Basic Computer Operations

(MS Excel and Word)

Tarlac State University - College of Business and Accountancy
In Partnership with Department of Agrarian Reform
 ISO 9001:2015 CERTIFIED

About the Tarlac State University

Extension Services
College of Business and Accountancy

Welcome
 House Rules
Webinar House Rules via Zoom (N-E-W N-O-R-M-A-L)
• N-otes. Participants are expected to take notes for their files and future references.
• E-ngage. Participants are expected to ask questions or clarifications during the Q&A
portion. Use the "Raise Hand" icon and "Q&A" section for the questions.
• W-atch. Watch and listen to the slides, presentations and sharing of the speaker. Focus on
the webinar, avoid multitasking.
• N-onverbal feedback. Click the "Thumbs up", "Clapping Emoji" or other icon or button to
show feedback without interrupting the webinar.
• O-bserve video. Observe proper dress code and video background because the seminar is
being recorded.
• R-espect. Respect whoever is speaking
• M-ute. The participants microphone will be put on "mute" during the seminar. Wait for your
turn or acknowledgement to speak.
• A-ttendance. Attendance is being monitored from the start to end.
• L-earn. Enjoy our learning to learn activity.
• To gain knowledge on the basic computer devices
and some of the ways to take care of them
• To obtain and practice basic knowledge on the use
of Microsoft Word and Microsoft Excel in
business.

Course Objective
1.Basic Computer Devices
2.How to Safely Turn On and Shutdown Your
Computer
3.Fundamentals of Microsoft Word
4.Fundamentals of Microsoft Excel

Course Outline
Basic Computer Devices
Monitor Printer
CPU

Keyboard Mouse
Monitor - Displays anything you do in the computer
CPU – The brain of the
computer. Anything you
do is processed here.
Mouse – Controls the cursor on
the computer to do tasks easier.
Keyboard – Mainly for typing. Can also be
used for performing shortcut commands.
Printer – For printing documents. Can also be used
for scanning and photocopying documents.
Monitor’s Power Button
-usually located on the bottom right corner
CPU Power Button
• Usually located on the front or
at the top near the front
• Usually the largest button
• Usually circle in shape
• Icon is similar to monitor’s
power button
 Top Version

Front Version CPU POWER BUTTON

• The keyboard and mouse does not have a
power button except for wireless versions.
• They automatically power up after turning
on the CPU
 Scroll Wheel

Left Right
Button Button

MOUSE
BUTTONS
Left Button
• Default button used to select, drag,
open, or highlight a word, object,
files, etc.
• To “click” means pressing this
button

MOUSE BUTTONS
 Right Button
• Used for ”right-click”
• Used to open pop-up menus
such as the image below

MOUSE BUTTONS
 Scroll Wheel
• Literally a wheel
• Used to scroll up or scroll
down a document, list, etc.
• Some mouse do not have
this button

MOUSE BUTTONS
How to Safely Turn On and
Shutdown Your Computer
Use Automatic Voltage Regulators (AVR) or
Surge Protectors for the monitor and CPU.

AVR
Surge Protector
Buy from trusted computer shops only.

AVR
Surge Protector
How to properly shutdown your computer:
Windows 10:
1. Click Start menu 3
2. Click Power
3. Click Shutdown 2

1
Windows 7:
1.Click Start menu
2.Click Shutdown

2
1
Windows XP:
1. Click Start menu
2. Click Shutdown
3. A window will
appear (see next slide)

2
1
 4

Windows XP (cont):
4. Choose Turn Off
a. Shutting down your computer is necessary to prevent
damaging your files and programs
b. Before unplugging, make sure that the CPU is already
off by checking if:
• All CPU lights are gone
• The CPU is not producing any sound
How to Open Microsoft Word
 3

For Windows 10
1. Click start menu
2. Type “word” in the search bar
3. Choose Word

2
1
 3

For Windows 7
1. Click start menu
2. Type “word” in the
search bar
3. Choose Word
2 word

1
For Windows XP
1. Click start menu
2. Click all programs
3. Click Microsoft Word
3
2
1
How to Create New Document After
Opening Microsoft Word
For Microsoft 2013
1.Click “Blank Document”

Just look for “blank document”

whatever word software you are
using.
For Microsoft 2010
Same, click “Blank Document”
For Microsoft 2003 1
1.Click “Blank
Document”
2.Click “OK”

2
Basic Menu Options
Menu

Typing
Space
Menu Tabs (File, Home, Insert, etc.)
Menu will change when clicking each tab.
Home >> Font and Paragraph Options
(see next 2 slides for detailed captions)
 FONT OPTIONS

Style

Size
Bold,
Italic,
Underlined
Color Change Case
 PARAGRAPH OPTIONS
Bullets and Numbering Spacing Indention

Alignment

Shading

Borders
When using older versions of Microsoft Word or
other word processing software, menu options are in
slightly different positions.

