MICROSOFT EXCEL NOTES

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 CONTENTS
1. DISCUSSING ABOUT OFFICE BUTTON
2. DESCRIBING HOME TAB CLIPBOARD, FONT ALLIGNMENT
3. DESCRIBING HOME TAB NUMBER, STYLES, CELLS, EDITING
4. DESCRIBING INSERT MENU TABLES, ILLUSTRATIONS, CHARTS, LINKS, TEXT
5. DESCRIBING PAGELAYOUT TAB THEMES, PAGESETUP, SCALE TO FIT SHEET OPTIONS,
ARRANGE
6. DESCRIBING FORMULA TAB FUNCTION LIBRARY,DEFINE NAMES,FORMULA
AUDITING,CALCULATION
7. DESCRIBING DATA TAB GET EXTERNAL DATA, CONNECTIONS, SORT AND FILTER
8. DESCRIBING DATA TAB DATA TOOLS, OUTLINES
9. DESCRIBING REVIEW TAB PROOFING, COMMENTS, CHANGES
10.DESCRIBING VIEW TAB WORKBOOK VIEWS, ZOOM, WINDOWS, MICROS
 1. DISCUSSING ABOUT OFFICE BUTTON
A button available in Microsoft Office 2007 and introduced with the
new Ribbon feature. The Office button is found in top-left corner of Excel, Word, and other
Office 2007 program windows and looks like picture.

When we click on the Office button,it displays some useful options which
are used very frequently.

Specifically, the options to open, save, print any document, or perform other
common functions.
OFFICE BUTTON MENU FUNCTIONS:
NEW- Create a new blank file in the Office program (e.g., Word document, Excel
spreadsheet,

PowerPoint slides deck, etc.).

OPEN- Open an existing file on the computer.

SAVE - Save changes to the currently open file.

SAVE AS – Save a new file with a desired file name and to a desired location on the
computer’s

Hard drive.

PRINT – Print a hard copy of the currently open document on a printer.

CLOSE – Close the current open file.

SHARE – Share the currently open document to the other users through the use of
OneDrive, by

Sending through e-mail, posting to a blog.(Named as “Save & Send” in Office 2010.)

OPTIONS – Change configuration settings for the Office program, including display
settings, lang-

age settings, and the Ribbon configuration.

 2.DESCRIBING HOME tab CLIPBOARD , FONT ALLIGNMENT :-

HOME TAB:-
The Excel Home tab is used to execute regular instruction Bold, underline, copy
and paste. It is also used to apply formats to cells in Worksheet. It contains clipboard, font,
alignment, number, cells and editing.

It provides following features,

 Change font type, size and color.

 Set text to be bold or underline.
 Add or remove highlighting color around text.
 Justify text on the page to be left, center or right aligned.
 Add bullet points or numbered lists.
 Increase or decrease line and paragraph spacing.
 Increase or decrease text indentation.
 Add, change or remove borders around text, text boxes and tables.
 Add or modify heading types.
 Insert a horizontal line.
 Find or replace text.

:-

CLIPBOARD:-
This CLIPBOARD group is primarily used for cut and paste. It means if you want to
transfer data from one place to another, then you have two choices, either copy (preserve
the data in the original location) or cut (deletes the data from the
original location).
 There are options of paste special, which implies copy in the desired format.
 And there is also format painter excel, which is used to copy the format from the original
cell location to the destination Location.
 Cut :- (Ctrl + X) cuts the current selection to the clipboard.
 Copy -Button with drop-down. (Ctrl + c).copies the current selection to the clipboard. The
m drop-down contains the command copy as picture.
 Format painter- Copies the format from a cell (or range) allowing it to be pasted
elsewhere.

FONT:-
The font group within the Home tab is used for choosing the desired font and size. There
are hundreds of fonts available in the Dropdown, which we can use for. In addition you can
change the font size from small to large, depending on your requirements. Also helpful is
the feature of bold (B),italics (I) and underline (U) of fonts.

You can display the ”FORMAT CELLS” dialog box, font tab, By clicking on the dialog
box launcher in the bottom right corner of this Group.

