Experiment # 2a

OBJECTIVE:
Learning the basic features and facilities of spreadsheets and experiencing on Excel.

WHAT IS EXCEL?

Microsoft excel is an electronic spreadsheet program. The term worksheet refers to the row-and-
column matrix sheet on which you work upon, and the term spreadsheet refers to this type of
computer application. In addition, the term workbook will refer to the book pages that constitutes
the standard excel document. The workbook can contain worksheets, chart sheets, or macro
modules. The appeal of spreadsheet programs is the ability to change one value and watch all
other values that depend on the first value automatically change when the spreadsheet is
recalculated. It is an environment that can make number manipulation easy.

THE WORKBOOK:

An excel file is called a workbook. Each new workbook consists of three worksheets. Each
worksheet consists of columns and rows that intersect to form boxes called cell’s in which you
enter data. The tabs at the button of the workbook [labeled sheet1, sheet2, sheet3, and so on] let
you flip through the worksheets by clicking them with the mouse.

THE WORKBOOK:

An excel file is called a workbook. Each new workbook consists of three worksheets. Each
worksheet consists of columns and rows that intersect to form boxes called cell’s in which you
enter data. The tabs at the button of the workbook [labeled sheet1, sheet2, sheet3, and so on] let
you flip through the worksheets by clicking them with the mouse.

RANGE REFERENCE:

Ranges are referred by their anchor points [the upper left and the lower right corners], connected
by a period sign. Ex: the range A1:C2 contains cells A1, B1, C1, A2, B2, and C2

ROWS AND COLUMNS:

In an Excel Worksheet there are 16384 rows and 256 columns. A row is defined as the
horizontal space that is going across the window. Numbers are used as row labels to designate
each row’s location. . Rows are named as 1, 2, 3, 4, etc a column is defined as the vertical
space that is going up and down the window. Letters are used as column labels to designate each
column’s location. Columns are named as A, B, C, D, etc.

CELLS:

Tables are formed of columns and rows. Each box in a table (the intersection of a row and a
column) is called a cell. Cells are named as A1, A2… B1, B2… Z1, Z2… depending on the
location they are found. In each cell you can enter one of the following types of data:
  Text: any combination of letters, numbers, and spaces.
 Number data: numeric characters 0 to 9 and any of these special characters [+ - /]
 Formulas: algebraic expressions using numbers, functions, mathematical operators, and
cell addresses that tell EXEL what operations to perform on numbers or the contents of
the referenced cells.

CELL REFERENCES:

Cell references are the combination of column letter followed by row number.

THE STANDARD TOOLBAR:

This toolbar is located just below the menu bar at the top of the screen and allows a quick access
to basic Excel commands.

 NEW: to create a new workbook.

 OPEN: to open an existing workbook.
 SAVE: to save a workbook.
 PRINT: to print the worksheet.
 SPELL CHECK: to correct spelling errors on the worksheet.
 ZOOM: to change the size of the worksheet that appears on the screen.

FORMATING TOOLBAR:

The contents of a highlighted cell can be formatted in many ways. Fonts and cell attributes can
be added from shortcut buttons on the formatting bar.

ENTERING DATA:

 Click the cell in which you want to enter data; this will select the cell, and the word
Ready appears in the status bar. [The selected cell is also called active]
 Type the text, number, or formula. As you type, the word Enter appears in the status bar
and the typed data appears both in the cell and in the Formula bar
 Press Enter to accept the data. You can also press Tab to enter the data and move to the
next cell to the right or one of the Arrow keys to enter the data and move to the next cell
in the direction of the arrow key pressed.

ENTERING TEXT AND CONSTANTS:

Text entered in a cell appears left aligned Numbers, dates, and times appear right aligned To
enter a number to be left aligned, precede the entry with a single quotation mark (‘).
EDITING CELL CONTENTS:

 Click the cell in which you want to edit data.

 To begin editing, click the formula bar or press F2 or double-click the cell. This put you
into edit mode.
 Perform your editing.

DELETING CELL CONTENTS:

Select the cell and press delete button this will not delete the cell itself it just delete the content.