But the icons are almost the same:

 FONT OPTIONS (MS Word 2003)

Bold,
Style Size Italic, Color
Underlined
PARAGRAPH OPTIONS (MS Word 2003)

Alignment Bullets and Indention Borders

Numbering
How to Insert Pictures and Shapes
Insert Shapes
1
2

3
 Inserting Pictures
1
2

3
(Continued
on next slide)
Inserting Pictures (cont.)

4.
Search
and
click
image

5
Inserting Pictures and Shapes using
Microsoft Word 2003:
Inserting Shapes
(MS Word 2003)

3
Inserting Pictures
(MS Word 2003)

2
3
Inserting Pictures
(MS Word 2003)

4.
Same,
search
and
click
image
5
 Tables: Insert/Delete
Columns/Rows, and Merge Cells
Inserting Tables:
1

Inserting Tables

3
The following will show when you select a 4x4 table:
Add columns:
 Let’s say in this example, you want to insert
columns to the left or right of the “price” column.
Highlight the “Price” column by
• Placing the mouse arrow cursor on its top.
• Then left-click using your mouse
Right-click anywhere on the highlighted cells.
• A small window will
appear 1
• Select “Insert” 2
• Then choose whether
you want to insert
columns to the left or
right
The result when you insert columns to the right:
The result when you insert columns to the left:
Add rows:
Same procedure:
• Place the mouse arrow on the left side of the row
where you want to insert
• Then left-click using your mouse
Same, right-click anywhere on the highlighted cells.
• A small window will
appear 1
• Select “Insert”
• Then choose whether
2
you want to insert
rows above or below
Result when rows were added below:
Result when rows were added above:
Delete columns/rows:
1. Highlight
column/row
2. Right-click
3. Click “Delete
Columns” or
“Delete
Rows”
Merge Cells:
Highlight the cells that you want to merge:
• Place the mouse arrow on one of the cells that you want to
merge
• Press left-click (do not remove your finger from pressing
the button)
• Drag the mouse arrow up to the cell you want to merge
• Let go of the mouse left button
• Right-click on any of the
highlighted cells
• The choose “merge cells”
The result:
Cells can also be colored or shaded using the option
discussed earlier.

Shading

Borders
Inserting Tables, Adding/Deleting Rows/Columns,
and Merging Cells using Microsoft Word 2003:
Insert, Delete, Merge, Tables (MS Word 2003)

2
 Document Margin,
Orientation, and Size
Margin, Orientation, Size, and Columns

2
Quick options To view other options
 3
4
Margin – usually
2.54 cm or 1 inch 5

Orientation
 6
Size
• A4 7
• Short
= Letter
= 8.5 by 11 inches
= 21.59 by 27.94 cm
• Long
= 8.5 by 13 inches
= or 21.59 by 33.02 cm
8
9
Setting margin, orientation, and size,
using Microsoft Word 2003:
 Margin, Orientation, and Size (MS Word 2003)

2 Options are the same

Saving Document
1

3
Or simply: Ctrl S
4 Location

5 File name

6
Saving in Microsoft Word 2003:
 Saving in MS Word 2003
1 Same:
3. Location
2 4. File name
5. Save
Printing Document
1

2
Or simply: Ctrl P
 No. of copies
Find printer’s
Click “print”
name. Set printer
when done.
settings.
Set what
page to print
Printing in Microsoft Word 2003:
 1

Or simply:
Ctrl P

2
Find printer’s name.
Set printer settings.
Set what page to print
No. of copies
Click “ok” to print
Microsoft Excel
Opening
Microsoft Excel
• Same with MS Word
• Search “excel” in start
menu
Menus
• Almost the same with MS Word
• With added options for basic and
complex calculations
Saving and Printing
• Same with MS Word
• Ctrl S – shortcut for
saving
• Ctrl P – shortcut for
printing
Excel Basic Parts
Worksheet -You can create multiple sheets in one
excel file
 Worksheet
Options

