Karachi School of Business & Leadership

2023 APPLICATION OF INFORMATION &

COMMUNICATION TECHNOLOGIES
MASTER LAB MANUAL

COMPUTER SCIENCE PROGRAM

DEPARTMENT OF DECISION SCIENCES
Contents
Lab 01 - Working with Microsoft Word ....................................................................................................... 2
Lab 02 - Working with Microsoft Power Point ........................................................................................... 29
Lab 03 - Working with Microsoft Excel ..................................................................................................... 47
Lab 04 - Exploring Advance Features of MS Excel .................................................................................... 90
Lab 05 - Exploring Advance Features of MS Excel.................................................................................. 102
Lab 06 - Exploring Advance Features of MS Excel ............................................................................... 108

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 Karachi School of Business &
Leadership

Application of Information & Communication Technology

- Lab
Fall 2023
Lab 01 - Working with Microsoft Word

Objective(s): To learn the basics of Microsoft WORD

Microsoft Word
Microsoft Word is a word processing software package. You can use it to type letters, reports,
and other documents. This tutorial teaches Microsoft Word 2016 basics. Although this tutorial
was created for the computer novice, because Microsoft Word 2016 is so different from previous
versions of Microsoft Word, even experienced users may find it useful.

This lesson will introduce you to the Word window. You use this window to interact with Word.
To begin this lesson, open Microsoft Word 2016. The Microsoft Word window appears and your
screen looks similar to the one shown here.

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Shortcut Keys
Ctrl+0
Toggles 6pts of spacing above the paragraph.

Ctrl+A
Select all contents of the page

Ctrl+T
Create a hanging indent.

Ctrl+U
Underline the selected text.

Ctrl+V
Paste.

Ctrl+W
Close the currently open document.

Ctrl+X
Cut selected text.

Ctrl+Y
Redo the last action performed.
Ctrl+Z

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Undo last action.

Ctrl+Shift+A
Sets the selected text to all capital letters.

Ctrl+Shift+D
Adds double underline to the selected text.

Ctrl+Shift+E
Enable or disable revision tracking.

Ctrl+Shift+F
Opens Font window to change the font.

Ctrl+Shift+L
Quickly create a bullet point.

Ctrl+Shift+>
Increase selected font +1pts up to 12pt and then increase font +2pts.

Ctrl+]
Increase selected font +1pts.

Ctrl+Shift+<
Decrease selected font -1pts if 12pt or lower; if above 12, decreases font by +2pt.

Ctrl+[
Decrease selected font -1pts.

Ctrl+/+C
Insert a cent sign (¢).
Ctrl+'+<char>
Insert a character with an accent (acute) mark, where <char> is the character you want. For
example, if you wanted an accented é you would use Ctrl+'+e as your shortcut key. To reverse
the accent mark, use the opposite accent mark, often found on the tilde key.

Ctrl+Shift+*
View or hide non printing characters.

Ctrl+Left arrow
Moves one word to the left.

Ctrl+Right arrow
Moves one word to the right.

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Ctrl+Up arrow
Moves to the beginning of the line or paragraph.

Ctrl+Down arrow
Moves to the end of the paragraph.

Ctrl+Del
Deletes word to right of cursor.

Ctrl+Backspace
Deletes word to left of cursor.

Ctrl+End
Moves the cursor to the end of the document.

Ctrl+Home
Moves the cursor to the beginning of the document.

Ctrl+Spacebar
Reset highlighted text to the default font.

Ctrl+1
Single-space lines.

Ctrl+2
Double-space lines.

Ctrl+5
1.5-line spacing.

Ctrl+=
Set selected text as subscript.

Ctrl+Shift+=
Set selected text as superscript.
Ctrl+Alt+T
Insert trademark (TM) symbol.

Ctrl+Alt+1
Changes text to heading 1.

Ctrl+Alt+2
Changes text to heading 2.

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Ctrl+Alt+3
Changes text to heading 3.

Ctrl+Alt+F2
Open new document.

Ctrl+F1
Open the Task Pane.

Ctrl+F2
Display the print preview.

Ctrl+Shift+>
Increases the font size of selected text by one point.

Ctrl+Shift+<
Decreases the font size of selected text by one point.

Ctrl+Shift+F6
Switches to another open Microsoft Word document.

Ctrl+Shift+F12
Prints the document.

F1
Open help.

F4
Repeat the last action performed (Word 2000+).

F5
Open the Find, Replace, and Go To window in Microsoft Word.

F7
Spellcheck and grammar check selected text or document.

F12
Save As.

Shift+F3
Change the text in Microsoft Word from uppercase to lowercase or a capital letter at the
beginning of every word.

Shift+F7
Runs a Thesaurus check on the selected word.

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Shift+F12
Save the open document. Like Ctrl+S.

Shift+Enter
Create a soft break instead of a new paragraph.

Shift+Insert
Paste.

Shift+Alt+D
Insert the current date.

Shift+Alt+T
Insert the current time.
You can also utilize the mouse to perform many common actions. The following section contains
examples of mouse shortcuts.