Font- Drop-down provides a list of all the available fonts.

Font size: - drop-down, Lets you adjust the character size.(Based On current
printer selection).

Increase font size- Increases the font size of the current selection to Next
larger size in the font size box.

Decrease font size- Decreases the font size of the current selection to the next
smaller size in the font size box.

Bold - (Ctrl + b).Toggles bold on the current selection.

Italics - (Ctrl + I ). Toggles Italics on the current selection.

Underline - (Ctrl + U) Button with Drop-down. The button toggles Bold on the current
selection. The Drop-down contains the commands : the underline and double
underline.
Borders:- Buttons with Drop-down. The button applies a border to the currernt
selection.The drop- down contains the commands bottom,top,left,right,no,all,outside,thick
box,bottom double thick box bottom double,thick bottom ,top and bottom, top and thick
bottom, top and double bottom,draw border draw border grid,erase border,line color,line
style and more .

Fill color:- Button with Drop-down. Applies to background of currentSelection.The drop-

down contains the commands: Theme Color,standard colors,no fill and more colors.

Font color:-Button with drop down.The button changes the color of the font of the curr
selection.It contains commands: automatic, theme colors, standard colors and more
colors.

ALLIGNMENT:-
This group is used to align tabs, such as top, middle,or bottom, Alignment of
text within the cell. And there are other standard alignment Options like left, middle and
right alignment.

There is also an orientationOption that can be used to place the text vertically
or diagonally.

You can display “format cells” dialg box ,allignment tab, by Clicking on the dialog.
box launcher in the bottom right corner of this group.

Top align:- Align text to top of the cell.

Middle align:- Align text to center of the cell.

Bottom align:- Align text to the bottom of the cell.

Orientation:- Drop-down .Rotates the current selection to a diagonal angle Or a

vertical angle .The drop-down contains the commands Angle, counterclockwise, angle
clockwise ,vertical text rotate, Text down and format cells.

Wrap text:- wraps the text so it is displayed on multiple lines.

Align left:- Aligns data to the left edge of the cell.

Align right:-Aligns data to the right edge of the cell.

 Centre:-Aligns data to the miccle of the cell.

Decrease indent:-( ctrl+alt+shift+tab).Decrease the indent by 1 or removes The

indent completely.

Increase indent:- (ctrl+alt+tab).Increases the indent by 1>

Merge and center:-Button withDrop-down.The button joins the selected Cells and
centres the contai In the new cell. The Drop-down Contains the commands: merge and
center, merge and across, Merge center cells and unmerge cells.tHe merge across will only
Merge cells in the same row.The merge cells are the same Merge and center but with no
change to the alignment.

3.DESCRIBING HOME TAB NUMBER , STYLES, CELLS, EDITING:

HOME TAB:
The excel Home tab is used to execute regular instruction like Bold, underline, copy
and paste. It is also used to apply formats to cells in a Worksheet. It contains
clipboard,front,alignment,number,cells,and editing. It is the default tab in Microsoft Word,
Microsoft Excel, Microsoft Powerpoint, and other Microsoft Office Products.

NUMBER:
You can display the “Format Cells” dialog box, Number tab, by clicking
on the dialog box launcher in the bottom right corner of this group.

Number Format – Provides a list of all the available number formats. The built-in
number

formats are : General,Number,Currency,Accounting,Short Date,

Long Date, Time,

Percentage, Fraction, Scientific and Text.

Accounting Number Format – Button with Drop-Down. The button applies your
‘default’ accounting number format to the current selection. The drop-down contains
the

commands: English ( UK),English(US),Euro and More Accounting Formats.

Percent Style – ( Ctrl + Shift + %). Applies the percent number format to the current

Selection.

Comma Style – Applies the comma style number format to the current selection.
 Increase Decimal – Adds one decimal place to the current selection.

Decrease Decimal- Removes one decimal place from the current selection.