Worksheet Tab
Column Letters
 Columns – can be
adjusted to properly fit
the data encoded
Row Numbers
Rows (height can also be adjusted)
Cells
Name Box – column letter plus row number
Formula Bar
Insert/Delete/Hide/Unhide
Columns/Rows
Insert/Delete/Hide
First, highlight the columns/ rows where
you want to Insert, Delete, or Hide
• Right-click on the
column/row
letter/number
• A window with options
will then appear
• Choose Insert, Delete, or
Hide
 Unhide :
(procedure is almost the same)
In this example,
column C was hidden.
To unhide column C,
first, highlight column
B and D using the
mouse left-button.
• Then right-click on
either letter B or D
• A window with options
will then appear
• Choose Unhide
Merging Cells
Let’s say you want to
merge the cells above
First, highlight the cells that you want
to merge using the mouse left-button.
First, highlight the cells that you want
to merge using the mouse left-button.
1

Go to the menu and

click “merge cells.”
The result should be as
shown above.
 1

To unmerge cells, select the cells, go to

the menu, and click “Unmerge cells.”
Wrap Text
Wrap Text can fit the whole
address inside a cell.
First, select Allan’s address.
 1
2

Go to the menu and click “wrap text.”

The result should be as shown above.
To remove wrap text:
• Select the cell
• Then click “wrap text” again in
the menu
Number Formats
1
2

Number formats are located under

the Home Tab.
 Other Number Formats

Currency
Format

Percentage Comma Increase Decrease

Style Style Decimal Decimal
Other Number Formats
Clicking the dropdown
arrow will show additional
formatting options:
Calculation Basics
Each cell can perform computations
just like a calculator.
Excel also uses the 4 basic operations:
• Addition – plus symbol +
• Subtraction – minus symbol -
• Multiplication – asterisk *
• Division – slash /
• Do not include any spaces or
commas in your formulas.
• Otherwise, Excel will show an
error message.
• Encode an equal sign at the
beginning of your formula when
making a computation.
• Cells will not compute without the
equal sign.
• Hit “enter” after typing your
formula.
• The cell will then show the result as
shown above.
Double click on a cell to view the
formula that was encoded.
You can also view the formula encoded
in a cell through the formula bar
Cell Reference, Sum and
Average Formula
Cell reference is the location of a cell
as indicated by its column letter and
row number
Allan = A3 133,000 = B6
48,000 = B3 44,333 = B8 etc…
Sum Formula
The sum formula is very helpful in
computing the total of a large list of
numbers.
Compute for the total invoice amount.
Type the following in B7:
=sum(
 Then using your mouse,
highlight the 3 invoice amounts
Notice that the formula is automatically
updated with the cell reference of the 3
invoice amounts
 Finish the formula with the
close parenthesis ) then press
“enter” on the keyboard.
The resulting amount should be
133,000
Average Formula
The procedure for encoding the
average formula is almost the same
as the sum formula.
The average formula on B8 is as follows:
=average(B3:B5)
Sumif Formula
This formula sums all numbers in a
range of cells based on a criteria.
Example: Summarize the data in column A
and B to column D and E.
In E2, type: =sumif(
Then highlight cells A2 to A8 using your mouse.
Next, on your keyboard, press F4.
Type a comma
Select cell D2 using your mouse
Type a comma
Select cells B2 to B8
On your keyboard, press F4.
Type a closing parenthesis )
Lastly, press enter on your keyboard.
The completed formula should be:
=SUMIF($A$2:$A$8,D2,$B$2:$B$8)
Copy cell E2 and paste to cells E3 up to E5.
The totals on both tables should be the same.
Linking Formulas
 Linking Formulas are the formulas
capturing cell values from another cell.
In the example above, total sales (E3)
will retrieve any value from the total
invoice amount (B6).
This is very helpful in a way that you don’t
need to manually copy-paste everything.
To achieve this, simply start with the equal
sign then click the cell that you want to
retrieve values from then press enter.
The result:
• This also works when linking to another
sheet or another excel file.

• Linking to another excel file is not

advisable because an error might occur
when the said another excel file is
deleted or moved another folder.
In this example, the total invoice amount
is located on another sheet. Notice that the
sheet name is indicated automatically on
the formula.
To link to another sheet:
1. Type the equal sign
2. Click the sheet tab where you want to obtain
data (sheet1 in our example)
3. Click the cell (cell B6 in our example)
4. Press enter on the keyboard
The result should be the same: 133,000
Activity:
Create a simple table of:
1. Sales per customer with the following
headings (at least 2 tables):
a. Date
b. Invoice number
c. Amount
2. Summary of sales
a. Name
b. Amount (should be linked to the total
amount in #1)
*see sample on the next slide
Question and Answer
“Extension is Quality Service”
Thank you and God Bless