06/09/2019

ADVANCED
WORD
PROCESSING, MS
EXCEL AND MS
POWER POINT

Software that is designed for the entry, editing, and

printing of documents. Windows Version = Microsoft
Word (MS Word)
Word Processing Documents
include:
WORD  Letters

PROCESSING  Memorandums

SOFTWARE  Faxes
 Mail Merges
 Reports
 One page flyers
 E-mail

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CREATING Know the parts of your MS Word Screen

DOCUMENTS  Title Bar
 Control Command
 Quick Access Toolbar
 Text Area/Text Insertion Point
 File Tab
 Ribbon
 Status bar
 View Buttons
 Zoom Controls

Quick Access Control

Title Bar
Tool Bar Command

File Tab
Ribbon

Text Area/Text Insertion Point

View Zoom
Status Bar Buttons Controls

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MS Word is equipped
with many features
that allow a user to Cut Copy
easily edit (modify) a
document.

EDITING
FEATURES Paste Undo Redo

Insert Alignment Find/Replace

SHORTCUT KEYS
Ctrl + N – New Blank Document Ctrl + [ – Decrease font size 1 point.
Ctrl + X – Cut Ctrl + ] – Increase font size 1 point.
Ctrl + C – Copy Ctrl + K – Insert a Hyperlink
Ctrl + V – Paste Ctrl + Spacebar – Reset
Ctrl + Z – Undo highlighted text to the default font.
Ctrl + Y – Redo Ctrl + O – Opens the dialog box or
Ctrl + F – Find page for selecting a file to open.
Ctrl + A – Select all Contents Ctrl + P – Open the print window.
Ctrl + B – Bold Ctrl + S - Save the open document.
Ctrl + I – Italic Ctrl + W – Close
Ctrl + U – Underline
Ctrl + L – Left align text.
Ctrl + R – Right align text.
Ctrl + E – Center text.
Ctrl + J – Justify
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CHARACTER
Font: A group of characters that have a similar
appearance. FORMATTING

Font Attributes: Additions that enhance your font for

emphasis.

Font Size: The size of characters.

Bold/Boldface: A formatting option that makes

selected words print darker than normal.

Italics: Characters are evenly slanted toward the right.

Subscript
• Subscript: Text that has been lowered vertically.

Text
CHARACTER • Superscript: Text that has been raised vertically.

FORMATTING Underline
• Underline: A horizontal line that is placed beneath
characters.
Do not underline
• Do not underline for emphasis since you can do this with
bold, italics, color and font size. Reserve underlining for
hot links as an underline in modern computer usage
implies a web link or other file link.

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PARAGRAPH FORMATTING

Alignment: The way lines of text arranged.

 Full, Left, Right, and Center
Full Justified: Lines of text are both left and right aligned.
Left Align: Alignment that allows a document to have an even left
side.
Right Align: Alignment that allows a document to have an even
right side.
Center: A feature when activated will align the text horizontally on
a line.

INTEGRATING Pictures – Generally, these are electronic or digital

IMAGES pictures or photographs you have saved in any local
storage device. There are three commonly used types of
picture files. You can identify them by the extension on
their file names.

 .JPG/.JPEG (Joint Photographic Expert Group)

 .GIF (Graphics Interchange Format)
 .PNG (Portable Network Graphics)

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EXTERNAL MATERIALS

CLIP ART SHAPES SMART ART CHART SCREENSHOT

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WORD 2003

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WORD
2007

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WORD
2010

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WORD
2013

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WORD 2016

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LETTER FORMAT

Block format features all

elements of the letter aligned
to the left margin of the page.
Block format It has a neat and simple
appearance. Paragraphs are
separated by a double line
space.

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LETTER FORMAT

Modified block differs from block style in

that the date, sign off, and signature lines
begin at the center point of the page line.
The beginning of each paragraph
Modified block format
is indented five spaces, along with the
subject line, if used. Depending on the
length of the letter, paragraphs may be
separated by a single or double line space.

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Semi-block format

LETTER
FORMAT
Semi-block is similar to block but has a more
informal appearance. All elements are left-
aligned, except for the beginning of each
paragraph, which is indented five spaces.
Paragraphs are separated by a double line
space.

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•Mail Merge

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Use some advanced capabilities of Microsoft

Use Word commonly used to increase productivity
and efficiency;

OBJECTIVES
Effectively use these features to help improve
Use the productivity of an organization through
maximizing the potential of Microsoft Word

Create from letters or documents for

Create distribution to various recipients

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OBJECTIVES

Create media-
Create labels and
rich documents
envelopes for
for printing or
distribution
publishing

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MAIL MERGE & LABEL GENERATION

MAIL MERGE -ALLOWS YOU TO CREATE DOCUMENTS -IT IS COMMONLY USED WHEN
AND COMBINE OR MERGE THEM WITH SENDING OUT ADVERTISING MATERIALS
ANOTHER DOCUMENT OR DATA FILE. TO VARIOUS RECIPIENTS.

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MAIL MERGE & LABEL GENERATION

TWO COMPONENTS OF MAIL

MERGE:
• Form Document- document that contains
the main body of the message we want to
convey or send.
• List or Data File- includes the individual
information or data or the recipient’s
information

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STEPS IN CREATING A SIMPLE MAIL MERGE:

• Open Microsoft Word and start a

new blank document.
• On the Mailings tab, from the Start
Mail Merge group, choose Start Mail
Merge then

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Save
• Save your letter and name

Insert
• Insert the fields you need in the letter.
STEPS IN
Document
CREATING A • Save the main document once more.
SIMPLE MAIL Choose
MERGE: • On the Mailings tab in the Start Mail Merge group, choose Select
Recipientsà Type a New List.
Click
• Click the customize columns button on the dialog box for the
New Address List.