STYLES:
Conditional Formatting – Drop- Down. Provides access to conditionalformatting

Commands which can be used to apply cell formatting

automatically. The drop-down Contains the commands: Highlight
Cells Rules, Top/Bottom Rules, Data Bars, Color Scales, Icon Sets,
New Rule , Clear Rules and Manage Rules. Format as Table-Drop-
Down. This applies a Table Style to the current selection and
defines It as a table. The drop-down contains the commands: Light, Medium,Dark, New
Table Style and New PivotTable Style. The New Table style displays the “New Table Style”
dialog box.The New PivotTableStyle displays the “New PivotTable Style”dialog box.

Cell Styles – Drop – Down. This applies a cell style to the current selection. The drop-
down Contains the commands: Custom, Good Bad and Neutral, Data and Model, Titles
and Headings, Themed Cell Styles, Number Format, New cell Style and Merge Styles. The
New Cell Style displays the “Style” dialog box.

CELLS:
Insert – Button with Drop- Down. The button always inserts cells into the current

Selection, shifting cells down. The drop-down contains the

commands: Inserts Cells, Inserts Sheet Rows and Inserts Sheet
Columns, Inserts Sheet.

Delete – Button with Drop-Down. The button always deletes the

current selection shifting cells up. The drop – down contains the commands: Delete
Cells, Delete Sheet Rows, Delete Sheet Columns and Delete Sheet. Format-Drop-Down.
Provides an assortment of useful commands that apply to rows, Columns and sheets. The
drop – down contains the commands: Row Height, AutoFit Row Height, Column Width,
AutoFit Column Width, Default Width, Hide & Unhide, Rename Sheet , Move or Copy
Sheet, Tab Color, Protect Sheet, Lock Cell and Format Cells. The Hide & Unhide extension
contains the commands: Hide Rows, Hide Columns, Hide Sheet, Unhide Sheet.
 EDITING:

AutoSum – Button with Drop – Down. Exactly the same command can be found on
the Formulas Tab. Fill – Drop – Down. Lets you fill the selection in
any direction and into any range of adjacent Cells. The drop – down
contains the commands: Down, Right, Up, Left, Across Worksheets,
Series, Justify and Flash fill ( Added in 2013). Clear – Drop –Down.
Remove everything from the current selection or remove particular
Items by expanding the drop-down. The drop – down contains the commands: Clear All,

Clear Formats, Clear Contents, Clear Comments, Clear Hyperlinks( Added in 2010 ) and
Remove Hyperlinks ( Added in 2010 ).Sort & Filter – Drop – Down. Sorts the currently
selected data or current region into ascending or descending order and lets you add filters
to reduce the number of visible rows. The drop-down contains the commands: Sort A to Z,
Sort Z to A, Custom Sort, Filter, Clear and Reapply. Find & Select – Drop – Down. The drop –
down contains the commands: Find, Replace, Go To, Go To Special, Formulas, Comments,
Conditional Formatting, Constants, Data Validation, Select Objects and Selection Pane.

4 . DESCRIBING INSERT MENU TABLES,ILLUSTRATION,CHARTS,LINKS,TEXT

Insert Tab in Microsoft Excel is use for inserting the Pivot Tables, Chart
Pictures, Smart Arts, Shapes, Links, and more. The ribbon of insert tab is Divided
in to multiple sections with the name Table, illustrations, Charts, Links and Text.
The detailed explanation about Insert Tab in Microsoft Excel is given below.

TABLES:

s.Pivot Tables-This option insert a pivot table to display selected date in

Summarized manner. Pivot Table make easy to summarize and
analyze The complicated date, like calculated the values total
with grand total. In Pivot Table report we can show specific
data using condition and formulas.

.Table-This option is use to create a table to manage, sort and filter the data
with pre specified table formats.

ILLUSTRATION:

.Picture-This option is used to insert the picture in the current from the
computer memory.
 .Clip Art-This option is use to insert the readymade ClipArts in the
Workbook. Clip Arts are the drawings, movies, sounds,or stock Photography to
illustrate a specific concept.

.Shapes-This option is use to insert the ready-made

shapes; such as rectangular and circle, line and arrows,
flow charts, symbols and callout etc. .