Mouse shortcuts

Description
Click, hold, and drag
Selects text from where you click and hold to the point you drag and let go.

Double-click
If double-clicking a word, selects the complete word.

Double-click
Double-clicking the left, center, or right of a blank line makes the alignment of the text left,
center, or right aligned.

Double-click
Double-clicking anywhere after text on a line sets a tab stop.

Triple-click
Selects the line or paragraph of the text where the mouse is triple-clicked.

Ctrl+Mouse wheel
Zooms in and out of documents.

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Home
In Microsoft Word, the Home tab is the default. There are five categories of instructions that are
connected to each other.
• Clipboard
• Font
• Paragraph
• Styles
• Edi
• ting

Insert
The Ribbon's second tab is the Insert tab. It's used to insert or add more features to your
document, as the name implies. Tables, photos, clip art, shapes, page numbers, and other
elements are frequently included.
Pages, Tables, Illustrations, Links, Header & Footer, Text, and Symbols are the seven groupings
of linked commands on the Insert tab.

Pages
In this tool the user is given the command to add a new cover page which is customized by the
user. Another option which is given to the user is to add a new clear page at the place of cursor
and insert a new page and start at the same position.

Tables
Tables divide text into rows and columns, making it easier to input, modify, and format while
maintaining proper space in your document. A cell is the intersection of a row and a column in a
table, while a cell is the intersection of a row and a column in a table.

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Word provides four ways to create a table:
• Click the Insert tab, click the Table icon, and then highlight the number of rows and
columns for your table (up to a maximum of eight rows and ten columns).
• Use the Insert Table dialog box.
• Draw the size and position of the table with the mouse.
• Convert existing text (divided by a delimiter character such as a tab or a comma).

Illustrations
Pictures, shapes, smart art, and charts may all be inserted into your document using the Microsoft
Illustrations group. These choices will improve the appearance and layout of your papers. When
a graphic image is chosen, the Drawing Tools and Picture Tools tabs display. We can also make
charts, graphs and different shapes through this tool.

Header and Footer

The top margin of each page is called a header, while the bottom margin is called a footer.

Headers and footers can be used to include information that should display on every page of a
document, such as your name, the document's title, or page numbers.
How to enter a header or footer: -
• Go to Insert > Header or Footer.
• Choose the header style you want to use.
• Add or change text for the header or footer. For more info on things you can do with
headers, see Edit your existing headers and footers. To edit a header or footer that's been
already created, double-click on it.
• To eliminate a header--like deleting it on the title page--select it and then check the
Different First Page box.
• Select Close Header and Footer or press Esc to exit.

To delete
Select Insert > Header (or Footer) > Remove Header (or Remove Footer).
This option is also used to mark page numbers on the documents.

Texts and Symbols

These tools are used to add different kinds of texts and the texts which are added in the document
can be added in different style for example a book etc. These tools are also used to add different
reusable piece of contents like fields, documents properties and etc.

Symbols of different types of equations and different symbols which can’t be found on the
regular keyboard can be added through this tool. It helps in writing different types of
mathematical equations or evaluations.

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Different Kinds of Symbols in MS Word

These are just some of the symbols which can be found in Ms Word.

How to add a drawing in your document

• Click in your document where you want to create the drawing.
• On the Insert tab, in the Illustrations group, click Shapes.

You can do any of the following on the Format tab, which appears after you insert a drawing
shape:
• Insert a shape. On the Format tab, in the Insert Shapes group, click a shape, and then
click somewhere in the document.
• Change a shape. Click the shape you want to change. On the Format tab, in the Insert
Shapes group, click Edit Shape, point to Change Shape, and then choose a different
shape.
• Add text to a shape. Click the shape you where you want text, and then type.
• Group selected shapes. Select several shapes at a time by pressing CTRL on your
keyboard and clicking each shape you want to include in the group. On the Format tab in
the Arrange group, click Group so that all of the shapes will be treated like a single
object.
• Draw in the document. On the Format tab, in the Insert Shapes group, expand the shapes
options by clicking the arrow.

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Design
The design tab is dedicated to document formats, layouts, themes, page backgrounds, and color
schemes, all of which work together to make a document file seem appealing, appealing, and
agreeable to the eye.

We only have two areas under the Design tab: document formatting and page backdrop, which
will assist users in adding a color theme and setting a format to their document files, as well as
adding a creative background to the file.

If you do not see it, go to File>Options>Customize Ribbon and check the box to the left of
Design.

Page Layout
It is the MS Word's fourth tab. This option allows you to adjust the page size, margins, line
spacing, indentation, documentation orientation, and other aspects of your document's
appearance. Page Setup, Paragraph, and Arrange are the three categories of linked operations on
the Page Layout tab.

Components of Page Layout

Following are the components of page layout;

Page Setup
Page setup tool is used to different works. It helps in the orientation of the document; it also
helps in setting the margins of the documents. It helps us get the right size of columns and rows
in the table.