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STEPS IN
CREATING A
SIMPLE MAIL
MERGE:

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Select a field that you do not need

then click the Delete button. A
confirmation dialog box appears.
STEPS IN Click Yes in the confirmation dialog
CREATING A box. The dialog closes, and the
SIMPLE MAIL unnecessary field disappears.
MERGE:
To add a field that you need in your
document, click the Add button.

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Type the field name on the prompt inside a small

ADD FIELD dialog box and click the OK button.

Click OK button on the Customize Address List

dialog box to confirm your changes.
STEPS IN
The New Address List dialog box will appear again
CREATING A ready for you to type in your data.
SIMPLE MAIL
MERGE: Type the individual data from your list.

To add a new record, press the TAB key after

inputting the last field.

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Type a name for the address list.

Select a field placeholder (ALL CAPS) in the main

document.
Click the INSERT MERGE FIELD
STEPS IN
CREATING A Choose the proper field to insert into your text.

SIMPLE MAIL Save the main document

MERGE:
Choose Finish & Merge to edit, print or send your merged
documents through email.
Or you may want to choose Preview Results to check
your work before you send it.

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INTEGRATING IMAGES & EXTERNAL MATERIALS

Integrating or inserting pictures in your A common use of inserting picture on a

document is fun and it improves the document is when you are creating resume.
impression of your document.

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KINDS OF Pictures- electronic or digital pictures or

MATERIALS photographs you have saved in any local storage
device.

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3 USED TYPES OF PICTURE FILES:

JPG(Joint Photographic Experts Group)

KINDS OF
MATERIALS pronounced as “jay-peg”

Kind of data compression process that it uses to

make it compatible and compatible through the
internet.

This type of image file can support 16.7 million

colors that is why it is suitable for use when
working with full color photographic images.

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-this type of image file

.GIF(Graphics
is capable of displaying
Interchange Format)
transparencies.

-it is good for blending -also capable of

with other materials or displaying simple
elements in document. animation.

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.PNG (Portable Network Graphics)

pronounced as “ping”

It was built around the capabilities of .GIF

Its development was basically for the purpose of transporting images

on the internet at faster rates.

It does not support animation but it can display up to about 16

million colors, so image quality for this image file type is also
remarkably improved.

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KINDS OF • CLIP ART

MATERIALS -generally a .GIF type

-line art drawings or images used as generic
representation for ideas and objects that you might want
to integrate in your document.
-Word has a library of clip arts that is built in or can be
downloaded and used freely.
-There are still other clip arts that you can either
purchase or freely download and use that come from
third-party providers.

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Shapes

KINDS OF -printable objects or materials that you can integrate

MATERIALS in your document to enhance its appearance or to
allow you to have some tools to use for composing
and representing ideas or messages.

-If you are designing the layout for a poster or other

graphic material for advertising, you might find this
useful.

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KINDS OF MATERIALS

SMART ART -PREDEFINED SETS OF DIFFERENT SHAPES -IF YOU WANT TO GRAPHICALLY
GROUPED TOGETHER FROM IDEAS THAT REPRESENT AN ORGANIZATION, PROCESS,
ARE ORGANIZATIONAL OR STRUCTURAL RELATIONSHIPS, OR FLOW FOR
IN NATURE. INFOGRAPHIC DOCUMENTS, THEN YOU
WILL FIND THIS EASY AND HANDY TO USE.

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Chart

-type of material that you can integrate in your

KINDS OF Word document that allows you to represent data
characteristics and trends.
MATERIALS
-This is quite useful when you are preparing reports
that correlate and present data in a graphical
manner.

-You can create charts that can be integrated in

your document either directly in Microsoft Word or
imported from external files like Microsoft Excel.

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KINDS OF MATERIALS

Screenshot

-Creating, reports or manuals for training or procedures will require the integration of a
more realistic image of what you are discussing on your report or manual.

-Nothing can get you a more realistic image than a screenshot.

-Microsoft Word even provides a snipping tool for your screen shots so you can select and
display only the part that you exactly like to capture on your screen.

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In Line with Text

-This is the default setting for images that are

IMAGE inserted or integrated in your document.
PLACEMENT
-It treats your image like a text front with the
bottom side totally aligned with the text line.

-This setting is usually used when you need to

place your image at the beginning of a
paragraph.

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Square-this setting allows the image you

inserted to be placed anywhere within the
paragraph with the text going around the
image in a square pattern like a frame.
IMAGE
PLACEMENT

Tight- this is almost the same as the

Square setting, but here the text “hugs”
conforms to the general shape of the
image.

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• Through-this setting allows the text on your document

to flow even tighter, taking the contours and shape of
IMAGE the image.
PLACEMENT • Top and Bottom- this setting pushes the texts away
vertically to the top and/or the bottom of the image so
that the image occupies a whole text on its own.

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IMAGE PLACEMENT

• Behind Text- this allows you image to be dragged and placed

anywhere on your document but with all the text floating in front of
it. It effectively makes your image look like a background.
• In Front of Text- this setting allows your image to be places right on
top of the text as if your image was dropped right on it. That means
whatever part of the text you placed the image on, it will be covered
by the image.

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INTRODUCTION TO MS-EXCEL

 Excel is a computer program used to create electronic spreadsheets.

 Within excel user can organize data ,create chart and perform
calculations.
 Excel is a convenient program because it allow user to create large
spreadsheets, reference information, and it allows for better storage of
information.
 Excels operates like other Microsoft(MS) office programs and has many
of the same functions and shortcuts of other MS programs.

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OVERVIEW OF EXCEL

 Microsoft excel consists of workbooks. Within each

workbook, there is an infinite number of worksheets.