.Smart Art-With this option user can insert the graphical ready-madeSmart
arts in the worksheet. Using smart arts, data can be represent with more
understandable from. Inserted Smart Art can be related to any Tree Type,
Organizations Hierarchy, Cycle, Pyramid etc.

CHARTS:

Chart-This option is use to insert

charts for illustrate and comparing data in a
worksheet. User can add many types of
charts such as- Column, Pie, Bar, Line, Area
and surface etc.

LINKS; Hyperlink (ctrl + K ) – This option is use to creates

link of worksheets, Web pages, files, folders, Pictures or program for
the selection information.

TEXT; Text Box- This option is use to

insert the pre-formatted text box in the
worksheet.

Harder-This option is use to edit the

herder of the worksheet page. User can specify the harder with any short
information; such as – page number, data, and time or any other text or
graphical information. It appear top of the each printed page.

Footer-The use and features of this option is same as header, but footer
is located bottom of the each printed pages.

Signature Line-This option is use to insert a signature line, that specifies

the individual person who must sign.
 Object-This option is use to insert the embedded object of an Program
or application installed on computer.

SYMBOLS:

Symbols-This option is use to insert many different types symbol that

are not present in keyboard.

5 . DESCRIBING PAGELAYOUT TAB THEMES, PAGE SETUP, SCALE TO FIT SHEET

OPTIONS, ARRANGE

PAGELAYOUT:

THEMES:

Drop-Down. Changes the overall look and feel of

your workbook including Colours, fonts and effects. The drop-down
contains the commands: Built
in,MoreonMicrosoftOnFacet,integral,lon,Boardroom,Organic,Retrosp
ect,Slice,Wisp,berlin and Frame. Tooltip indicates the current theme. The default theme is
‘’Office’’.

sCOLORS-

Drop-Down. Displays a list of all the available colors and lets you change
the Color component of the active theme. The drop-down contains the commands: Built-in
And Customize colors.

FONTS-

Drop-Down. Displays a list of all the available fonts and lets you change the
font Component of the active theme. The drop-down contains the commands: Built-in and
Customize Fonts.

EFFECT-Drop-Down. Displays a list of all the available effects and lets you change the

effect component of the active theme. The drop-down contains the commands:
Office, Office 2007-2010,Subtle Solids, Banded Edges, Smokey Glass, Glow Edge, Grunge
Texture, Frosted Glass, Top Shadow, Inset, Milk Glass, Riblet, Reflection, Extreme Shadow,
Glossy.

PAGE SETUP:

You can quickly display the

‘’Page Setup’’ dialog box, Page tab, by
Clicking on the launcher in the bottom
right corner ofthis group.

MARGINS-

Drop-Down. Lets you choose from one of your built-in margin settings or Lets
you customize your own. The drop-down contains the commands: Normal, With Narrow
and custom Margins. The Custom Margins displays the ‘’Page Setup’’ dialog box Margins tab.

ORIENTATION-

Drop-Down. Lets you switch between portrait and Landscape.

SIZE-

Drop-Down. Lets you select from all the different available paper sizes. The more
Paper sizes displays the ‘’Page Setup’’ dialog box, page tab.

PRINT AREA-

Drop-Down. This drop- down contains the commands: Set Area and clear
Print Area.

BREAKS-

Drop-Down. This drop-down contains the commands: Insert Page Break,

Remove Page Break and Reset all Page Breaks.

BACKGROUND-

Displays the “Sheet Background’’ dialog box to let you add a background

Image to the back of a worksheet. This caption changes to ‘Delete Background’ if an

image to the active worksheet.

PRINT TITLES-

Displays the “Page Setup’’ dialog box, Sheet tab. This allows you to
enter Rows o columns to repeat.

6. DESCRIBING FORMULA TAB FUNCTION LIBRARY, DEFINE NAMES, FORMULA

AUDITING,

CALCULATION

FUNCTION LIBRARY:

Insert Function- ( Shift + F3 ). Drop-Down. Displays the

“Insert Function” dialog box allowing you to search for a particular function or display the
list of functions by category.
 AutoSum- Button with Drop-Down . The button inserts the Sum formula into the
cell Calculating the Sum formula into the cell calculating the sum of the cells directly above.
The drop-down contains the commands: Sum. Average, Count Number, Max, Min or More
Functions. Exactly the same command can be found on the Home Tab.

