of a loan or investment
PPMT - Calculates the principal payment made in a period of an investment
IRR - Returns the internal rate of return on a series of regular investments
XIRR - Returns the internal rate of return on a series of irregular payments on an
investment
NPV - Returns the net present value of an investment based on a series of cash flows and
a discount rate
XNPV - Returns the net present value of an investment based on a series of cash flows,
the dates of the cash flows and a discount rate
Lookup and Reference Functions

VLOOKUP - Looks vertically down a list to find a record and returns information related
to that record
HLOOKUP - Looks horizontally across a list to find a record and returns information
related to that record
MATCH - Returns the position of a value in a list
INDEX - Returns an item from a specific position in a list
INDIRECT - Allows you to use a cell reference entered as a text string
OFFSET - Returns a value from a cell, or range of cells that are a specified number of
rows and columns from another cell
CHOOSE - Returns a value from a list of values based on a specified position
ADDRESS - Returns a text representation of a cell address from specified row and
column numbers
Logical Functions
IF - Tests a condition and takes an alternative action depending on the result
AND - Test up to 30 conditions using logical And
OR - Test up to 30 conditions using logical Or
IFERROR - Performs a specified action if a formula evaluates to an error, and displays
the formula result if not
Date & Time Functions
TODAY - Returns the current date
NOW - Returns the current date and time
DATE - Returns the sequential serial number for the specified date and formats the result
as a date
DAY - Returns the day corresponding to a date represented by a number between 1 and
31
MONTH - Returns the month corresponding to a date represented by a number between 1
and 12
YEAR - Returns the year corresponding to a date represented by a number in the range
1900 to 9999
WORKDAY - Returns the date a specified number of workings days before or after a
date
WEEKDAY - Returns the day of the week corresponding to a specified date
NETWORKDAYS - Returns the number of workdays between two dates
EOMONTH - Calculates the last day of the month a specified number of months before
or after a date
Enter a Formula
To enter a formula, execute the following steps.
1. Select a cell.
2. To let Excel know that you want to enter a formula, type an equal sign (=).
3. For example, type the formula A1+A2.
Tip: instead of typing A1 and A2, simply select cell A1 and cell A2.
4. Change the value of cell A1 to 3.
Excel automatically recalculates the value of cell A3. This is one of Excel's most powerful
features!
Edit a Formula
When you select a cell, Excel shows the value or formula of the cell in the formula bar.
1. To edit a formula, click in the formula bar and change the formula.
3. Press Enter.
Operator Precedence
Excel uses a default order in which calculations occur. If a part of the formula is in
parentheses, that part will be calculated first. It then performs multiplication or division
calculations. Once this is complete, Excel will add and subtract the remainder of your
formula. See the example below.
First, Excel performs multiplication (A1 * A2). Next, Excel adds the value of cell A3 to
this result. Another example,
First, Excel calculates the part in parentheses (A2+A3). Next, it multiplies this result by
the value of cell A1.
Copy/Paste a Formula
When you copy a formula, Excel automatically adjusts the cell references for each new
cell the formula is copied to. To understand this, execute the following steps.
1. Enter the formula shown below into cell A4.
2a. Select cell A4, right click, and then click Copy (or press CTRL + c)...
...next, select cell B4, right click, and then click Paste under 'Paste Options:' (or press
CTRL + v).
2b. You can also drag the formula to cell B4. Select cell A4, click on the lower right
corner of cell A4 and drag it across to cell B4. This is much easier and gives the exact
same result!
Result. The formula in cell B4 references the values in column B.
Insert a Function
Every function has the same structure. For example, SUM(A1:A4). The name of this
function is SUM. The part between the brackets (arguments) means we give Excel the
range A1:A4 as input. This function adds the values in cells A1, A2, A3 and A4. It's not
easy to remember which function and which arguments to use for each task. Fortunately,
the Insert Function feature in Excel helps you with this.
To insert a function, execute the following steps.
1. Select a cell.
2. Click the Insert Function button.
The 'Insert Function' dialog box appears.