COPYING DATA:

 Select the cell

 Click copy button on the standard bar or from the edit menu or press CTRL+C
 Select the cell in which you want to place the copy.
 Click paste button on the standard bar or from the edit menu.
MOVING DATA:

 Select the cell.

 Click the cut button on the standard bar or from the edit menu or press CTRL+X
 Select the cell in which you want to place the copy.
 Click paste button on the standard bar or from the edit menu.

CHANGING COLUMN WIDTHS AND ROW HEIGHTS:

Row height is automatically adjustable with the font size. To adjust the column width
 Place the mouse cursor on the right border of the column heading and drag to the desired
size.
 Double-click the right border of the column heading.
 Choose Format, Column, Width, from the menu bar.

SORTING A COLUMN:

You can sort some rows (or some range of cells) in the table, by any column, in ascending or
descending order. To do this, just select a range of cells, click the Sort item in the Data menu,
and select the columns by which you want to do the sort.

FORMULA:

A formula is an algebraic expression using numbers, functions, mathematical operators, and cell
addresses that tell Exel what operations to perform on numbers or the contents of the referenced
cells.

ENTERING FORMULAS:
All formulas in Excel must begin with an equal sign (=).
 Then write the formula which is displayed in the formula bar
 Result of the calculated formula is displayed in the actual cell.
 Ex: Write 1, 2, 3, 4, and 5 into A1, A2, A3, A4 and A5 respectively. Then write =SUM
(A1:A5) into the cell A6.
Changing the number in any of the cells in range A1:A5 and the value of A6 are automatically
recalculated.

ORDER OF OPERATIONS:

Excel calculates formulas from left to right, and respects the following order of operations:
Exponents, Multiplication, and Division, and then Addition and Subtraction.

COPYING A FORMULA TO OTHER CELLS:

Worksheets frequently use similar formulas across rows or down columns. There is no need to
enter each formula separately; just copy the formula from one cell to another. Suppose you want
to add the numbers in B1:B5, also. Instead of writing =SUM (B1:B5) into B6, you can just copy
A6 to B6. You know that the formula in A6 was =SUM (A1:A5) but it will be automatically
turned to =SUM (B1:B5) during the copy operation.

CONSTANT ADDRESSING VS RELATIVE ADDRESSING:

As you see in the section above, when you copy some formula to another cell, the range in it
automatically changes. This is because there is relative addressing. To prevent this, you can use
the $ sign in front of the cell addresses. Suppose that you write =SUM ($A$1:$A$5) in A6.
When you copy it to B6, the formula will remain exactly the same, and you will see 15 in both
A6 and B6.

INSERTING CHARTS INTO YOUR WORKSHEET:

Charts (graphs) are visual representations of numbers. Instead of seeing many numbers all
together, we usually prefer to see a chart that represents everything visually. Whenever there is
an election, for example, all the TV channels show the results by using some kind of graphs. It is
more easily understandable to human beings.

CHART TYPES:

The major chart types are:

 PIE: use to show the relationship among the parts of a whole.
 BAR: use to compare at a given point in time.
 COLUMN: use to emphasize the difference between items.
 LINE: use to emphasize trends and the change of values over time.

CREATING CHART:
A chart can be a part of a worksheet or on a separate worksheet. Both types of charts are linked
with the worksheet data and automatically changes when the worksheet data changes. To insert
a chart
 Just select the corresponding columns (or ranges).
 Click Chart item in the Insert menu.
 Select the chart type and click NEXT two times.
 Enter the Chart title, and select a data label style and click NEXT again.
 Now click Finish.
The chart is inserted into your worksheet. Changing the values in some of the cells of the range,
the chart is automatically updated to reflect these changes.

Exercise:
1. Prepare the following table: (“Course” should be in A1!)