Recently Used- Drop-Down. Provides quick access to the 10 functions you recently
used.

Financial- Drop-Down. Provides quick access to all the functions in the Financial
category.

Logical- Drop-Down. Provides quick access to all the functions in the Logical category.

Text- Drop-Down. Provides quick access to all the functions in the Text category.

Date & Time – Drop-Down. Provides quick access to all the functions in the Date & Time

category.

Lookup & Reference- Drop-Down. Provides quick access to all the functions in the

Lookup & Reference category.

Math & Trig- Drop-Down. Provides quick access to all the functions in the Math &

Trigonometry. category

DEFINED NAMES:

Name Manager- Displays the Name Manager dialog box.

Define Name- Button with Drop-Down. The button displays the “New Name” dialog
box. The drop-down contains the commands: Define Names and Apply Names. The Define

Names allows you to create workbook and worksheet level named ranges and displays th
“New Name” dialog box. The Apply Names displays the “Apply Names” dialog box.

Use in Formula- Drop-Down. The drop-down contains a list of all the named ranges
in the workbook (25 with scrolling ) and Paste Names. The Paste Names command displays
the “Paste Name” dialog box.

Create from Selection- Displays the “Create Names from selection” dialog box. This
enables you to name a selected range of cells using a row or column title that you’ve
entered.
 FORMULA AUDITING:

Trace Precedents- Displays arrows that indicate what cells affect the value of the
currently Selected cell.

Trace Dependents- Displays arrows that indicate what cells are affected by the
value in the currently selected cell.

Remove Arrows- Button with Drop-Down. The button removes all the arrows
drawn by the trace precedents and trace dependents. The drop-down contains the
commands:s Remove Arrows, Remove Precendent Arrows and Remove Dependent Arrows.

7.DESCRIBING DATA TAB GET EXTERNAL DATA,CONNECTIONS,SORT AND FILTER

In our lesson today on Microsoft excel office , we will be looking at the Data Tab in Excel
2007. Using this tab, you can import data from external sources including but not limited to
a text files, Microsoft Access databases, web pages ,xml documents,Microsoft
Query,Microsoft SQL Server databases. We will show you how to import data from a
Microsoft Access database and also from a text file.

The data tab has the following groups that you can utilize:

Get External Data Group

Connection group

Sort & Filter Group

Data Tools Group

Outline Group

Get External Data:

Go ahead and launch Microsoft Excel and

open up a new workbook using the office button. Next
select from Access command on the Get External data
group. When you click on this, a new dialog box will be
pop up. Select your Data source which will be a
Microsoft access database and then click open. For our practice today, we’ll be using a
wedding database (Wedding.accdb) from My Documents folder. We have Include a screen
capture of this step right below. Next you will get the Select Table dialog box where you can
choose Expenses table from the wedding database and then click Ok. This action is shown as
follows.
 After you click OK, another next dialog box titled Import data will pop up. This is where you
can select what type of Data will you be using for the import. In addition you can choose the
location in your worksheet where you would Like to place the imported data. We will just
select the table and Existing worksheet (cell A1) as our choices.

Microsoft Excel 2007 will go ahead and imported data into our existing worksheet
now. In addition the imported data Came in as an Excel table format. An excel table
automatically provide you some nice graphical effects along with a Header row with built-in
filtering capabilities. You can see the header row in blue background with drop down arrows
in the figure billow. This Excel table is Independent of the data in the rest of your sheet. We
will come back to this wedding data in a bit.

Let’s try to import more data into our excel workbook, this time may be using a text
file. We have a customer list on Our computer in the form of a text file and would like to get
this information into Microsoft excel 2007. This time Choose from text on the get External
data group Included is a display of this steps from our computer screen.

Next you will get the import Text file dialog box shown as follows . Go ahead and
select the customers file while is Customers .txt in our case .Lastly click on import.