Margins - Drop-Down. Let’s you choose from one of the built-in margin settings or lets you

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customize your own. Similar to Excel but has 2 more options "Moderate" and "Mirrored".
Custom Margins displays the "Page Setup" dialog box (Margins tab).

Orientation - Drop-Down. Let’s you change the orientation of the current section. The drop-
down contains the commands: Portrait and Landscape. This provides a shortcut to the (Page
Setup) (Page tab, Orientation).

Size - Drop-Down. Let’s you select from all the different available paper sizes. This provides
a shortcut to the (Page Setup) (Page tab, Paper size drop-down).

Columns - Drop-Down. The drop-down contains the commands: One, Two, Three, Left and
Right and the command More Columns. Provides access to 1,2,3 column layouts.

Breaks - Drop-Down. The drop-down contains the commands: Insert Page Break, Remove
Page Break and Reset All Page Breaks.

Line Numbers - Drop-Down. The drop-down contains the commands: None, Continues,
Restart Each Page, Restart Each Section, Suppress for Current Paragraph and Line Numbering
Options. The Line Numbering Options displays the "Page Setup" dialog box (Layout tab).

Hyphenation - Drop Down. The drop-down contains the commands: None, Automatic,
Manual and Hyphenation Options. The Hyphenation Options displays the "Hyphenation"
dialog box.

Paragraph

You can quickly display the "Paragraph" dialog box, Indents and Spacing tab, by clicking on
the launcher in the bottom right corner of this group. These are options taken from the (Format
Paragraph) (Indents and Spacing tab) for quick access.

Indent Left - Textbox. This automatically updates to indicate how much indentation has been
applied to the paragraph of the current selection. This can be used to change the left indentation
for the current selection.

Indent Right - Textbox. This automatically updates to indicate how much indentation has been
applied to the paragraph of the current selection. This can be used to change the right indentation
for the current selection.

Spacing Before - Textbox. This automatically updates to indicate how much spacing is defined
before the paragraph of the current selection. This can be used to change the spacing for the
current selection.

Spacing After - Textbox. The automatically updates to indicate how much spacing is defined

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after the paragraph of the current selection. This can be used to change the spacing for the
current selection.

Arrangement

This whole group also appears on the Drawing Tools - Format contextual tab.

Position - Drop-Down. Displays a list of picture positioning options. The drop-down contains
the commands: In Line with Text and Text Wrapping. You can select More Layout Options to
display the "Advanced Layout" dialog box.

Wrap Text - Drop-Down. The drop-down contains the commands: In Line with Text, Square,
Tight, Through, Top and Bottom, Behind Text, In Front of Text, Edit Wrap Points and More
Layout Options.

Bring Forward - Button with Drop-Down. The button brings the selected object forward one
level. The drop-down provides a command to bring the selected object in front of all the other
objects.

Send Backward - Button with Drop-Down. The button brings the selected object back one level.
The drop-down provides a command to send the selected object to the back of all the other
objects.

Selection Pane - Displays the Selection Pane task pane.

Align - Drop-Down. The drop-down contains the commands: Align Left, Align Center, Align
Right, Align Top, Align Middle, Align Bottom, Distribute Horizontally, Distribute Vertically,
Align to Page, Align to Margin, Align Selected Objects, View Gridlines and Grid Settings. The
Grid Settings displays the "Drawing Grid" dialog box.

Group - Drop-Down. The drop-down contains the commands: Group, Regroup and Ungroup.

Rotate - Drop-Down. The drop-down contains the commands: Rotate Right 90, Rotate Left 90,
Flip Vertical, Flip Horizontal and More Rotation Options.

References
In MS Word, it's the fifth tab. It lets you insert document sources, citations, and bibliographical
instructions, among other things. It also has instructions for making a table of contents, an index,
a table of contents, and a table of authorities, among other things. Table of Contents, Footnotes,
Citations & Bibliography, Captions, Index, and Table of Authorities are the six groupings of
linked commands on the References tab.

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Components of References
The components of References are explained below:

Table of Contents

Table of Contents - Drop-Down. Provide an overview of your document by adding a table of

contents. The drop-down contains the commands: Built-in, Insert Table of Contents and Save
Selection to Table of Contents Gallery.

Add Text - Drop-Down. The drop-down contains the commands: Do Not Show in Table of
Contents, Level 1, Level 2 and Level 3.

Update Table - Updates the table of contents so that all the entries refer to the correct page
numbers.

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Footnotes
You can quickly display the "Footnote and Endnote" dialog box by clicking on the dialog box
launcher in the bottom right corner of this group.

Insert Footnote - (Alt + Ctrl + F). Inserts a footnote at the current position. Footnotes are
automatically renumbered as you move text around the document.

Insert Endnote - (Alt + Ctrl + D). Inserts an endnote at the end of the document. End notes are
always placed at the end of a document.

Next Footnote - Button with Drop-Down. The button moves to the next footnote. The dropdown
provides the commands Next Footnote, Previous Footnote, Next Endnote and Previous Endnote.