2. Write =B2*D2 in E2. Now, you should see 16 in E2.

3. Copy E2 to E3, E4, E5 and E6. You should see 12, 8.1, 13.2, and 11.1 respectively.
4. Write =SUM (E2:E6) in G8. Now you should see 60.4 in G8.
5. Write =SUM (B2:B6) in G9. You should see 18 in G9.
6. Write =G8/G9 in G10. You should see 3.355556.
7. Decrease the number of digits after the decimal point to two. I.e. obtain 3.36.
8. Change C3 to A and D3 to 4. Realize that E3 changed automatically to 16, G8 to 64.4,
G10 to 3.58
9. Sort the table in descending order by the “Worth” column. To do this, you should select
the whole (!!!) table click the Sort item in the Data menu
10. Insert a Pie chart into your worksheet to show the effect of each course on your GPA. To
do this you should select A2:A6 and E2:E6 and then insert the chart. The chart will show
what is the percentage effect of each course grade on your GPA? The effect depends on
both the credit of the course and your grade. The chart should look like this:
Teacher Signature:_______________
 Experiment # 2b
OBJECTIVE:
An introduction to the Microsoft Power Point for Windows

WHAT IS POWER POINT?

Power Point is the presentation software packaged with Microsoft Office. It enables to make a
point in powerful way using slides. Presentation is composed of several slides. Each slide
covering a new topic.

GETTING STARTED WITH POWER POINT:

Click on START menu Click PROGRAMS and then select MICROSOFT POWER POINT

CREATING PRESENTATION USING BLANK SLIDES:

 On the standard toolbar, click NEW.

 In the SLIDE LAYOUT task pane, click the layout.
 On the slide or on the outline type the text.
 To insert a new slide, click NEW SLIDE on the toolbar.
 Save the finished slides.
CREATING PRESENTATION USING DESIGN TEMPLATE:

 Click NEW from the FILE menu.

 Under NEW click DESIGN TEMPLATE.
 In the SLIDE DESIGN task pane, click the desired template.
 Type the text on the slide or on the outline tab.
 To insert new slide, click NEW SLIDE on the toolbar.
 To save the presentation, click SAVE in the file menu.

CHANGING SLIDE ORDER:

Do one of the following:

 On the OUTLINE tab in a normal view, select one or more slide icons, and then drag the
selection to a new location.
 On the SLIDES tab in a normal view, select one or more slide thumbnails, and them drag
the thumbnails to a new location.
 In slide sorter view, select one or more slide thumbnails, and then drag the thumbnails to
a new location.
 To select multiple slides in arrow, press shift before clicking the slide icon or thumbnail.

DELETING A SLIDE:
Select the slide from the OUTLINE tab in normal view. On the EDIT menu, click DELETE
SLIDE.
HIDING A SLIDE:

On the SLIDE tab in the normal view, select the slide On the SLIDE SHOW menu, click HIDE
SLIDE. The hidden slide ion appears with the slide number inside, next to the slide which is
hidden.

APPLYING A SLIDE LAYOUT:

 On the FORMAT menu, select SLIDE LAYOUT.
 On the SLIDES tab in the normal view, select the slide.
 In the SLIDE LAYOUT task pane, point to the layout, and then click it.

APPLYING A DESIGN TEMPLATE:

 On the FORMATTING toolbar, click DESIGN.
 To apply a design template to all slides, click the template.
 To apply a template to a single slide, select the thumbnail on the SLIDES tab, and in the
task pane, click the template.
CREATE A TABLE:
 Select the slide.
 On the Standard Toolbar click INSERT TABLE.
 Select the number of Rows and Columns.

ADDING TRANSITION BETWEEN SLIDES:

 On the SLIDE SHOW menu click SLIDE TRANSITION.
 Select TRANSITION EFFECTS.
 Click APPLY TO ALL SLIDES.
 To apply different Transition Effect between slides repeat the above steps for each
slide.
USING THE SLIDE SORTER VIEW:
The SLIDE SORTER VIEW crams as many slides as possible on screen. To switch to the
SLIDE SORTER VIEW, choose VIEW, then SLIDE SORTER.

USING THE SLIDE SHOW VIEW:

The SLIDE SHOW VIEW lets to see how the presentation actually looks so that missing
graphics, flaws or omissions can be spotted to switch the SLIDE SHOW VIEW
 Choose VIEW then click SLIDE SHOW.
 The slide show dialog box appears click SHOW.
 To see next slide press the up or right arrow key.
 Press ESC to exit the slide show.