 Each worksheet contains Columns and Rows.

 Where a column and a row intersect is called a cell.

For e.g. cell D5 is located where column D and row 5
meet.

 The tabs at the bottom of the screen represent

different worksheets within a workbook. You can use
the scrolling buttons on the left to bring other
worksheets into view.

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MS EXCEL 06-09-2019
OFFICE BUTTON
CONTAINS..
48 NEW-TO OPEN NEW WORKBOOK.
(CTRL+N)
OPEN-TO OPEN EXISTING
DOCUMENT (CTRL+O)

SAVE-TO SAVE A DOCUMENT.

(CTRL+S)

SAVE AS-TO SAVE COPY

DOCUMENT. (F12)
PRINT-TO PRINT A DOCUMENT.
(CTRL+P)
PREPARE-TO PREPARE DOCUMENT FOR DISTRIBUTION.
SEND-TO SEND A COPY OF DOCUMENT TO OTHER PEOPLE.
PUBLISH-TO DISTRIBUTE DOCUMENT TO OTHER PEOPLE.
CLOSE-TO CLOSE A DOCUMENT (CTRL+W).

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THE THREE PARTS

RIBBONS OF THE RIBBON
TABS ARE

GROUPS

COMMANDS

TABS:THERE ARE SEVEN TABS ACROSS THE

TOP OF THE EXCEL WINDOW.
GROUPS: GROUPS ARE SETS OF RELATED
COMMANDS,DISPLAYED ON TABS.
COMMANDS: A COMMAND IS A BUTTON,A
MENU OR A BOX WHERE YOU ENTER
INFORMATION.

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WORKING WITH CELLS

TO COPY AND PASTE CONTENTS:

Select the cell or cells you wish to copy.
Click the Copy command in the Clipboard group on the Home tab.
Select the cell or cells where you want to paste the information.
Click the Paste command.
The copied information will now appear in the new cells.

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WORKING WITH CELLS

To Cut and Paste Cell Contents:

Select the cell or cells you wish to cut.
Click the Cut command in the Clipboard group on the Home tab.
Select the cell or cells where you want to paste the information.
Click the Paste command.
The cut information will be removed and now appear in the new cells.

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FORMATTING TEXT

TO FORMAT TEXT IN TO CHANGE THE FONT

BOLD, ITALICS OR STYLE:
UNDERLINE: Select the cell or cells you want to format.
Left-click a cell to select it or drag your Left-click the drop-down arrow next to the
cursor over the text in the formula bar Font Style box on the Home tab.
to select it. Select a font style from the list.
Click the Bold, Italics or underline
command.

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FORMATTING TEXT

TO CHANGE THE FONT TO ADD A BORDER:

SIZE: Select the cell or cells you want to format.
Select the cell or cells you want to format. Click the drop-down arrow next to the
Left-click the drop-down arrow next to Borders command on the Home tab. A
the Font Size box on the Home tab. menu will appear with border options.
Select a font size from the list.

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MS EXCEL
FORMATTING TEXT 06-09-2019

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TO CHANGE THE TEXT TO ADD A FILL

COLOUR: COLOUR:
Select the cell or cells you want to format. Select the cell or cells you want to
Left-click the drop-down arrow next to the format.
Text Color command. A color palette will Click the Fill command. A color palette
appear. will appear.
Select a color from the palette. Select a color from the palette.

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CONDITIONAL FORMATTING

TO APPLY CONDITIONAL
FORMATTING:
Select the cells you would like to format.
Select the Home tab.
Locate the Styles group.
Click the Conditional Formatting command. A menu will
appear with your formatting options.

TO REMOVE CONDITIONAL
FORMATTING:
Click the Conditional Formatting command.
Select Clear Rules.
Choose to clear rules from the entire worksheet or the
selected cells.

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CONDITIONAL FORMATTING

TO APPLY NEW TO MANAGE CONDITIONAL

FORMATTING: FORMATTING:
Click the Conditional Formatting Click the Conditional Formatting command.
command. Select New Rules from the Select Manage Rules from the menu. The
menu. There are different rules, you can Conditional Formatting Rules Manager dialog box
apply these rules to differentiate will appear. From here you can edit a rule, delete a
particular cell. rule, or change the order of rules.

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TO INSERT ROWS & COLOUMS

MS EXCEL 06-09-2019

57
NOTE:
1. The new row always
appears above the selected
row.

2. The new column always

appears to the left of the
selected column.
TO INSERT ROWS:
Select the row below where you want the new row to appear.
Click the Insert command in the Cells group on the Home tab. The row will
appear.
To Insert Columns:
Select the column to the right of where you want the column to appear.
Click the Insert command in the Cells group on the Home tab. The column will
appear.

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EDITING- FILL
 IN THE LOWER RIGHT HAND CORNER OF THE ACTIVE
CELL IS EXCEL’S “FILL HANDLE”.WHEN YOU HOLD
YOUR MOUSE OVER THE TOP OF IT, YOUR CURSOR WILL
TURN TO A CROSSHAIR.

 IF YOU HAVE JUST ONE CELL SELECTED, IF YOU CLICK

AND DRAG TO FILL DOWN A COLUMN OR ACROSS A
ROW, IT WILL COPY THAT NUMBER OR TEXT TO EACH
OF THE OTHER CELLS.

 IF YOU HAVE TWO CELLS SELECTED, EXCEL WILL FILL

IN A SERIES. IT WILL COMPLETE THE PATTERN.FOR
EXAMPLE,IF YOU PUT 4 AND 8 IN TWO CELLS SELECT
THEM,CLICK AND DRAG THE FILL HANDLE ,EXCEL WILL
CONTINUE THE PATTERN WITH 12,16,20.ETC.