Show Notes - Shows where footnotes and endnotes are located.

Citations and Bibliography

Insert Citation - Dropdown. The drop-down contains the commands: Add New Source, Add
New Placeholder and Search Libraries.

Manage Sources - Displays a list of all the sources cited in the active document.

Style - Choose the style of citation to use in the document.

Bibliography - Drop-Down. The drop-down contains the commands: Insert Bibliography and
Save Selection to Bibliography Gallery.

Captions

Insert Caption - Insert a caption below a picture or graphic to provide a short description.

Insert Table of Figures - Add a list of captioned objects and their page numbers.

Update Table - Updates the table of figures to include all of the entries in the document.

Cross-reference - Displays the "Cross-reference" dialog box allowing you to insert cross-
referencing into your document.

Index

Mark Entry - (Alt + Shift + X). Marks the currently selected text so it will appear in the index
of the document.

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Insert Index - Add an index listing key words and page numbers they appear on.

Update Index - Updates the index table.

Table of Authorities

Mark Citation - (Alt + Shift + I). Adds the currently selected text so it will appear in the table of
authority.

Insert Table of Authorities - Inserts a table of authorities for cases, statutes and other
authorities in the document.

Update Table - Updates the table of authorities to include all the citations in the document.

Mailings
In MS Word, it's the sixth tab. Of all the tabs accessible in MS Word, it is the one that is utilized
the least. You may use it to combine emails, write and insert different fields, examine results,
and convert a file to PDF format. Create, Start Mail Merge, Write & Insert Fields, Preview
Results, and Finish are the five groupings of linked commands on the Mailings tab.

Components of Mailings
The components of Mailings are explained below;

Create

Envelopes - Lets you create and print envelopes.

Labels - Lets you create and print labels.

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Start Mail Merge

Start Mail Merge - Drop-Down. The drop-down contains the commands: Letters, E-mail
Messages, Envelopes, Labels, Directory, Normal Word Document and Step-by-Step Mail Merge
Wizard. Creates a form letter which you intend to email or print multiple times sending each
copy to a different recipient. Displays the "New Address List" dialog box.

Select Recipients - Drop-Down. The 3 options are from step 3 of the wizard. The drop-down
contains the commands: Type New List, Use Existing List and Select from Outlook Contacts.
Type New List displays the "New Address List" dialog box. You will have to save this list as a
Microsoft Office Address List (.mob).
Edit Recipient List - Displays the "Mail Merge Recipients" dialog box allowing you to change
or filter the list of recipients.

Write and Insert Fields

Highlight Merge Fields - Highlights all the fields in the active document that have been
inserted. This makes is easy to see what will be replaced.

Address Block - Displays the "Insert Address Block" dialog box. This allows you to customize
how the address will be inserted.

Greeting Line - Displays the "Insert Greeting Line" dialog box. Let’s you add a greeting line to
your document.

Insert Merge Field - Button with Drop-Down. The button displays the "Insert Merge Field"
dialog box. The drop-down allows you to quickly insert a merge field just by clicking on it in the
list and contains the commands: Title, First Name, Last Name, Company Name, Address Line a,
Address Line 2, City, State, Zip Code, Country or Region, Home Phone, Work Phone, Email
Address.

Rules - Drop-Down. Let’s you add decision making rules to the mail merge. The drop-down
contains the commands: Ask, Fill-in, If-Then-Else, Merge Record, Merge Sequence, Next
Record, Next Record If, Set Bookmark, Skip Record If.

Match Fields - Displays the "Match Fields" dialog box allowing you to match the required fields
with the recipients list.

Update Labels - Only enabled when creating labels. Updates all the labels in the document to be
consistent with the first label.

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Preview Result

Preview Results - This is disabled when there are no fields in your document. Toggles the
merged fields in your document with actual data from your recipient list.

First Record - View the first record in the recipient list.

Previous Record - View the previous record in the recipient list.

Go to Record - View a specific record in the recipient list.

Next Record - View the next record in the recipient list.

Last Record - View the last record in the recipient list.

Find Recipient - Displays the "Find Entry" dialog box to search for a particular text entry.

Check for Errors - (Alt + Shift + K). Displays the "Checking and Reporting Errors" dialog box.
This allows you to simulate the mail merge and to specify how to handle any errors that occur
during mail merge. You can even simulate the merge and report errors in a new document.

Finish

Finish & Merge - Drop-Down. The drop-down contains the commands: Edit Individual
Documents, Print Documents and Send E-mail Messages

Review
In MS Word, it's the seventh tab. This page provides you with a number of useful commands for
modifying your document. It assists you in proofreading your text, adding or removing
comments, tracking changes, and so on. Proofing, Comments, Tracking, Changes, Compare, and
Protect are the six groupings of linked commands on the Review tab.

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Components of Review

The components of review are as follow:

Proofing

Editor - Displays the "Spelling and Grammar" dialog box. This allows you to check the spelling
and grammar in the active document.

Thesaurus - Toggles the display of the Research task pane defaulting the research service to the
thesaurus. Same as Excel.