SELECTING AND IMPORTING CLIP ART:

 Choose VIEW and select the slide.
 From the INSERT menu, choose CLIPART the Microsoft clipart gallery dialog box
appears.
 Click a category, and then select the picture.
 The selected picture is displayed on slide.
RE-SIZING A PICTURE ON SLIDE:
  Click the picture, white handles appears around the picture.
 Move the mouse pointer over a white handles.
 Hold-down the left mouse button and drag the mouse to change picture size.
 Release the mouse button.

MOVING THE PICTURE:

 Click the picture.
 Hold the left mouse button, white handles appears.
 Drag the mouse to a new location.
 Release the mouse button.

CROPPING THE PICTURE:

Cropping means cutting out certain parts of a picture. To cropper a picture:
 Click the picture.
 From TOOLS menu select CROP PICTURE.
 The mouse pointer turns into a pair of overlapping carpenter’s squares.
 To crop the top, bottom or sides plays the cropping tools over one of the middle handles
and drag into the picture.

CREATING LINES AND SHAPES:

Power point provides six basics tools for creating our own drawings. The freeform tool turns the
mouse pointer into a pencil point, letting us to draw anything .to use any drawing tools
 Click the DRAWING TOOL.
 The mouse pointer turns into a cross hair.
 Click the upper left location, hold down the left mouse button, and drag the mouse down,
and drag the mouse down and to the right.
 Release the left mouse button.

Exercise:
Prepare a presentation in PowerPoint on any topic …….

Teacher Signature:_______________
 Experiment # 2c
OBJECTIVE:
An introduction to Microsoft Word for Windows

WORD PROCESSORS:

Microsoft word is a sophisticated Word Processing Package that provides a range of features for
document creation and formatting, including many desktop publishing type features, graphics
and drawing utilities.

MS WORD USAGE:
Word can be used to produce many document types including:
 Letters
 Labels
 Memos
 Reports
 Curriculum
 Vitae
 Advertisements

HOW TO START WITH MS WORD:

Two ways:
 Click “START”→PROGRAMS→MICROSOFT WORD
 Double click on MY COMPUTER→Open SYSTEM DRIVE→Open PROGRAM
FILES→Open MICROSOFT OFFICE Executable files are present.

DOCUMENT:
When you start Word, a new, empty document file is automatically created, so you face an
empty page. A document file is a file that contains information that user can view or hear.

THE CURSOR:
It is the visual screen element that indicates our exact position in the document.

THE INSERTION POINT:

It is a flashing screen element that indicates the position in the document where text will be
entered when we are typing.

THE MOUSE CURSOR:

It is the on-screen graphic representation of the position of the mouse.

TITLE BARS:
Displays the name- the type of document. Three toolbars are located at the top of the word
screen. These will be used for shortcuts in many of the activities. If you don’t see one of the
toolbars, select VIEW/TOOLBARS and select the missing toolbar.
MENU BAR:
Click any of the words on this row to see menu options in the category.

STANDARD TOOLBAR:
Icons in this row provides shortcuts to many tasks accessible through the menu bar (open, print,
cut, paste) as well as handy features (spelling and grammar, insert table, show, hide)

FORMATTING TOOLBAR:
This row controls the format of text (style, font, size, alignment, color, borders)

FILE MENU

CREATEA NEW DOCUMENT:

Open file menu select NEW or press CNTRL+N New creates a new, empty document
OPEN AN EXISTING DOCOMENT:
Open file menu select OPEN or press CNTRL+O Opens a document which was created and
saved before
CLOSE A DOCUMENT:
Open file menu select CLOSE or click close icon closes the currently open, active document
SAVE A DOCUMENT:
Open file menu select SAVE or press CNTRL+S Saves the document to a disk (permanent
storage device)
SAVE AS:
Open file menu select SAVE or press CNTRL+S Used to save another (one more) copy of a file,
with a different name
PAGE SETUP:
Open file menu select SAVE or press CNTRL+S Used to set the page margin, size, and layout.
PRINT THE DOCUMENT:
Open file menu select SAVE or press CNTRL+S Used to take a print-out of the document
EXIT:
Open file menu select SAVE or press CNTRL+S Used to quit from Word