This process will start the text import Wizard which will guide you through the data
import process . In step 1 , the Wizard will try to figure out if you are using data in fixed
width or delimited format. Our text file is in delimited format So we will choose that option
as shown below. After that go ahead and lick next.

In step 2 of the wizard, you can choose what type of character is being used for
delimiting thee data. In our case We are using comma, so we will go ahead and select comma
check box. This delimiter choice is also validated in the Data preview pane which it looks
good. Go ahead and click next.

In the final step of the wizard, you can select the data type for each of the field that
you are importing . A data type Defined what type of information is being used in a column
or field. The wizard recommends general as a good choice So we will pick this setting or all of
our columns to keep things simple.

The last piece of Information the wizard wants to know is the location of this
customer data. We will select existing Worksheet with cell A1 as our location. Finally we will
hit OK to start the actual import process.

The wizard was successful in importing the customer data to our excel workbook as
shown in the figure below.
 The first row has all the correct column heading like firstName, LastName Adress
information etc. In addition notice That this data is in sheet 2 of our workbook.

CONNECTION GROUP:

Moving onto the next group which is connections. When I clicked

on this command it brought up a dialog box titled Workbook connections.
This is shown in the screen capture below.

You will see that both of our Imported files, Wedding (from Access database) and
customers (test files) are listed here. This is also where you can set additional properties of
your data sources and refresh them if you like.

SHORT & FILTER GROUP :

The next group of commands falls under the sort and filter group as highlighted
below. Using this tab, you can sort and filter your data on one or
more columns . Let us say that we want to sort the wedding
Expenses information by the category Lookup column in an
ascending order. You can select that column and then click On
the first icon which is sort A to Z. It will go ahead and sort all the information by the
catagoryLookup values with Beverages on the top and Thank your gifts on the bottom.

Here’s the end result of this action shown below, very cool!

What if you wanted to sort on multiple fields instead of one? No problem.

Go ahead and click on the sort command (square) to launch the sort dialog box as
visible right below. You will see that You already have the catagoryLookup listed here. Click
on Add level command and choose vendor and then click Ok.

Now Microsoft excel 2007 will go ahead and sort the wedding data on two fields
instead of one!

We have included the screen shot display of this functionality in action. Notice that
for category clothes – J , we have The vendors listed in an ascending order. This is exactly
what we wanted. If for whatever reason, you wanted to go back to your original data
without any sort functionality, you can simple on the clear command under the sort and
filter group present on the data tab. This will go ahead and remove any sorting and take you
back to the original worksheet.

Here’s the clear command highlighted in red rectangle.

 8.DESCRIBING DATA TAB DATA TOOLS AND OUTLINE :

The next two groups of commands data tools and outline discuss some advanced
topics so we will go over important Items only.

Let us take a look at text to columns commands under the data tools. Using this
command, you can separate the Combined data into separate columns. This can be useful if
somehow the data was imported in an incorrect format.

I have included similar customer information

shown right below in. Notice that all this data got
jumbled up and needs to be broken down by
columns.

Using the text to columns command in excel 2007, we were able to split the data into
their respective fields. We have Skipped some of these steps here as they are very much
similar in nature to when we did the text file import.

However we have included the end result in the screen capture below for your
information. Notice this look a lot better than the our initial data import where the same
information was unorganized.

Another beneficial command in this group is the ability to removed duplicates or

redundant data. There are times

When you have duplicated data that needs to be cleaned up. Being a database
administrator myself, I run into this Particular issue from time to time!

I have copied the data under the categoryLookup column and inserted it into an new
worksheet to help you Understand this concept. Notice all of the duplicates below like
beverages, Ceremony, Clothes- J etc.

I order to remove duplicate, first we need to select the column. When you click on the
Remove duplicate command under data tools, you will get the Remove duplicates dialog box
as visible right here. Since in our case, we only have one column, catagoryLookup, we are
going to go ahead and select ALL and click OK.

The result of this action is really cool! It went ahead and removes all the duplicates
and ended with a list of distinct Categories. This is a true time saver when you have
redundant information and need to clean up the data fast.
 OUTLINE GROUP :

The last command that we are going to discuss here is grouping of rows or columns
under the outline group. This comes in handy when you have
complicated Excel workbook with lots of information. In
those times, It makes sense to collapse and expands rows or
columns of information.