Word Count - This displays the "Word Count" dialog box displaying the document statistics.
This dialog box can also be displayed by clicking on the word count indicator on the status bar.

Speech

Enabling and using the "Text to Speech" option in each software will allow you to read the
document, sheet, or presentation in the same way that a voice reader would.

Using "Text to Speech" in Word:

• Highlight the text you wish to be read out loud (select Ctrl-A for the whole document)
• Select the “Speak” icon and it will begin reading the highlighted text
• To stop the reading, select the “Speak” icon again.

Accessibility

Accessibility Checker is a built-in feature in Microsoft Office that discovers accessibility issues
and alerts, explains why they exist, and provides remedies.

How to use the Checker in Word

• Click the “Review” tab on the ribbon.

• Click the “Check Accessibility” icon. (Or in the “Tools” menu, click “Check
Accessibility.”)
• In the pane that appears beside your document, you see a list of accessibility issues. Click
an issue to highlight it in your document. The accessibility checker will suggest for how
to fix the problem you’ve selected.

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Language

Translate - Drop-Down. Displays the Research task pane. This drop-down contains the
commands: Translate Document, Translate Selected Text, Mini Translator and Choose
Translation Language.

Language - Drop-Down. This drop-down contains the commands: Set Proofing Language and
Language Preferences. Set Proofing Language display the "Language" dialog box. Language
Preferences displays the "Options" dialog box, Language Tab.

Comments

New Comment - (Shift + F2). Inserts a comment at the active cell. This command does not
change to Edit Comment when a comment is selected like it does in Excel.

Delete - Button with Drop-Down. Deletes the selected comment. The button deletes the
comment in the active selection.
The drop-down contains the commands:
Delete All Comments Shown and Delete all comments in Document. This is disabled when the
document does not contain any comments.

Previous - Goes to the previous comment in the active document. This is disabled when the
document does not contain any comments.

Next - Goes to the next comment in the active document. This is disabled when the document
does not contain any comments.

Tracking

Track Changes - (Ctrl + Shift + E). Button with Drop-Down. The drop-down is the old (Show
>Options) from the Reviewing toolbar and contains the commands Track Changes, Change
Tracking Options and Change User Name. Change Tracking Options displays the Track Changes
Options dialog box. Change User Name displays the Word Options dialog box (Popular tab).

Balloons - Drop-Down. Let’s you choose how to display the revisions either in the margin or in
the actual document.
The drop-down contains the commands:
Show Revisions in Balloons, show all Revisions Inline and Show Only Comments and
Formatting in Balloons.

Display for Review - Drop-Down.

The drop-down contains the commands: Simple Markup, All Markup, No Markup and Original.

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Show Markup - Drop-Down. The drop-down contains the commands: Comments, Ink,
Insertions and Deletions, Formatting, Specific People, Balloons, Highlight Updates, Other
Authors.

Reviewing Pane - Button with Drop-Down. The button toggles the display of the Reviewing
pane. The drop-down contains the commands: Reviewing Pane Vertical and Reviewing Pane
Horizontally. There is now also summary information at the top of the pane.

Changes

Accept - Button with Drop-Down. The button is the Accept and Move to Next command which
accepts the current change and moves to the next proposed change. The drop-down contains the
commands: Accept and Move to Next, Accept Change, accept all Changes Shown and Accept all
Changes in Document. This drop-down is disabled when the document is protected.

Reject - Button with Drop-Down. The button is the Reject and Move to Next command which
rejects the current change and moves to the next proposed change. The drop-down contains the
commands: Reject and Move to Next, Reject Change, reject all Changes Shown and Reject all
Changes in Document. This drop-down is disabled when the document is protected.

Previous - Moves to the previous revision in the active document.

Next - Moves to the next revision in the active document.

Compare

Compare - Drop-Down. The drop-down contains the commands: Compare and Combine. The
Compare command lets you compare two versions of the same document and displays the
"Compare Documents" dialog box. The Combine command lets you combine revisions from
multiple authors and displays the "Combine Documents" dialog box. This drop-down is disabled
when the document is protected.

Protect

Block Authors - Drop-Down. Prevent others from making changes to the selected text.

Restrict Editing - Toggles the display of the Restrict Editing task pane.
All these options will be disabled if your document is the basis of a mail merge. Similar to
Protect workbook drop-down in Excel.

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This button changes into a drop-down when you are using Information Rights Management
(IRM). The only Office suite to include IRM though is Professional Plus, Ultimate and
Enterprise. In order to use IRM you need to have Microsoft Windows Rights Management
Service (RMS) for windows server.

Ink

When using a touch device, you may operate without using a keyboard by using your finger or a
digital pen. Ink Editor allows you to employ natural motions like circling to pick and crossing
out to erase in addition to drawing, writing, and highlighting.

View
This group contains all of the commands for viewing your documents in various ways.

Read Mode - Maximizes the Word window on the screen and removals all toolbars etc. to allow
easy reading.