EDIT MENU

UNDO TYPING:
Open edit menu select UNDO TYPING or press CNTRL+Z Used to cancel the last action
(operation) you have made
REPEAT TYPING:
Open edit menu select REPEAT TYPING or press CNTRL+Y Used to do a cancelled action
once again,
FIND:
Open edit menu select FIND or press CNTRL+F Used to search for some word or sentence in
your document.
CUT:
Open file menu select CUT or press CNTRL+X Removes the information from an application
and places it on the clipboard.
COPY:
Open file menu select COPY or press CNTRL+C Copy leaves the information in an application
and places a copy of it on the clipboard.
PASTE:
Open file menu select PASTE or press CNTRL+V Copies the information from the clipboard
and places it into an application.
SELECT ALL:
Open file menu select SELECT ALL or press CNTRL+A Used to select the whole document.

VIEW MENU

TOOLBARS:
Open view menu select TOOLBARS used to add toolbars.
HEADER AND FOOTER:
Open view menu select HEADER AND FOOTER used to do a cancelled action once again,
WEB LAYOUT:
Open view menu select TOOLBARS used to create a web page document.
PRINT LAYOUT:
Open view menu select TOOLBARS used to see how text, graphics and other elements will be
positioned on the page.
NORMAL:
Open view menu select TOOLBARS Used for typing editing, and formatting text.
OUTLINE:
Open view menu select TOOLBARS used to look at the structure of the document and to move,
copy, and recognize text by dragging headings.
DOCUMENT MAP:
Open view menu select TOOLBARS Displays the lists of headings in the documents.

INSERT MENU

BREAK:
Open insert menu select BREAK used to insert page break, column brake, text wrapping break.
PAGE NUMBERS:
Open insert menu select PAGE NUMBERS Used to insert page numbers on the top, bottom,
centre, of the document.
SYMBOL:
Open insert menu select SYMBOL Used to insert any symbol which is not present on the
keyboard.
PICTURE:
Open insert menu select PICTURE used to draw or insert any picture.
FORMAT MENU

FONT:
Open format menu select FONT used to change the style of the written text.
BULLETSAND NUMBERING:
Open format menu select BULLETS AND NUMBERING used to insert numbers or any sign
before each line. BORDERS AND SHADING: Open format menu select
BORDERS AND SHADING:
Used to insert borders and color to the page. COLUMNS: Open format menu select
COLUMNS
Used to divide the written text in any numbers of columns. CHANGE CASE: Open format
menu select
CHANGE CASE:
Used to change the case of the letters by applying small capital or all capital formatting.
BACKGROUND:
Open format menu select BACKGROUND used to give a color to the document.

TOOLS MENU

SPELLING AND GRAMMAR:

Open tools menu select SPELLING AND GRAMMAR Used to check the spellings and
grammar faults in the document.
WORD COUNT:
Open tools menu select WORD COUNT Give information about the numbers of words,
paragraphs, lines pages.
AUTO CORRECT OPTION:
Open tools menu select AUTO CORRECT OPTION Used to automatically correct the spellings
of the words while typing.

TABLE MENU

INSERT TABLE:
Open table menu select INSERT TABLE Used to insert table consisting of any number of rows
and columns.
DELETE:
Open table menu select DELETE Used to delete any column, row., table..
SELECT:
Open table menu select SELECT Used to select a table or row or column.
SORT:
Open table menu select SORT. Used to give text a desired direction in the table

WINDOW MENU:
It shows how many word files are open and which one is currently using.

HELP MENU:
It gives information about MS WORD. It also has assistance for MS WORD for any problem.
TEXT FORMATING:
The formatting toolbar is the easiest way to change many attributes of text.

STYLE MENU:
This allows a quick formatting with a consistent and professional look

FONT MENU:
This allows you to change the style of the formatting from the shown list.

This sentence is written using “Times New Roman” type.

This sentence is written using “Courier New” type.

This sentence is written using “Arial” type.

FONT SIZE:
We can change the font size by entering value in this box.
This sentence is written with size 8.

This sentence is written with size 20.