 EXCEL CAN ALSO AUTO- FILL SERIES OF DATES, TIMES,

DAYS OF THE WEEK, MONTHS.

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SORTING
TO SORT IN ALPHABETICAL
ORDER:
Select a cell in the column you want to sort (In
this example, we choose a cell in column Q).
Click the Sort & Filter command in the
Editing group on the Home tab.
Select Sort A to Z. Now the information in
the Category column is organized in
alphabetical order.

TO SORT FROM SMALLEST TO LARGEST:

Select a cell in the column you want to sort (In
this example, we choose a cell in column Q).
Click the Sort & Filter command in the
Editing group on the Home tab.
Select From Smallest to Largest. Now the
information is organized from the smallest to
largest amount.

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CELL REFERENCING
A RELATIVE
CELL
REFERENCE
AS (A1) IS
BASED ON THE
RELATIVE
POSITION OF
IN CELL (C1) SUM FUNCTION IS USED. THE CELL. IF
THEN FUNCTION FROM CELL (C1) IS COPY TO CELL THE POSITION
(D3).
OF THE CELL
WHEN THE POSITION OF THE CELL IS CHANGED FROM
(C1) TO (D3),THEN THE REFERENCE IS ALSO CHANGED THAT
FROM (A1,B1) TO (B3,C3). CONTAINS
THE
REFERENCE
CHANGES, THE
REFERENCE
ITSELF IS
CHANGED.

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CELL REFERENCING
AN ABSOLUTE
CELL
REFERENCE
AS ($A$1)
ALWAYS REFERS
TO A CELL IN A
SPECIFIC
IN CELL (C1) SUM FUNCTION IS USED.
LOCATION. IF
THEN FUNCTION FROM CELL (C1) IS COPY TO CELL (D3).
WHEN THE POSITION OF THE CELL IS CHANGED FROM THE POSITION
(C1) TO (D3),THEN THE ABSOLUTE REFERENCE REMAINS OF THE CELL
THE SAME(A1,B1).$ IS USED FOR CONSTANT ROW OR THAT
COLUMN. CONTAINS THE
FORMULA
CHANGES, THE
ABSOLUTE
REFERENCE
REMAINS THE
SAME.
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CELL REFERENCING
MS EXCEL 06-09-2019

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A MIXED
REFERENCE HAS
EITHER AN
ABSOLUTE
COLUMN AND
RELATIVE ROW
IN CELL (C1) SUM FUNCTION IS USED. OR ABSOLUTE
THEN FUNCTION FROM CELL (C1) IS COPY TO CELL ROW AND
(D3). RELATIVE
WHEN THE POSITION OF THE CELL IS CHANGED FROM COLUMN. AN
(C1) TO (D3),THEN ROW REFERENCE IS CHANGED(FROM ABSOLUTE
1 TO 3) BUT COLUMN REFERENCE REMAINS SAME(A,B). COLUMN
REFERENCE TAKES
THE FORM $A1,
$B1.AN ABSOLUTE
ROW REFERENCE
TAKES THE FORM
A$1, B$1.
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FUNCTIONS
SYNTAX OF DATEDIF
=DATEDIF(START_DATE,END_DATE,”INTERVAL”)

START DATE-
Date from which u want to
calculate difference.

= END DATE-
= Date up to which u want to
= calculate difference.
=
INTERVAL-
=
Form in which u want to calculate
=
difference.
“ D ” - D AY S
“M”- MONTHS This says that I
“Y”- YEARS am 19 years 6
“YM”- M ON TH S OVE R YE AR months & 18
“ M D ” - D AY S O V E R M O N T H days old

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MS EXCEL
FUNCTIONS 06-09-2019

64 SYNTAX OF SUMIF
=SUMIF(RANGE,CRITERIA,SUM_RANGE)

RANGE-
Range of cells on which conditions are
applied.

CRITERIA-
Condition that defines which cell or
cells will be added.
=
= SUM RANGE-
Actual cells to sum.

NOTE:-
If sum range is not used then range is
used for sum.
WITHOUT
SUM_RANGE

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FUNCTIONS
SYNTAX OF IF
=IF(LOGICAL TEXT, VALUE IF TRUE, VALUE IF FALSE)

LOGICAL TEXT-
Any value or expression that can be
= evaluated to TRUE or FALSE.
=
= VALUE IF TRUE-
= Value that is returned if logical text is
= TRUE.
=
= VALUE IF FALSE-
Value that is returned if logical text is
FALSE.

IN COLUMN B DIFFERENT CONDITIONS ARE

USED AND BASED ON THIS, IN COLUMN C
DIFFERENT RESULTS ARE SHOWN.

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MS EXCEL
COUNT FUNCTIONS 06-09-2019

66 SYNTAX OF
FUNCTIONS
1. COUNT
= =COUNT(VALUE1,VALUE2,…)
=
=
= 2. COUNTA
=COUNTA(VALUE1,VALUE2,…)

3. COUNTBLANK
=COUNTBLANK(RANGE)

4. COUNTIF
1. 2. 3. 4.
=COUNTIF(RANGE,CRITERIA)
COUNT
ONLY CELLS COUNT COUNT NO. OF
COUNT
THAT CELLS THAT CELLS THAT
CELLS THAT
CONTAINS ARE NOT MEET GIVEN
ARE BLANK.
NUMBER. EMPTY. CONDITION.
.

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TEXT FUNCTIONS
SYNTAX OF
FUNCTIONS
1. LOWER FUNCTION
=LOWER(TEXT)

2. UPPER FUNCTION
=UPPER(TEXT)

3. PROPER FUNCTION
=PROPER(TEXT)
1. 2. 3.

TO CONVERT TO CONVERT TEXT TO CAPITALISED

TEXT FROM FROM SMALL TO EACH WORD OF
CAPITAL TO CAPITAL. TEXT.
SMALL.