3. Search for a function or select a function from a category. For example, choose
COUNTIF from the Statistical category.
4. Click OK.
The 'Function Arguments' dialog box appears.
5. Click in the Range box and select the range A1:C2.
6. Click in the Criteria box and type >5.
7. Click OK.
Result. Excel counts the number of cells that are higher than 5.
Note: instead of using the Insert Function feature, simply type =COUNTIF(A1:C2,">5").
When you arrive at: =COUNTIF( instead of typing A1:C2, simply select the range A1:C2.
Sorting of data in MS Excel

Sorting is a common task that allows you to change or customize the order of your
spreadsheet data. For example, you could organize an office birthday list by employee,
birthdate, or department, making it easier to find what you're looking for.
To sort in alphabetical order:
1. Select a cell in the column you want to sort by. In this example, we'll sort by Last
Name.
2. Select the Data tab, then locate the Sort and Filter group.
3.Click the ascending command
to Sort A to Z or the descending command
Sort Z to A.
to
4. The data in the spreadsheet will be organized alphabetically.
Sorting options can also be found on the Home tab, condensed into the Sort & Filter
command.
To sort in numerical order:

1. Select a cell in the column you want to sort by.
2. From the Data tab, click the ascending command

to Sort Smallest to Largest or
the descending command
to Sort Largest to Smallest.
3. The data in the spreadsheet will be organized numerically.
To sort by date or time:

1.Select a cell in the column you want to sort by.
2.From the Data tab, click the ascending command
to Sort Oldest to Newest or the
descending command
to Sort Newest to Oldest.
3.The data in the spreadsheet will be organized by date or time.
Custom sorting
To sort in the order of youre choosing:
You can use a Custom List to identify your own sorting order, such as days of the
weekor in this example, T-shirt sizes from smallest to largest.
1. From the Data tab, click the Sort command to open the Sort dialog box.
2. Identify the column you want to Sort by by-clicking the drop-down arrow in the
Column field. In this example, we'll choose T-Shirt Size.
3. Make sure Values is selected in the Sort On field.

4. Click the drop-down arrow in the Order field, then choose Custom List.
5. Select NEW LIST, and enter how you want your data sorted in the List entries box.
We'll sort T-shirt sizes from smallest to largest.
6.Click Add to save the list, then click OK.
7.Click OK to close the Sort dialog box and sort your data.
8.The spreadsheet will be sorted in order of Small, Medium, Large, and X-Large.
To sort by cell color, font color, or cell icon:

1.From the Data tab, click the Sort command to open the Sort dialog box.
2.Identify the column you want to Sort by by-clicking the drop-down arrow in the
Column field.
3.Choose whether you want to sort by Cell Color, Font Color, or Cell Icon in the Sort
On field. In this example, we'll sort by Font Color.
4.In the Order field, click the drop-down arrow to choose a color, then decide
whether you want it ordered On Top or On Bottom.
5.Click OK. The data is now sorted by attribute rather than text.
Sorting multiple levels

Another feature of custom sortingsorting multiple levelsallows you to identify
which columns to sort by and when, giving you more control over the organization of
your data. For example, you could sort by more than one cell colorsuch as red, then
yellow, then green, to indicate different levels of priorityor, as seen below, you could
sort students by homeroom number, then by last name.
To add a level:
1.From the Data tab, click the Sort command to open the Sort dialog box.
2. Identify the first item you want to Sort by. In this example, we will sort Homeroom #
from Smallest to Largest.
3.Click Add Level to add another item.
4.Identify the item you want to sort by next. We will sort Last Name from A to Z.
5.Click OK.
6.The spreadsheet will be sorted so homeroom numbers are in order, and within each
homeroom, that students are listed alphabetically by last name.
Copy Level will add a level by duplicating the one you have selected and allowing you to
modify the sorting criteria. This is useful if you need to sort multiple levels that share
some criteria, such as the same Column, Sort On, or Order.
To change the sorting priority:
1. From the Data tab, click the Sort command to open the Custom Sort dialog box.
2. Select the level you want to reorder.
3. Use the Move Up or Move Down arrows. The higher the level is on the list, the higher
its priority.
4.
Click OK.
You can sort data by text (A to Z or Z to A), numbers (smallest to largest or largest to
smallest), and dates and times (oldest to newest and newest to oldest) in one or more
columns. You can also sort by a custom list (such as Large, Medium, and Small) or by
format, including cell color, font color, or icon set. Most sort operations are column sorts,
but you can also sort by rows.
Sort criteria for an Excel table are saved with the workbook so that you can reapply the sort
to that table each time that you open the workbook, but sort criteria are not saved for a range
of cells. If you want to save sort criteria so that you can periodically reapply a sort when you
open a workbook, it's a good idea to use a table. This is especially important for multicolumn
sorts or for sorts that take a long time to create.
When you reapply a sort, different results may appear for the following reasons:
Data has been modified, added to, or deleted from the range of cells or table column.
Values returned by a formula have changed and the worksheet has been recalculated.
Sort text
1. Select a column of alphanumeric data in a range of cells, or make sure that the active
cell is in a table column containing alphanumeric data.
2. On the Data tab, in the Sort & Filter group, do one of the following:
3. To sort in ascending alphanumeric order, click
Sort A to Z.
4. To sort in descending alphanumeric order, click