We are going to use the customer list and pretend that it is really complicated. May
be it would make sense to group the data by state. First we can filter our data by the state
column, and then we can select all the rows in one state (FL) as shown below. Next we are
going to go ahead and click on the group command.

This will create a group and highlight the controls in the margins. Now when you click
on the – (minus) icon, Excel 2007 will collapse your group to conserve space. The customers
from FL are still there but are now hidden.

After a group has been collapsed, you will see a + (plus) sign in the left margin. Notice
that the data related to the Florida state is now hidden. We can easily bring this data back by
using the + sign, which is used to expand the group.

In a similar fashion you can also group column information if you so desire.

9. DESCRIBING REVIEW TAB PROOFING, COMMENTS, CHANGES:

REVIEW TAB:

The purpose of the Review Tab is for proofing your document and providing possibilities
for seeking feedback on your final edits. The Review Tab is separated into multiple groups:
proofing, speech, Accessibility, Language, Comments, Tracking, Changes, Compare, Ink, &
Resume.
 PROOFING:

The proofing Group allows the user to improve the words in the document. Users can
click on Spelling and Grammar word’s built-in spelling and
grammar checker to fix words and phrases that may be
incorrect. When selected, the icon lunches a navigation pane on
the right side of the document, allowing the user to review
spelling and grammar errors that the textbook does not find accurate, and make the change,
or ignore the recommendations.

Speech & Accessibility :

Microsoft office can read any text in the document by clicking on the Read Aloud icon
in the speech Group. Once the Read Aloud button is selected, Word will begin reading at the
insertion point of the text. The Check Accessibility button launches the Accessibility Checker
tool in Microsoft Word on a right-side panel of the page. The Accessibility Checker will
review the entire document to find areas that would impair Screen readers and other
accessibility program to aid those who have Difficulty seeing or reading a document to still
be able to understand the text in the document.

LANGUAGE:

The language group allows the user to translate words in the document into a different
language. Users will have the opportunity to translate a highlighted section or an entire
document into another language. There are a variety of language available for translate. In
addition, the Language icon provides the user with option to change which language
Microsoft Word will use for use in the Spelling & Grammar Checker.

COMMENTS:

Want to place a note in your document to review at a later time, or are You working
collaboratively with someone else on the
document? Using The comments group is the
easiest way to keep track of information About
the document without changing characters in the
actual Document itself. Comments are
automatically “turned off” by default. They can be enabled by selecting the Show Comments
icon. To enter Comment, highlight the text you wish to comment about or place your
Insertion point where you want the comment to be placed. Then, select New Comment. A
new selection of the Word Document will lunched on The right-hand side of the page. This
will not be able to be printed but Will display to the user with a line connecting the comment
to the Insertion point of the comment.
 TRACKING & CHANGES:

When you are working with multiple

individuals on a document it can Become
difficult to keep track of which changes each
user has made. The Tracking & Changes
groups can help the user determine which
Text addition or detections were entered and
which user made the Changes. Be default, the Track Changes icon is not enabled. To turn On
tracking, click on the Track Changes icon. The user can also select. The type of changes made
in the document selected Show Markup. A Change in the document is entered in Red With
an underline. Once a Change has been entered, the author has the option to accept or Reject
the change in the changes group. Users can navigate through The changes by clicking on
Previous and Next. Once the user has Accepted or rejected the change, the text will revert
back to the Standard text and fonts in the document. Users can also approve o Deny all
changes in the selection or enter document. Remember, you Can always stop tracking
changes by clicking on the Track Changes Icon.

COMPARE, PROTECT, & INK GROUPS:

Finally, users can place the finishing touches on the document by Using Compare &
Protect groups. Compare allow the user to compare Their current version with previous
versions of the document. Microsoft Word stores each version of the document When it is
saved. The user can review each version of the document with the current version. This allow
the user to revert the document back to a previous version if a Catastrophic change is made
to the document. The Protect group allow the Author to stop certain authors from being able
to edit or restrict others From making any changes to a document to make it read-only or
restrict Permission to change words in the document.