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TEXT FUNCTIONS

SYNTAX OF
FUNCTIONS
=LEFT(An ,3) =RIGHT(An ,3) =MID(An ,2,3)
1. LEFT FUNCTION
=LEFT(TEXT,NUM_CHARS)

2. RIGHT FUNCTION
=RIGHT(TEXT,NUM_CHARS)

3. MID FUNCTION

=MID(TEXT,STARTNUM,NUM_C
1. 2. 3.
HAR)
RETURN
RETURN SPECIFIED RETURN SPECIFIED CHARACTER FROM
NO. OF NO. OF CHRACTER MIDDLE OF
CHARACTER FROM FROM END OF TEXT,GIVEN A
START OF TEXT. TEXT. STARTING
POSITION.

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OTHER FUNCTIONS

USES OF FUNCTIONS

= NOW RETURNS CURRENT DATE AND TIME.

= TODAY RETURNS CURRENT DATE ONLY.

= MOD RETURNS THE REMAINDER AFTER A

NO.
IS DIVIDED BY A DIVISOR.
=
LEN RETURNS THE NO. OF CHARACTERS IN
A
= TEXT STRING.

SUM ADD ALL THE NUMBERS.

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FUNCTION AUDITING
TRACE SHOW ARROW THAT INDICATE
PRECEDENTS WHAT CELLS AFFECT THE VALUE OF
THE CURRENTLY SELECTED CELL.

IN THIS EXAMPLE CELLS A1 & A3

AFFECT THE VALUE OF CELL C2 &
CELLS A1 & A4 AFFECT THE VALUE
OF CELL C6.

TRACE SHOW ARROW THAT INDICATE

WHAT CELLS ARE AFFECTED BY THE
DEPENDENTS VALUE OF THE CURRENTLY
SELECTED CELL.

IN THIS EXAMPLE CELL C2 & C6 ARE

AFFECTED BY THE VALUE OF CELL
A2 & CELL C6 IS ALSO AFFECTED
BY THE CELL A4.
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SHORTCUT KEYS
PARTICULARS KEYS
 EDIT THE ACTIVE CELL F2
 CREATE A CHART F11
 INSERT CELL COMMENT SHIFT + F2
 FUNCTION DIALOGUE BOX SHIFT + F3
 INSERT A NEW WORKSHEET SHIFT + F11
 NAME MANAGER DIALOGUE BOX CTRL + F3
 VISUAL BASIC EDITOR ALT + F11
 MACRO DIALOGUE BOX ALT + F8
 HIDE THE SELECTED COLUMNS CTRL + 0
 UNHIDE THE COLUMNS CTRL + SHIFT + 0
 HIDE THE SELECTED ROWS CTRL + 9
 UNHIDE THE ROWS CTRL + SHIFT + 9
 SELECT ALL CELLS WITH CTRL + SHIFT +
COMMENT O
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SHORTCUT KEYS
PARTICULARS KEYS
 DOWN FILL CTRL + D
 RIGHT FILL CTRL + R
 ENTER SUM FUNCTION IN CELL ALT + =
 EURO SYMBOL ALT + 0128
 CENT SYMBOL ALT + 0162
 POUND SYMBOL ALT + 0163
 YEN SYMBOL ALT + 0165
 ENTER NEW LINE IN ACTIVE CELL ALT + ENTER
 CURRENT DATE CTRL + ;
 CURRENT TIME CTRL + SHIFT + ;
 SHOW FORMULA CTRL + `
 SELECT ENTIRE COLUMN CTRL + SPACEBAR
 SELECT ENTIRE ROW SHIFT + SPACEBAR

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SHORTCUT KEYS
PARTICULARS KEYS
 APPLIES NUMBER FORMAT CTRL + SHIFT + !
 APPLIES CURRENCY FORMAT CTRL + SHIFT + $
 APPLIES PERCENTAGE FORMAT CTRL + SHIFT + %
 APPLIES EXPONENTIAL FORMAT CTRL + SHIFT + ^
 APPLIES GENERAL NO. FORMAT CTRL + SHIFT + ~
 APPLIES TIME FORMAT CTRL + SHIFT + @
 APPLIES DATE FORMAT CTRL + SHIFT + #
 APPLIES OUTLINE BORDER CTRL + SHIFT + &
 REMOVE OUTLINE BORDER CTRL + SHIFT + _

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1. MS Power Point
2. Creating Slide
3. Graphics in PowerPoint

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Presentations
 A presentation is a collection of data and information that is to
be delivered to a specific audience.
 A PowerPoint presentation is a collection of electronic slides
that can have text, pictures, graphics, tables, sound and video.
This collection can run automatically or can be controlled by a
presenter.

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Microsoft Office Button

The Microsoft Office Button performs many of the functions that were
located in the
File menu of older versions of PowerPoint. This button allows you to
create a new presentation, Open an existing presentation, save and
save as, print, send, or close.

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Ribbon

 The ribbon is the panel at the top portion of the document It has seven tabs: Home, Insert, Design,
Animations, Slide Show, Review and View.

 Each tab is divided into groups. The groups are logical collections of features designed to perform
function that you will utilize in developing or editing your PowerPoint slides.

Commonly utilized features are displayed on the Ribbon. To view additional features
within each group, click the arrow at the bottom right corner of each group.