Sort Z to A.
5. Optionally, you can do a case-sensitive sort:
6. On the Data tab, in the Sort & Filter group, click Sort.
7. In the Sort dialog box, click Options. The Sort Options dialog box appears.
8. In the Sort Options dialog box, select Case sensitive.
9. Click OK twice.
10. To reapply a sort after you change the data, click a cell in the range or table and then,
on the Data tab, in the Sort & Filter group, click Reapply.
Issue: Check that all data is stored as text If the column that you want to sort contains
numbers stored as numbers and numbers stored as text, you need to format them all as text. If
you do not apply this format, the numbers stored as numbers are sorted before the numbers
stored as text. To format all the selected data as text, on the Home tab, in the Font group,
click the Format Cell Font button, click the Number tab and then, under Category, click Text.
Issue: Remove any leading spaces In some cases, data imported from another application
might have leading spaces inserted before data. Remove the leading spaces before you sort
the data. You can do this manually, or you can use the TRIM function.
Sort numbers
1. Select a column of numeric data in a range of cells, or make sure that the active cell is
in a table column containing numeric data.
3. To sort from low numbers to high numbers, click
Sort Smallest to Largest.
4. To sort from high numbers to low numbers, click

Sort Largest to Smallest.
Issue: Check that all numbers are stored as numbers If the results are not what you
expected, the column might contain numbers stored as text instead of as numbers. For
example, negative numbers imported from some accounting systems or a number entered
with a leading apostrophe (') are stored as text.
Sort dates or times
1. Select a column of dates or times in a range of cells, or make sure that the active cell
is in a table column containing dates or times.
2. Select a column of dates or times in a range of cells or table.
4. To sort from an earlier to a later date or time, click
Sort Oldest to Newest.
5. To sort from a later to an earlier date or time, click

Sort Newest to Oldest.
on the Data tab, in the Sort & Filtergroup, click Reapply.
Issue: Check that dates and times are stored as dates or times If the results are not what
you expected, the column might contain dates or times stored as text instead of as dates or
times. For Excel to sort dates and times correctly, all dates and times in a column must be
stored as a date or time serial number. If Excel cannot recognize a value as a date or time, the
date or time is stored as text.
For more information, see Convert dates stored as text to dates.
NOTE: If you want to sort by days of the week, format the cells to show the day of the
week. If you want to sort by the day of the week regardless of the date, convert them to
text by using the TEXT function. However, the TEXT function returns a text value, and
so the sort operation would be based on alphanumeric data.
For more information, see Show dates as days of the week.
Sort by cell color, font color, or icon
If you have manually or conditionally formatted a range of cells or a table column by cell
color or font color, you can also sort by these colors. You can also sort by an icon set that
you created by applying a conditional format.
1. Select a column of data in a range of cells, or make sure that the active cell is in a
table column.
The Sort dialog box appears.