Print Layout - Displays the document as it would appear if printed and is the default view.

Web Layout - Displays the document as it would appear as a web page.

Outline - Displays the document as an outline is displays the Outlining contextual tab.

Draft - Displays the document in draft mode allowing for quick editing. When using this view
certain aspects of the document are not visible, for example any headers or footers.

Components of View

The components of view are explained below: -

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Page Movement
To navigate between our pages, we use this command to scroll up and down. We choose the
command Side to Side from the View tab's Page Movement box. We may see entire pages by
executing this command and sliding each page from right to left or left to right.

Show

Ruler - Toggles the display of the ruler(s).

Gridlines - Toggles the display of gridlines.

Navigation Pane - Toggles the display of the Navigation task pane. This is a combination of the
Find, Document Map and Thumbnails.

Zoom

Everything to do with changing the active document's display percentage. In the bottom right
corner, close to the status bar, there's also a new zoom slider.

Zoom - Displays the "Zoom" dialog box. This can also be accessed from the status bar by
clicking on the view percentage.

100% - Adjusts the zoom to 100% of its normal size. Let’s you quickly return to 100%.

One Page - Adjust the zoom so an entire page fits in the application window.

Two Pages - Adjust the zoom so two entire pages fit in the application window.

Page Width - Adjust the zoom so the width of the page is the same as the width of the
application window.

Window

Every document you open in Word can be thought of as a window. It is possible to open multiple
windows of the same document.

New Window - Lets you create a new window of the active document.

Arrange All - Tile all the open windows side by side on the screen. This will also maximize the
application / document to a full screen.

Split - Splits the current window into two parts.

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View Side by Side - Displays two documents side by side so they can be easily compared. If you
have more than two documents open the "Compare Side by Side" dialog box is displayed so you
can choose which document to display next to the active document. Allowing you to scroll
multiple windows at the same time.

Synchronous Scrolling - Toggles the synchronize scrolling of the two documents that are
displayed side by side. This is only enabled when you are viewing two documents side by side.

Reset Window Position - Resets the windows positions so they take up the same amount of
space on the screen when two documents are displayed side by side. This is only enabled when
you are viewing two documents side by side.

Switch Windows - Drop-Down. Let’s you switch between all the currently active documents.
This displays all the window / documents that are currently open in the particular session.

Macros

Macros - Button with Drop-Down. The button is the View Macros command and displays the
"Macros" dialog box. The drop-down contains the commands: View Macros, Record Macro and
Pause Recording.
If you want to edit macros or do anything more complicated then you should have the Developer
tab displayed as well.

Share Point

You may save files to one of those locations, such as your Word documents, and then use the
Share point command to allow others view or edit your copy of the file. It may be used to store,
organize, share, and access information from any device in a secure manner.

Help
Help - Displays the Help task pane displaying the home page. This can also be displayed by
pressing F1.

Contact Support - Displays the Help task pane allowing you to request help.

Feedback - Displays the Feedback tab from the File tab.

Show Training - Displays the Help task pane displaying training videos.

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What’s New - See the most recently installed updates. This can also be accessed from the File
tab, Account.

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 Exercises

Task 1:

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Task 2:

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Task 3:
Use Equation option from Insert toolbar and write six different mathematical
equations exploring different options available. Use bullets for different equations.

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GE-1102 LAB-02

Karachi School of Business &

Leadership

Application of Information & Communication Technology

- Lab
Fall 2023
Lab 02 - Working with Microsoft Power Point

Objective(s): To learn the basics of Microsoft Power Point

The PowerPoint Window

PowerPoint is a presentation software package. With PowerPoint, you can easily create slide
shows. Trainers and other presenters use slide shows to illustrate their presentations.

This lesson introduces you to the PowerPoint window. You use the window to interact with the
software.

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GE-1102 LAB-02
The Quick Access Toolbar

Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar
provides you with access to commands you frequently use. By default, Save, Undo, and Redo
appear on the Quick Access toolbar. You use Save to save your file, Undo to rollback an action
you have taken, and Redo to reapply an action you have rolled back.

The Title Bar

The Title bar is located at the top in the center of the PowerPoint window. The Title bar displays
the name of the presentation on which you are currently working. By default, PowerPoint names
presentations sequentially, starting with Presentation1. When you save your file, you can change
the name of your presentation.

The Ribbon

1 Tabs

2 Command Group

3 Command Buttons

4 Launcher

You use commands to tell PowerPoint what to do. In PowerPoint 2016, you use the Ribbon to
issue commands. The Ribbon is located near the top of the PowerPoint window, below the Quick
Access toolbar. At the top of the Ribbon are several tabs; clicking a tab displays several related
command groups. Within each group are related command buttons. You click buttons to issue
commands or to access menus and dialog boxes. You may also find a dialog box launcher in the

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GE-1102 LAB-02
bottom-right corner of a group. When you click the dialog box launcher, a dialog box makes
additional commands available.