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Home: Clipboard, Slides, Font, Paragraph, Drawing, and Editing

Insert: Tables, Illustrations, Links, Text, and Media Clips
Design: Page Setup, Themes, Background
Animations: Preview, Animations, Transition to this Slide
 Slide Show: Start Slide Show, Set Up, Monitors Review: Proofing, Comments,
Protect
View: Presentation Views, Show/Hide, Zoom, Window, Macros

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Quick Access Toolbar

The quick access toolbar is a customizable toolbar that contains
commands that you may want to use. You can place the quick access
toolbar above or below the ribbon.
 To change the location of the quick access toolbar - click Show Below
the Ribbon.

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You can also add items to the quick access toolbar. Right
click on any item in the Office Button or the Ribbon and click
Add to Quick Access Toolbar and a shortcut will be added.

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Mini Toolbar
A new feature in Office 2007 is the Mini Toolbar. This is a
floating toolbar that is displayed when you select text or
right-click text. It displays common formatting tools, such as
Bold, Italics, Fonts, Font Size and Font Color.

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Navigation from materials that have been

Navigation through the entered in the presentation. To
slides can be accomplished access the outline, click the
through the Slide Navigation outline tab.
menu on the left side of the
screen. Also, an outline appears

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Slide Views
Presentations can be viewed in a variety of manners. On
the View tab, the Presentation Views group allows you to
view the slides as Normal, Slide Sorter, Notes Page, Slide
Show, Slide Master, Handout Master, and Notes Master.

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Customize PowerPoint
• PowerPoint 2007 offers a wide range of customizable options that allow
you to make PowerPoint work the best for you. To access these
customizable options:
• Click the Office Button
• Click PowerPoint Options include picture of OB menu.

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Popular and formatting changes without actually

applying it.
 These features allow you to personalize
your work environment with the mini
toolbar, color schemes, personalize your
user name and allow you to access the
Live Preview feature.
 The Live Preview feature allows you to
preview the results of applying design

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Proofing ignore certain words or

This feature allows you errors in a document through
personalize how word the Custom Dictionaries.
corrects your text. You can
customize auto correction
settings and have word

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Save
want auto save to run and
This feature allows you where you want the
personalize how your workbooks saved.
workbook is saved. You can
specify how often you

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Advanced
This feature allows you to
specify options for editing,
copying, pasting, printing,
displaying, slide shows, and
other general settings.

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Customize add these to the Quick Access

Customize allows you to Toolbar.
add features to the Quick
Access Toolbar. If there are
tools that you are utilizing
frequently, you may want to

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CREATING SLIDES

New Presentation • Click Blank Presentation

You can start a new presentation
from a blank slide, a template, existing
presentations, or a Word outline. To
create a new presentation from a
blank slide:
• Click the Microsoft Office Button
• Click New

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To create a new presentation Office Online Templates

from a template: • Click the template you choose
• Click the Microsoft Office Button
• Click New
• Click Installed Templates or
Browse through Microsoft

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To create a new presentation from an existing

presentation:
• Click the Microsoft Office Button
• Click New
• Click New from Existing
• Browse to and click the presentation

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To create a new presentation Home tab

from a Word outline: • Click Slides from Outline
• Click the slide where you • Browse and click the Word
would like the outline to Document that contains the
begin outline
• Click New Slide on the

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Save a Presentation Button

When you save a • Click Save
presentation, you have two
choices: Save or Save As. To
save a document:
• Click the Microsoft Office

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You may need to use the Save As feature when you need to save a presentation under
a different name or to save it for earlier versions of PowerPoint. Remember that older
versions of PowerPoint will not be able to open PowerPoint 2007 presentation unless
you save it as a PowerPoint 97-2003 Format. To use the Save As feature:
• Click the Microsoft Office Button
• Click Save As
• Type in the name for the Presentation
• In the Save as Type box, choose Excel 97-2003 Presentation

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Add Slides • Select the slide immediately

There are several choices when BEFORE where you want the
you want to add a new slide to the new slide
presentation: Office Themes, • Click the New Slide button on
Duplicate Selected Slide, or Reuse the Home tab
Slides. To create a new slide from • Click the slide choice that fits your
Office Themes: material

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To create a slide as a duplicate

of a slide in the presentation:
• Select the slide to duplicate
• Click the New Slide button on
the Home tab
• Click Duplicate Selected Slides

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To create a new slide from • Click Reuse Slides

another presentation: • Click Browse
• Select the slide immediately • Click Browse File
BEFORE where you want the new
• Locate the slide show and click on
slide
the slide to import
• Click the New Slide button on
the Home tab

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Themes

Themes are design templates that can be applied to an entire presentation that allows for consistency
throughout the presentation. To add a theme to a presentation:

• Click the Design tab

• Choose one of the displayed Themes or click the Galleries button

To apply new colors to a theme:
Click the Colors drop down arrow
Choose a color set or click Create New Theme Colors

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To change the background

style of a theme
• Click the Background Styles
button on the Design tab

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Working with Content • Click in a Textbox to add

Enter Text text

To enter text:
• Select the slide where you
want the text

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To add a text box: • Click on the slide and drag

• Select the slide where you the cursor to expand the text
want to place the text box box

• On the Insert tab, click Text • Type in the text

Box

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Select Text
To select the text:
• Highlight the text

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Copy and Paste

To copy and paste data:
• Select the item(s) that you wish to copy
• On the Clipboard Group of the Home Tab, click Copy
• Select the item(s) where you would like to copy the data
• On the Clipboard Group of the Home Tab, click Paste

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Cut and Paste

To cut and paste data:
• Select the item(s) that you wish to copy
• On the Clipboard Group of the Home Tab, click Cut
• Select the items(s) where you would like to copy the data
• On the Clipboard Group of the Home Tab, click Paste

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Undo and Redo

To undo or redo your most recent actions:
• On the Quick Access Toolbar
• Click Undo or Redo

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Spell Check
To check the spelling in a presentation:
• Click the Review tab
• Click the Spelling button