3. Under Column, in the Sort by box, select the column that you want to sort.
4. Under Sort On, select the type of sort. Do one of the following:
o To sort by cell color, select Cell Color.
o To sort by font color, select Font Color.
o To sort by an icon set, select Cell Icon.
5. Under Order, click the arrow next to the button and then, depending on the type of
format, select a cell color, font color, or cell icon.
6. Under Order, select how you want to sort. Do one of the following:
o To move the cell color, font color, or icon to the top or to the left, select On Top for a
column sort, and On Left for a row sort.
o To move the cell color, font color, or icon to the bottom or to the right, select On
Bottom for a column sort, and On Right for a row sort.
NOTE: There is no default cell color, font color, or icon sort order. You must define the
order that you want for each sort operation.
7. To specify the next cell color, font color, or icon to sort by, click Add Level, and then
repeat steps three through five.
Make sure that you select the same column in the Then by box and that you make the
same selection under Order.
Keep repeating for each additional cell color, font color, or icon that you want included in
the sort.
Sort by a custom list
You can use a custom list to sort in a user-defined order. For example, a column might
contain values that you want to sort by, such as High, Medium, and Low. How can you
sort so that rows containing High appear first, followed by Medium, and then Low? If
you were to sort alphabetically, an A to Z sort would put High at the top, but Low
would come before Medium. And if you sorted Z to A, Medium would appear first,
with Low in the middle. Regardless of the order, you always want Medium in the
middle. By creating your own custom list, you can get around this problem.
In addition to custom lists, Excel provides built-in, day-of-the-week and month-of-the
year custom lists.
1. Optionally, create the custom list:
a. In a range of cells, enter the values that you want to sort by, in the order that you want
them, from top to bottom. For example:
A
1
High
Medium
Low
1. Select the range that you just entered. Using the preceding example, select cells
A1:A3.
2. Click the File tab, click Options, and then click the Advanced category.
3. Under General, click Edit Custom Lists.
4. In the Custom Lists dialog box, click Import, and then click OK twice.
NOTES:
o You can create a custom list based only on a value (text, number, and date or time).
You cannot create a custom list based on a format (cell color, font color, or icon).
o The maximum length for a custom list is 255 characters, and the first character must
not begin with a number.
Select a column of data in a range of cells, or make sure that the active cell is in a
table column.
On the Data tab, in the Sort & Filter group, click Sort.
Under Column, in the Sort by or Then by box, select the column that you want to sort
by a custom list.
Under Order, select Custom List.
In the Custom Lists dialog box, select the list that you want. Using the custom list that
you created in the preceding example, click High, Medium, Low.
Click OK.
To reapply a sort after you change the data, click a cell in the range or table and then,
on the Data tab, in the Sort & Filtergroup, click Reapply.
Sort rows
1. Select a row of data in a range of cells, or make sure that the active cell is in a table
column.

3. Click Options.
4. In the Sort Options dialog box, under Orientation, click Sort left to right, and then click
OK.
5. Under Column, in the Sort by box, select the row that you want to sort.
Sort by value
a. Under Sort On, select Values.
b. Under Order, do one of the following:
For text values, select A to Z or Z to A.
For number values, select Smallest to Largest or Largest to Smallest.
For date or time values, select Oldest to Newest or Newest to Oldest.
Sort by cell color, font color, or cell icon
1. Under Sort On, select Cell Color, Font Color, or Cell Icon.
2. Click the arrow next to the button, and then select a cell color, font color, or cell icon.
3. Under Order, select On Left or On Right.
NOTE: When you sort rows that are part of a worksheet outline, Excel sorts the highest-level
groups (level 1) so that the detail rows or columns stay together, even if the detail rows or
columns are hidden.
Sort by more than one column or row

You may want to sort by more than one column or row when you have data that you want
to group by the same value in one column or row, and then sort another column or row
within that group of equal values. For example, if you have a Department column and an
Employee column, you can first sort by Department (to group all the employees in the same
department together), and then sort by name (to put the names in alphabetical order within
each department). You can sort by up to 64 columns.
NOTE: For best results, the range of cells that you sort should have column headings.
1. Select a range of cells with two or more columns of data, or make sure that the active
cell is in a table with two or more columns.