Slides, Placeholders, and Notes

1 Slide

2 Placeholders

3 Notes

Slides appear in the center of the window. You create your presentation on slides. Placeholders
hold the objects in your slide. You can use placeholders to hold text, clip art, charts, and more.

You can use the notes area to creates notes to yourself. You can refer to these notes as you give
your presentation.

Status Bar, Tabs, View Buttons, and More

Status Bar 6 Vertical & Horizontal
1
Splitter Bars

2 Outline Tab 7 Minimize Button

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GE-1102 LAB-02
3 Slides Tab 8 Maximize/Restore Button

4 View Buttons 9 Close Button

5 Zoom

The Status bar generally appears at the bottom of the window. The Status bar displays the number
of the slide that is currently displayed, the total number of slides, and the name of the design
template in use or the name of the background.

The Outline tab displays the text contained in your presentation. The Slides tab displays a
thumbnail of all your slides. You click the thumbnail to view the slide in the Slide pane.

The View buttons appear near the bottom of the screen. You use the View buttons to change
between Normal view, Slider Sorter view, and the Slide Show view.

Normal View

Normal view splits your screen into three major sections: the Outline and Slides tabs, the Slide
pane, and the Notes area. The Outline and Slides tabs are on the left side of your window. They
enable you to shift between two different ways of viewing your slides. The Slides tab shows
thumbnails of your slides. The Outline tab shows the text on your slides. The Slide pane is located
in the center of your window. The Slide pane shows a large view of the slide on which you are
currently working. The Notes area appears below the Slide pane. You can type notes to yourself
on the Notes area.

Slide Sorter View

Slide Sorter view shows thumbnails of all your slides. In Slide Sorter view, you can easily add,
delete, or change their order of your slides.

Slide Show

Use the Slide Show view when you want to view your slides, as they will look in your final
presentation. When in Slide Show view:

Esc Returns you to the view you were using previously.

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GE-1102 LAB-02
Left-clicking Moves you to the next slide or animation effect. When you
reach the last slide, you automatically return to your
previous view.

Right- Opens a pop-up menu. You can use this menu to navigate
clicking the slides, add speaker notes, select a pointer, and mark
your presentation.

Zoom allows you to zoom in and zoom out on the window. Zooming in makes the window larger
so you focus in on an object. Zooming out makes the window smaller so you can see the entire
window.

You can click and drag the vertical and horizontal splitter bars to change the size of your panes.

You use the Minimize button to remove a window from view. While a window is minimized, its
title appears on the taskbar. You click the Maximize button to cause a window to fill the screen.
After you maximize a window, clicking the Restore button returns the window to its former smaller
size. You click the Close button to exit the window and close the program.

Creating Your First PowerPoint Presentation

You create your PowerPoint presentation on slides. You use layouts to organize the content on
each slide. PowerPoint has several slide layouts from which to choose.

Themes are sets of colors, fonts, and special effects. Backgrounds add a colored background to
your slides. You can add themes and backgrounds to your slides. After you complete your slides,
you can run your presentation.

Create a Title Slide

When you start PowerPoint, PowerPoint displays the title slide in the Slide pane. You can type the
title of your presentation and a subtitle on this slide. To enter text:

• Click and type the title of your presentation in the "Click to add title" area.
• Click and type a subtitle in the "Click to add subtitle" area.

If you do not wish to use the title slide, click the Delete Slide button in the Slides group on the
Home tab.

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GE-1102 LAB-02
Create a Title Slide

1. Open PowerPoint. You are presented with a title slide.

2. Enter the information shown here. Type College Scholarships and Financial Aid in the Click to
Add Title text box. Type Paying for College in the Click to Add Subtitle text box.

Create New Slides

After completing your title slide, you can create additional slides. To create a new slide:

1. Choose the Home tab.

2. Click the New Slide button in the Slides group. The Office Theme dialog box appears and displays
several layout templates.
3. Click the layout you want. The layout appears in the Slide pane of the PowerPoint window.

3. To add text, click inside the placeholder and type.

4. To add an additional slide to your presentation, do one of the following:

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GE-1102 LAB-02
Right-click the slide layout. A menu appears. Click Layout and then click the layout you
want.

Choose the Home tab, click the New Slide button, and then choose the slide layout you
want.

Create New Slides

1. Choose the Home tab.

2. Click the New Slide button in the Slides group. The Office Theme dialog box appears.
3. Click the Title and Content Layout. The slide appears on the Slides tab.

4. Enter the information shown here. Type Here is what to do: (including the colon) in the Click to
Add Title text box. Type the bulleted text in the Content text box.

Create an Outline

If you need to present the information in your slide in outline form, you can easily create an outline
by using the Increase List Level button to create a hierarchy.

1. Choose the Home tab.

2. Click the New Slide button in the Slides group. The Office Theme dialog box appears.
3. Click the Title and Content layout.

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GE-1102 LAB-02
4. Enter the information shown here. Click the Increase List Level button in the Paragraph group to
indent the bullets for Stafford Loans and PLUS Loans. If you ever need to decrease an indent, use
the Decrease List Level button in the Paragraph group.