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Adding Picture
To add a picture:

• Click the Insert Tab

• Click the Picture Button

• Browse to the picture from your files
• Click the name of the picture

• Click insert
• To move the graphic, click it and

drag it to where you want it

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Adding Clip Art

To add Clip Art:
• Click the Insert Tab
• Click the Clip Art Button
• Search for the clip art using the
search Clip Art dialog box
• Click the clip art
• To move the graphic, click it
and drag it to where you want it

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Editing Pictures and Clip Art

When you add a graphic to the presentation, an additional Tab appears on the Ribbon. The
Format Tab allows you to format the pictures and graphics. This tab has four groups:
• Adjust: Controls the picture brightness, contrast, and colors
• Picture Style: Allows you to place a frame or border around the picture and add effects
• Arrange: Controls the alignment and rotation of the picture
• Size: Cropping and size of graphic

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Adding a Shape

To add Shapes:

• Click the Insert Tab

• Click the Shapes Button

• Click the shape you choose

• Click the Slide

• Drag the cursor to expand the Shape

To format the shapes:

• Click the Shape

• Click the Format tab

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Adding SmartArt • Click the SmartArt you choose

SmartArt is a feature in Office 2007 that • Click the SmartArt
allows you to choose from a variety of • Drag it to the desired location in the
graphics, including flow charts, lists, slide
cycles, and processes.
To add SmartArt:
• Click the Insert Tab
• Click the SmartArt Button

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To format the SmartArt:

• Click the SmartArt
• Click either the Design or the Format tab
• Click the SmartArt to add text and pictures.

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Adding a Photo Album • Click New Photo Album

The photo album feature is new in • Click File/Disk to add pictures to the
PowerPoint 2007 and allows you to photo album
easily create a photo album to share • Move the pictures up and down in the
pictures. order of the album but clicking the
To create a photo album: up/down arrows
• Click the Photo Album button on the
Insert tab

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Tables:

Tables are used to display data in a table format.

Create a Table To create a table:
• Place the cursor on the page where you want the new table
• Click the Insert Tab of the Ribbon
• Click the Tables Button on the Tables Group.
You can create a table one of four ways:
 Highlight the number of row and columns
 Click Insert Table and enter the number of rows and columns
 Click the Draw Table, create your table by clicking and entering the rows and
columns

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Enter Data in a Table

Place the cursor in the cell where you wish to enter the information.
Begin typing.

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Modify the Table Structure and Format a Table

To modify the structure of a table:
• Click the table and notice that you have two new tabs on the Ribbon:
Design and Layout. These pertain to the table design and layout.
On the Design Tab, you can choose:
• Table Style Options
• Table Styles
• Draw Borders

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To format a table, click the table and then click the Layout Tab on the Ribbon. This Layout tab allows you
to:

• View Gridlines and Properties (from the Table Group)

• Insert Rows and Columns (from the Rows & Columns Group)

• Delete the Table, Rows and/or Columns (from the Rows & Columns Group)

• Merge or Split Cells (from the Merge Group)

• Increase and decrease cell size (Cell Size Group)

• Align text within the cells and change text directions (Alignment Group)

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Insert a Table from Word or Excel

• Open the Word document or Excel worksheet

• Select the chart

• Click Copy on the Home tab

• Go to the PowerPoint document where you want the chart located

• Click Paste on the Home tab

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Charts allow you to present information contained in the worksheet in a graphic format. PowerPoint
offers many types of charts including: Column, Line, Pie, Bar, Area, Scatter and more. To view the charts
available click the Insert Tab on the Ribbon.

Create a Chart To create a chart:

Click the Insert tab on the ribbon

Click the type of Chart you want to create
Insert the Data and Labels

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Edit Chart Data To edit chart data:

Click on the chart
Click Edit Data on the Design tab
Edit data in the spreadsheet

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Modify a Chart

Once you have created a chart you can do several things to modify the chart.

To move the chart:

• Click the Chart and Drag it another location on the same slide, or
To modify the chart size:
• Copy it to another slide
thedesired
Clickthe
• Choose Chart location and click Paste
Click on any of the corners and drop and drag to resize

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To modify the labels and titles:

• Click the chart

• Click the Layout tab

• Choose the appropriate label to change

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Chart Tools

The Chart Tools appear on the Ribbon when you click on the chart. The tools are located on three tabs: Design, Layout, and
Format.

Within the Design tab you can control the chart type, layout, styles, and location.

Within the Layout tab you can control the insertion of pictures, textboxes, and shapes, labels, backgrounds, and data analysis.

Within the Format tab you can adjust the Fill Colors and Word Styles.

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Paste a Chart from Excel

• Open the Excel worksheet

• Select the chart

• Click Copy on the Home tab

• Go to the PowerPoint document where you want the chart located

• Click Paste on the Home tab

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Slide Effects

Slide Transitions

Transitions are effects that are in place when you switch from one slide to the next. To add slide
transitions:

 Select the slide that you want to transition

 Click the Animations tab

 Choose the appropriate animation or click the Transition dialog box.

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To adjust slide transitions:

 Add sound by clicking the arrow next to Transition Sound

Modify the transition speed by clicking the arrow next to Transition Speed

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To apply the transition to all slides:

• Click the Apply to All button on the Animations tab

To select how to advance a slide:

Choose to Advance on Mouse Click, or
Automatically after a set number of seconds

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Slide Animation
Slide animation effects are predefined special effects that you can add to objects on a slide. To apply
an animation effect:

• Select the object

• Click the Animations tab on the Ribbon
• Click Custom Animation
• Click Add Effect
• Choose the appropriate effect

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Animation Preview
To preview the animation on a slide:
• Click the Preview button on the Animations tab

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Slide Show Options

The Slide Show tab of the ribbon contains many options for the slide show. These
options include:
• Preview the slide show from the beginning
• Preview the slide show from the current slide
• Set up Slide Show

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Formatting Text text, and hovering over the new font

typeface.
Change Font Typeface and Size
To change the font typeface:
• Click the arrow next to the font name
and choose a font.
• Remember that you can preview how the
new font will look by highlighting the

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To change the font size:

• Click the arrow next to the font size and choose the appropriate size, or

• Click the increase or decrease font size buttons.