3. Under Column, in the Sort by box, select the first column that you want to sort.
4. Under Sort On, select the type of sort. Do one of the following:
o To sort by text, number, or date and time, select Values.
o To sort by format, select Cell Color, Font Color, or Cell Icon.
5. Under Order, select how you want to sort. Do one of the following:
o For text values, select A to Z or Z to A.
o For number values, select Smallest to Largest or Largest to Smallest.
o For date or time values, select Oldest to Newest or Newest to Oldest.
o To sort based on a custom list, select Custom List.
6. To add another column to sort by, click Add Level, and then repeat steps three
through five.
7. To copy a column to sort by, select the entry and then click Copy Level.
8. To delete a column to sort by, select the entry and then click Delete Level.
NOTE: You must keep at least one entry in the list.
9. To change the order in which the columns are sorted, select an entry and then click
the Up or Down arrow to change the order. Entries higher in the list are sorted before
entries lower in the list.
Sort by a partial value in a column
To sort by a part of a value in a column, such as a part number code (789-WDG-34), last
name (Carol Philips), or first name (Philips, Carol), you first need to split the column into
two or more columns so that the value you want to sort by is in its own column. To do
this, you can use text functions to separate the parts of the cells or you can use the
Convert Text to Columns Wizard.
Sort one column in a range of cells without affecting the others
WARNING: Be careful when using this feature. Sorting by one column in a range may
produce results that you don't want, such as moving cells in that column away from other
cells in the same row.
NOTE: You cannot do the following procedure in a table.
1. Select a column in a range of cells containing two or more columns.
2. To select the column that you want to sort, click the column heading.
3. On the Home tab, in the Editing group, click Sort & Filter, and then click one of the
available sort commands.
The Sort Warning dialog box appears.
4. Select Continue with the current selection.
5. Click Sort.
6. Select any other sort options that you want in the Sort dialog box, and then click OK.
If the results are not what you want, click Undo
Learn more about general issues with sorting

If you get unexpected results when sorting your data, do the following:
Check to see if the values returned by a formula have changed If the data that you have
sorted contains one or more formulas, the return values of those formulas might change
when the worksheet is recalculated. In this case, make sure that you reapply the sort to get
up-to-date results.
Unhide rows and columns before you sort Hidden columns are not moved when you
sort columns, and hidden rows are not moved when you sort rows. Before you sort data,
it's a good idea to unhide the hidden columns and rows.
Check the locale setting Sort orders vary by locale setting. Make sure that you have the
proper locale setting in Regional Settings or Regional and Language Options in Control
Panel on your computer. For information about changing the locale setting, see the
Windows help system.
Enter column headings in only one row
within the cell.
If you need multiple line labels, wrap the text
Turn on or off the heading row It's usually best to have a heading row when you sort a
column to make it easier to understand the meaning of the data. By default, the value in
the heading is not included in the sort operation. Occasionally, you may need to turn the
heading on or off so that the value in the heading is or is not included in the sort
operation. Do one of the following:
To exclude the first row of data from the sort because it is a column heading, on the Home
tab, in the Editing group, click Sort & Filter, click Custom Sort and then select My data has
headers.
To include the first row of data in the sort because it is not a column heading, on the
Home tab, in the Editing group, click Sort & Filter, click Custom Sort, and then clear My
data has headers.
Filtering Data in MS Excel

Filtering is a convenient and reliable way to locate and manage spreadsheet data. You can
filter data using the AutoFilter feature in Excel 2007 to display only the data that meets
specified criteria. Filtered data can be copied, manipulated, and printed without having to
move it to a new spreadsheet. Using AutoFilter, you can filter data by selecting criteria from
a list, by numerical conditions, or by color.
Filter
Filter your Excel data if you only want to display records that meet certain criteria.
1. Click any single cell inside a data set.
2. On the Data tab, click Filter.
Arrows in the column headers appear.
3. Click the arrow next to Country.

4. Click on Select All to clear all the check boxes, and click the check box next to USA.
5. Click OK.
Result. Excel only displays the sales in the USA.
6. Click the arrow next to Quarter.

7. Click on Select All to clear all the check boxes, and click the check box next to Qtr 4.
8. Click OK.
Result. Excel only displays the sales in the USA in Qtr 4.
9. To remove the filter, on the Data tab, click Clear. To remove the filter and the arrows, click
Filter.
Number and Text Filter

This example teaches you how to apply a number filter and a text filter to only display
records that meet certain criteria.
Number Filter
To apply a number filter, execute the following steps.
3. Click the arrow next to Sales.
4. Click Number Filters (this option is available because the Sales column contains numeric
data) and select Greater Than from the list.
5. Enter 10,000 and click OK.
Result. Excel only displays the records where Sales is greater than $10,000.
Note: you can also display records equal to a value, less than a value, between two values, the
top x records, records that are above average, etc. The sky is the limit!
Text Filter
To apply a text filter, execute the following steps.
3. Click the arrow next to Last Name.
4. Click Text Filters (this option is available because the Last Name column contains text
data) and select Equals from the list.
5. Enter ?m* and click OK.
Note: A question mark (?) matches exactly one character. An asterisk (*) matches a series of
zero or more characters.
Result. Excel only displays the records where the second character of Last Name equals m.
Note: you can also display records that begin with a specific character, end with a specific
character, contain or do not contain a specific character, etc. The sky is the limit!
Date Filter
This example teaches you how to apply a date filter to only display records that meet certain
criteria.
3. Click the arrow next to Date.