FONT STYLE:
It is use to bold, italicize, and underline the text
 This is an italic sentence.
 This is a bold sentence.
 This is an underlined sentence.
 This is both italic and underlined.
 This is underlined and bold.
 This is italic & underlined & bold.

ALIGNMENT:
Text can be aligned to left, right, or centre of the page or it can be justified across the page.

INCREASE/DECREASE INDENT:
Using this we can change the indents of a paragraph in relation to the side of the page

OUTSIDE BORDER:
Add a border around a text.

HIGHLIGHT COLOR:
Use this option to change the color behind the selected text.

TEXT COLOR:
This option changes the font color.

BULLETS AND NUMBERS:

Use to put numbers or sign before a line.

SELECTING TEXT:

WITH MOUSE
 Move your mouse pointer to the beginning of the text you want to select
 Click and hold the left mouse button
 Move the mouse to the end of the text you want to select.
 Release the mouse button.

WITH KEYBOARD
 Move the blinking cursor, by using the arrow keys, to the beginning of the text you want
to select
 Press and hold the shift button
 Move the cursor to the end of the text that you want to select
 Release the shift button

When a text is selected, you see it highlighted. Now, you can do many operations on the selected
text. Ex: move (cut-paste), copy (copy-paste), underline, change size, type, color, etc)

COPYING OR MOVING A SELECTED TEXT:

To copy or move a text the first thing you have to do is to select it. Then click the Copy or Cut
item from the Edit menu depending on what you want to do. (Cut is used to move). Move the
cursor to the position that you want to insert the selected text. Click Paste in the Edit menu.

DIVIDING A PARAGRAPH INTO COLUMNS:

This paragraph is divided into
three equal width columns first
select all the paragraph then
click columns in the Format
menu choose the number of
columns that you want to
divide the selected text into
click the “Line between” check
box to put a tick and make it
checked if you want to have a
lines between these columns. It
is also possible to have
columns with different widths
and arrange the space between
the columns you want on
If you want to have a lines between these columns. Click the insert menu item in the table menu
enter the number of rows and columns and click ok here is an example

DESIGNING BORDERS AND SHADING OF THE TABLE:

Select the part of the table on which you want to do modifications, click Borders and shading
item in the Format menu, click the Borders tab or the shading tab and choose the line style and
shading color that you like.

INSERTING EQUATIONS INTO YOUR DOCUMENTS:

To insert an equation into a document, click the Object menu item in the Insert menu. Select
“Microsoft Equation 3.0” from the list of object types available. You can now write any kind of
formulas or equations by using the equation tool window.

SOME OTHER NECESSARY COMMANDS:

 By using Line spacing commands, the distance between sentences can be arranged.
(Single space, Double Space…etc.)For this command, from Format drop-down menu,
Paragraph menu should be selected and from there “line spacing” can be arranged.
  By using Effect commands, Superscripts and Subscripts can be written. For this
command, from Format drop-down menu, Font menu should be selected and from there
“Effects” can be arranged.

 By using Footnote command, some necessary footnotes can be written. For this
command, from Insert drop-down menu, Footnote menu should be selected.

 By using Header and Footer commands, Some texts can be written to the top or bottom of
your sheet.(such as date, name…etc.) . For this command, from View drop-down menu,
Header and Footer menu should be selected.

Exercise:
1. Start Word by clicking its icon from the Start\Programs\Word. Type the third paragraph
of the “preliminary explanations” part. Then, copy this paragraph to have five copies of
it.
 Use Times New Roman as the font type and 12 as the font size.
 “Word processors” should be bold and underlined.
 The words “creating”, “editing”, “printing”, “saving”, should be italic. “And”
should be normal.
 “by you” should be of Courier New font type
 “Help Menu” should have font size 16
 The paragraph should be centered.

2. Divide the text that you have written into three equal-width columns and put lines
between them.

3. Insert a table that has 3 rows and 4 columns. The title of columns should be ID, Name,
Surname, and Age. Fill in the first row with these titles. Into the second row, write
yourself, and into the third, write a friend of you

4. Write all the equations shown above.

Teacher Signature:______________________