Font Styles and Effects

Font styles are predefined formatting options that are
used to emphasize text. They include: Bold, Italic,
and Underline. To add these to text:

Select the text and click the Font Styles included

on the Font group of the Home tab or
Select the text and right click to display the font tools

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Change Text Color

To change the text color:

• Select the text and click the Colors button included on the Font Group of the Ribbon, or

• Highlight the text and right click and choose the colors tool.

• Select the color by clicking the down arrow next to the font color button.

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WordArt

WordArt are styles that can be applied to text to create a visual effect.

To apply WordArt:

• Select the text

• Click the Insert tab

• Click the WordArt button

• Choose the WordArt

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To modify the styles of WordArt

• Select the WordArt

• Click the Format tab for the Drawing Tools

• Click the WordArt Fill button, the WordArt Outline button, or the Text Effects button

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Change Paragraph Alignment

The paragraph alignment allows you to set how you want text to appear. To change the alignment:

• Click the Home Tab

• Choose the appropriate button for alignment on the Paragraph Group.

• Align Left: the text is aligned with your left margin

• Center: The text is centered within your margins
• Align Right: Aligns text with the right margin
• Justify: Aligns text to both the left and right margins.

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Indent Paragraphs

To indent paragraphs, you can do the following:

• Click the Indent buttons to control the indent.

• Click the Indent button repeated times to increase the size of the indent.

Text Direction
To change the text direction:
Select the text
Click the Text Direction button on the Home tab
Click the selection

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Adding Content

Resize a Textbox

To resize a textbox:

• Click on the textbox

• Click the corner of the box and drag the cursor to the desired size

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Bulleted and Numbered Lists

Bulleted lists have bullet points, numbered lists have numbers, and outline lists combine numbers
and letters depending on the organization of the list.

To add a list to existing text:

• Select the text you wish to make a list

• Click the Bulleted or Numbered Lists button

To create a new list:
Place your cursor where you want the list in the document
Click the Bulleted or Numbered Lists button
Begin typing

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Adding Video

Video clips can be added to the presentation.

To add a video clip:

• Click the Movie button on the Insert tab

• Choose Movie from File or Movie from Clip Organizer

Adding Audio
Audio clips can be added to the presentation.
To add an audio clip:
•Click the Audio button on the Insert tab
•Choose Sound from File, Sound from Clip Organizer, Play CD Audio Track, or Record
Sound

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Printing • Click the Click to add Notes section

Create Speaker Notes of the screen

Speaker Notes can be added to allow you to • Type in the Notes for that slide
create notes for each slide. To add speaker
notes:

• Select the slide

• Click View

• Click Note Pages

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Print a Presentation

There are many options for printing a presentation. They are:

• Slides: These are slides that you would see if you were showing the presentation, one slide per page

• Handouts: 1, 2, 3, 4, 6 or 9 per page, this option allows for more slides per page

• Notes Page: This includes the slides and the speaker notes

• Outline View: This will print the outline of the presentation

To access the print options:

• Click the Microsoft Office Button

• Click Print

• In the Print Dialog Box, click the arrow next to Print what

• Choose the format and click OK to print

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To print preview:

• Click the Microsoft Office Button

• Place the cursor over Print

• Click Print Preview

• Click the arrow next to Print

What to change print options

To Exit Print Preview:
• To Click
printthe
from PrintPrint
Close Preview, click button
Preview Print

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Package a Presentation

There are times when you want to package a presentation with all of the additional files attached as well.
To package a presentation for CD:

• Click the Microsoft Office Button

• Click Publish

• Click Package for CD

• Type a name for the CD

• Click Copy to CD or Copy to Folder

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Design Tips

• Slides should be of a consistent design throughout the presentation

• Use graphics and pictures when possible

• Remove unnecessary information and graphics

• Use contrasting background and text colors

• Keep the number of fonts used in the presentation to 3

• Keep the fonts consistent throughout the presentation

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Presentation Tips

• Identify the critical information for your presentation

• Use no more than 6 bullets per page

• Bullets should be short ideas, not complete sentences (these should be your talking points)

• To start the Slide Show, Click Slide Show on the Presentation Views group on the View tab

• Use the arrow keys to move forward or backward in a presentation

• Press the Escape (Esc) key to end the slide show

• A pen tool is available for drawing on the screen with the mouse. Press CTRL+P or click the right mouse
button at any time and a popup window will appear. Choose Pen and the pointer will change to a
pen that allows you to draw freehand on the screen using the mouse. Press the E key to erase all
pen strokes. Press CTRL+A to disable the pen feature and revert the pen back to a pointer arrow.

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• If you would like to use the pen to draw on a blank screen during a presentation, press the B or W keys, or
select Screen/Black Screen from the popup menu and the screen will turn black. Press B or W
again or choose Next from the popup menu to return to the presentation when you are finished
drawing.

• To hide the pointer and button from the screen press the A key.

• Be sure to preview the slide show using a projector if one will be used during the presentation. Words or
graphics that are close to the edge of the screen may be cut off by the projector.

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Spell Check

To check the spelling throughout a presentation:

• Click the Spelling button in the Proofing group on the Review tab

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