4. Click on Select All to clear all the check boxes, click the + sign next to 2012, and click the
check box next to January.
5. Click OK.
Result. Excel only displays the sales in 2012, in January.
6. Click the arrow next to Date.

7. Click on Select All to select all the check boxes.
8. Click Date Filters (this option is available because the Date column contains dates) and
select Last Month from the list.
Result. Excel only displays the sales of last month.
Note: this date filter and many other date filters depend on today's date.
Advanced Filter
This example teaches you how to apply an advanced filter in Excel to only display records
that meet complex criteria.
When you use the Advanced Filter, you need to enter the criteria on the worksheet. Create a
Criteria range (blue border below for illustration only) above your data set. Use the same
column headers. Be sure there's at least one blank row between your Criteria range and data
set.
AND criteria
To display the sales in the USA and in Qtr 4, execute the following steps.
1. Enter the criteria shown below on the worksheet.
2. Click any single cell inside the data set.

3. On the Data tab, in the Sort & Filter group, click Advanced.
4. Click in the Criteria range box and select the range A1:D2 (blue).
5. Click OK.
Notice the options to copy your filtered data set to another location and display unique
records only (if your data set contains duplicates).
Result.
No rocket science so far. We can achieve the same result with the normal filter. We need the
Advanced Filter for Or criteria.
OR criteria
To display the sales in the USA in Qtr 4 or in the UK in Qtr 1, execute the following steps.
6. Enter the criteria shown below on the worksheet.
7. On the Data tab, click Advanced, and adjust the Criteria range to range A1:D3 (blue).
8. Click OK.
Result.
Formula as criteria
To display the sales in the USA in Qtr 4 greater than $10.000 or in the UK in Qtr 1, execute
the following steps.
9. Enter the criteria (+formula) shown below on the worksheet.
10. On the Data tab, click Advanced, and adjust the Criteria range to range A1:E3 (blue).
11. Click OK.
Result.
Note: always place a formula in a new column. Do not use a column label or use a column
label that is not in your data set. Create a relative reference to the first cell in the column
(B6). The formula must evaluate to TRUE or FALSE.
Data Form
The data form in Excel allows you to add, edit and delete records (rows) and display only
those records that meet certain criteria. Especially when you have wide rows and you want to
avoid repeated scrolling to the right and left, the data form can be useful.
1. Open the downloadable Excel file.
2. Click the Form command on the Quick Access Toolbar.
3. Use the Find Prev and Find Next buttons to easily switch from one record (row) to another.
Note: use the New or Delete button to add or delete records. Once you start editing a record,
you can use the Restore button to undo any changes you make.
4. To display only those records that meet certain criteria, click the Criteria button.
5. Enter the criteria and click the Form button.
6. Now, when you use the Find Prev and Find Next buttons, you will only see those records
that meet these criteria. In our example, only record 13.
Note: to edit the criteria, click the Criteria button again. To close the data form, click the
Close button.
Remove Duplicates
This example teaches you how to remove duplicates in Excel. Go here to only find
duplicates.
1. Click any single cell inside the data set.
2. On the Data tab, click Remove Duplicates.
The following dialog box appears.

3. Leave all check boxes checked and click OK.
Result. Excel removes all identical rows (blue) except for the first identical row found
(yellow).
To remove rows with the same values in certain columns, execute the following steps.
4. For example, remove rows with the same Last Name and Country.
5. Check Last Name and Country and click OK.
Result. Excel removes all rows with the same Last Name and Country (blue) except for the
first instances found (yellow).
Outlining Data
Outlining data makes your data easier to view. In this example we will total rows of related data and
collapse a group of columns.
1. First, sort the data on the Company column.
2. On the data tab, click Subtotal.
3. Select the Company column, the column we use to outline our worksheet.
4. Use the Count function.
5. Check the Company check box.
6. Click OK.
Result:
7. To collapse a group of cells, click a minus sign. You can use the numbers to collapse or
expand groups by level. For example, click the 2 to only show the subtotals.
Note: click the 1 to only show the Grand Count, click the 3 to show everything.
To collapse a group of columns, execute the following steps.
8. For example, select column A and B.
9. On the data tab, click Group.
10. Click the minus sign (it will change to a plus sign).
Result:
11. To remove the outline, click any cell inside the data set and on the data tab, click
Subtotal, Remove all.
Conditional Formatting
Workbook and Worksheet