10. DESCRIBING VIEW TA B WORKBOOK VIEWS, ZOOM, WINDOWS, MICROS

VIEW TAB:

The commands for hiding and showing workshop Are on the Home Tab under (cells
Group, Format> Unhide) The commands for hiding and showing workbooks (and windows)
Can be found on this tab.
 SHEET VIEW-

Lets you create different views of the same worksheet When you are collaborating with
others. Only enabled in excel online or the descktop when your workbook Has been saved
in oneDrive.

SWITCH SHEET VIEW-

A drop-down list of all the different sheet views In this workbook for easy switching.

KEEP-

Saves the current view as a new sheet view.

NEW-

Lets you define anew sheet view. New views are given the Name ‘’Temporary View’’ until
they have been saved.

OPTIONS-

This will only be enabled when. Displays the “ sheet view Options’’ dialog box which
allows you to rename, duplicate and Delete as well as quickly switching between different
views.

WORKBOOK VIEWS:

NORMAL-

Displays the worksheet in the normal view. There is also a

Shortcut to this view in the bottom right corner of the status bar.

PAGE BREAK PREVIEW-

Used for adjusting page breaks. There is also

A shortcut to this view in the bottom right corner of status bar.

PAGE LAYOUT-

Displays the worksheet as it will appear on a printed Page . Displays a

very useful horizontal and vertical ruler plus you can Add/change headers and footers,
check margins, row/column headings And scaling options. Not to be confused with print
preview. There is also a shortcut to this view in the bottom right corner of th status bar.

CUSTOM VIEWS-

Displays the “custom views’’ dialog box

SHOW:

RULER-

This will only be enabled when in page Layout

view. Toggles the display of the horizontal and vertical rulers. This
is only Available when you are in Page Layout view. You can
change the units displayed from the (Excel Options, Advanced tab)
(Display, Ruler unit). By default the ruler displays the default units that are Specified in the
control panel , regional settings. There units can be either inches, centimeters or
millimeters.

GRIDLINES-

Toggles the display of gridlines on the active worksheet Provides a

shortcut to (Excel Options, Advanced tab, ) (Display options for this worksheet, Show formula
bar).

HEADINGS-

Toggles the display of the heading rows. Provides Shortcut to (Excel

Options) (Advanced tab, Show and column headers).

FORMULA BAR-

Toggles the display of the formula bar. Provides a Shortcut to (Excel

Options) (Advanced tab, Show formula bar).

ZOOM:

Displays the “Zoom” dialog box. 100%-Zoom the

workbook To 100% of its normal size.

ZOOM TO SELECTION-

Zoom the worksheet to display just theCurrently selected cells.

 WINDOW:

NEW WINDOW-

Creates a new
window of your current
workbook.

ARRANGE ALL-

Tile all open windows side be side on the screen.

FREEZE PANES-

Drop-Down. The drop-down contains the commands: Freeze Panes, Freeze

Top Row and Freeze First Column.

SPLIT-

Splits the window into multiple resizeable panes which allow You to have multiple
views of the same workbook.

HIDE-

Hides the current workbook or window.

UNHIDE-

Displays the “Unhide” dialog box allowing you to unhide A workbook or window.

VIEW SIDE BY SIDE-

View to workbooks side by side to allow you to Compare their contents.

SYNCHRONOUS SCROLLING-

Synchronize the scrolling of two windows so they scroll together. The View side
option must be switched on for this command to be enabled.

RESET WINDOW POSITION-

Reset the window position of two Windows position of the two windows being
compared so that they Share the screen equally. The view side by side option must be
switched on for this command to be enabled.

SWITCH WINDOW- Drop-Down. The drop-down contains a list Workbooks/ windows

that are currently open.
 MACROS:

Macros- Button with Drop-Down. The button is a shortcut to

View Macros which displays the “Macro” dialog box displaying all the
Available macros. The drop-down contains the commands: View Macros,
Record Macro and use Relative References.