Microsoft Excel is a software program included in the Microsoft Office suite. It is used to
create spreadsheets, which are documents in which data is laid out in rows and columns
like a big table.
Due to its extreme versatility and power, Excel has become one of the most-used software
programs in the business world since its launch in 1985. Indeed, the personal computing
renaissance of the 1980s and 1990s was largely driven by the many uses of Excel and other
spreadsheet software.
Excel Workbook
A workbook is just a fancy name for a Microsoft Excel file. These two terms "workbook"
and "file" can be used interchangeably. Throughout these tutorials, we'll use the term
"workbook", since it's Excel-specific.
Excel Worksheet
Each workbook contains a number of different worksheets, which are tabs into which you can
input data. Worksheet tabs appear at the bottom of each workbook. Right-click a worksheet
tab to bring up the worksheet options menu, which will allow you to manipulate the
worksheets in your workbook. Here, you can Insert, Delete, Rename, Move, Copy, or Hide a
worksheet
To rename a Worksheet
Right-click the worksheet tab you want to rename. The worksheet menu appears.
1. Select Rename.
2. The text is now highlighted by a black box. Type the name of your worksheet.
3. Click anywhere outside the tab. The worksheet is renamed.
To insert new Worksheet

Click the Insert Worksheet icon. A new worksheet will appear.
To delete a new worksheet
Worksheets can be deleted from a workbook, including those containing data.

1. Select the worksheets you want to delete.
2. Right-click one of the selected worksheets. The worksheet menu appears.
3. Select Delete. The selected worksheets will be deleted from your workbook.
To copy a worksheet
1. Right-click the worksheet you want to copy. The worksheet menu appears.
2. Select Move or Copy.
3. The Move or Copy dialog box appears. Check the Create a copy box.
4. Click OK. Your worksheet is copied. It will have the same title as your original worksheet,
but the title will include a version number, such as January (2).
To Move a Worksheet
1. Click the worksheet you want to move. The mouse will change to show a small
worksheet icon
2. Drag the worksheet icon until a small black arrow appears where you want the
worksheet to be moved.
3. Release your mouse, and the worksheet will be moved.
To color code Worksheet tab

You can color worksheet tabs to help organize your worksheets and make your workbook
easier to navigate.
1. Right-click the worksheet tab you want to color. The worksheet menu appears.
2. Select Tab Color. The color menu appears.
3. Select the color you want to change your tab.
4. The tab color will change in the workbook. If your tab still appears white, it is
because the worksheet is still selected. Select any other worksheet tab to see the color
change.
Protection of Workbook and Worksheet

Protect
Encrypt an Excel file with a password so that it requires a password to open it.
1. Open a workbook.
2. On the green File tab, click Save As.
3. Click on the Tools button and click General Options.
4. In the Password to open box, enter a password and click OK.
5. Reenter the password and click OK.
Note: this feature also encrypts your Excel file. If you lose or forget the password, it cannot
be recovered.
6. Enter a file name and click Save.
It requires a password to open this Excel file now. The password for the downloadable Excel
file is "easy
PROTECT WORKBOOK
This example teaches you how to protect the workbook structure and windows in Excel.
Structure
If you protect the workbook structure, users cannot insert, delete, rename, move, copy, hide
or unhide worksheets anymore.
1. Open a workbook.
2. On the Review tab, click Protect Workbook.
3. Check Structure, enter a password and click OK.
4. Reenter the password and click on OK.
Users cannot insert, delete, rename, move, copy, hide or unhide worksheets anymore.
Windows
If you protect the workbook windows, users cannot move, change the size and close windows
anymore.
1. Open a workbook.
2. On the Review tab, click Protect Workbook.
3. Check Windows, enter a password and click OK.
Users cannot move, change the size and close windows anymore.
To unprotect the workbook, click Protect Workbook and enter the password. The password
for the downloadable Excel file is "easy". The structure and window of this workbook are
protected.
Protect Sheet
When you share an Excel file with other users, you may want to protect a worksheet to help
prevent it from being changed.
1. Right click a worksheet tab.
2. Click Protect Sheet.
3. Enter a password.
4. Check the actions you allow the users of your worksheet to perform.
5. Click OK.
Note: if you don't check any action, users can only view the Excel file!
6. Confirm the password and click OK.
Your worksheet is protected now. To unprotect a worksheet, right click on the worksheet tab
and click Unprotect Sheet. The password for the downloadable Excel file is "easy".
Lock Cells
You can lock cells in Excel if you want to protect cells from being edited. In this example,
we will lock cell A2.
Before you start: by default, all cells are locked. However, locking cells has no effect until
you protect the worksheet. So when you protect a worksheet, all your cells (=worksheet) will
be locked. As a result, if you want to lock a cell, you have to unlock all cells first, lock a cell,
and then protect the sheet.
1. Select all cells.
2. Right click, and then click Format Cells.

3. On the Protection tab, uncheck the Locked check box and click OK.
4. Right click cell A2, and then click Format Cells.

5. On the Protection tab, check the Locked check box and click OK.
Note: if you also check the Hidden check box, users cannot see the formula in the formula bar
when they select cell A2.
6. protect the sheet.
Cell A2 is locked now. To edit cell A2, you have to unprotect the sheet. The password for the
downloadable Excel file is "easy". You can still edit all other cells.
Read-only Workbook
This example shows you how to make your workbook read-only. Users can still save
changes by creating a new copy of the workbook. For a better protection, protect the sheet.
1. Open a workbook.
2. On the green File tab, click Save As.
3. Click on the Tools button and click General Options.
4. In the Password to modify box, enter a password and click OK.
Note: If you only want to recommend users to open the Excel file as read-only, without
protecting it, don't enter a password and check Read-only recommended.
Note: this feature does not encrypt your Excel file. Malicious users can edit the file and
remove the password.
6. Enter a file name and click Save.
Your workbook is read-only now. The password for the downloadable Excel file is "easy".
Mark as Final
Mark a workbook as final in Excel to indicate that this is the final version of your
workbook. Only use this feature to discourage editing. Users can still edit the workbook.
1. Open a workbook.
2. On the green File tab, click Info, Protect Workbook, Mark as Final.
3. Click OK.
Result.
Note: users can still edit the workbook by clicking on Edit Anyway. Also notice the Marked
as Final

Computer Info For Class VI

Uploaded by

Copyright:

Available Formats

Computer Info For Class VI

Uploaded by

Document Information

Original Description:

Original Title

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

Computer Info For Class VI

Uploaded by

Copyright:

Available Formats

Brief History of Computer

A Computer has 4 functions

Vacuum tubes are used.

Occupied a lot of space.

Second Generation Computers

Transistor based technology.

Third Generation Computers

Fourth Generation Computers

It is used to enter numeric data or cursor movement. Generally, it consists of a

Magnetic Ink Card Reader (MICR)

Character Reader (OCR)

Bar Code Readers

Optical Mark Reader (OMR)

Cathode-Ray Tube (CRT) Monitor

Flat-Panel Display Monitor

Very low consumable costs

These printers are of two types

Faster than impact printers.

Very high speed

High quality printing

Expensive as cost per page is high

The main or primary memory stores information (instruction and data)

1 KB(Kilo Byte) = 210 bytes = 1024 bytes

Secondary Storage Devices

Word Processing (MS Word)

Some Basic task in MS Word

Insert Headers and Footers Insert Tab

No page number and Portrait

Change the Spacing between Paragraphs

7. Home Tab > Paragraph group > Sort .

Create a New Word Table

Add Records to an Existing Word Table

11. File Tab > Save As.

Create a New Word Form Letter

Date Current Date

Mail Merge Process

Exercise Adding Columns

22. View Tab > Zoom group > One Page.

24. Quick Access Toolbar > Save.

Right-click the selected text or image, then click Hyperlink.

Remove a drop cap

On the View menu, click Print Layout.

MS OFFICE EXCEL (SPREAD SHEET)

Page Layout Tab

Creating table in MS Excel and implementing Various Charts.

Displays the percentages of

Excellent chart for comparing values in

Using vertical columns,

Especially effective in comparing values for

Displays values for one or

Though useful for single or multiple series,

Displays values as equally

This chart is most useful displaying trends

Step for creating table in MS Excel.

Delete Move and Resize Charts

How to Move a Chart

Cell reference in MS Excel

Data from one cell on the worksheet.