Use Two-Column Text

You can also place text in two separate columns.

1. Choose the Home tab.

2. Click the New Slide button in the Slides group. The Office Theme dialog box appears.
3. Click the Two Content layout.
4. Enter the information shown here.

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GE-1102 LAB-02
Make Changes to Your Slides

After creating a slide, if you want to add text:

1. Place the mouse pointer at the point at which you would like to add text.
2. Type the information you want to add.

If you would like to change text:

1. Select the text you want to change.

2. Type the new text.

You can use the Backspace key to delete text. You can also delete text by highlighting the text and
pressing the Delete key.

Apply a Theme

A theme is a set of colors, fonts, and special effects. Themes provide attractive backgrounds for
your PowerPoint slides.

To apply a theme to all of the slides in your presentation:

1. Choose the Design tab.

2. Click the More button in the Themes group.
3. Click the design you want.

To apply a theme to selected slides:

1. Click the Slides tab, located on the left side of the window.
2. Hold down the Ctrl key and then click to select the slides to which you want to apply a theme.
3. Choose the Design tab.
4. Click the More button in the Themes group.
5. Right-click the theme you want to apply. A menu appears.
6. Click Apply to Selected Slides. Excel applies the theme to the slides you selected.

You can add a dramatic effect to your theme by applying a background.

1. Choose the Design tab.

2. Click the Background Styles button.
3. Click the background you want.

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GE-1102 LAB-02
Apply a Theme

1. Choose the Design tab.

2. Click the More button in the Themes group.
3. Click the theme you want. PowerPoint applies the theme to all of the slides in your
presentation.

Add a Background

1. Choose the Design tab.

2. Click the Background Styles button.
3. Click the background you want. PowerPoint applies the background to your slides.

Run Your PowerPoint Slide Show

After you create your slides, you can run your slide show:

1. Do any one of the following:

o Press F5.
o Choose the Slide Show tab. Click the From Beginning button in the Start Slide Show group.
o Click the Slide Show icon in the bottom-right corner of your screen.

Your slide show appears on your screen.

Navigating the Slide Show

Task Procedure

Go to the next slide. Do one of the following:

• Press the Right Arrow key.

• Press the Enter key.
• Press the Page Down key.
• Left-click the slide.

Go to the previous slide. Do one of the following:

• Press the Left Arrow key.

• Press the Backspace key.
• Press the Page Up key.

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GE-1102 LAB-02
End the slide show and return to Press the Esc key.
PowerPoint.

Animations, Transitions, Spell Check, Outline Tab, Slides Tab and Sorter View

Animations control how objects move onto, off of, and around your slides. Transitions control how
your presentation moves from one slide to the next.

Add Animations

You can animate the objects on your PowerPoint slides. PowerPoint provides four types of
animations: Entrance, Emphasis, Exit, and Motion Paths. An Entrance animation determines the
manner in which an object appears on a slide; for example, an object can move onto a slide. An
Emphasis animation does something to draw attention to an object; for example, the object can
become larger. An Exit animation determines the manner in which an object leaves a slide; for
example, an object can move off a slide. A Motion Paths animation determines how an object
moves around a slide; for example, an object can move from left to right.

After you add an animation, you can use the Custom Animation pane to modify it by choosing an
effect. Choosing an effect enables you to define what starts the animation, its properties (such the
direction from which an object moves onto the slide), and control the speed of the animation. In
addition, you can have an animation start when you click the mouse, start along with the previous
animation, or start at a specified time after the previous animation.

If the Auto Preview box is checked on the Custom Animation pane, PowerPoint provides you with
preview of your animation after you create it and each time you modify it. You can also use the
Play button on the Custom Animation pane to preview an animation.

To choose an effect:

1. Select the object you want to animate.

2. Choose the Animations tab.
3. Click the Custom Animation button. The Custom Animation pane appears.
4. Click the Add Effect button. A menu appears.
5. Choose the type of effect you want. A submenu appears.
6. Click the effect you want. PowerPoint applies the effect.

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GE-1102 LAB-02
Add Transitions

Transitions determine how your presentations move from one slide to the next. For example, a
slide can move up onto the screen and replace the previous slide. PowerPoint provides several
transition methods. You can add sound to a transition and you can control its speed. You can apply
a transition to selected slides or to all of the slides in your presentation.

A transition can occur when the presenter clicks the mouse or after the amount of time you specify.

To apply a transition to selected slides:

1. On the Slides tab, hold down the Ctrl key and then click the slides to which you want to apply the
transition.
2. Choose the Transition tab.
3. Click the More button in the Transition to this Slide group. A menu of transitions appears.
4. Click the transition you want to apply. PowerPoint applies the transition. As you roll your pointer
over each transition, PowerPoint provides you with a live preview of the transition.

To apply a transition to all slides:

1. Choose the Transition tab.

2. Click the More button in the Transition to this Slide group. A menu of transitions appears.
3. Click the transition you want to apply. As you roll your pointer over each transition, PowerPoint
provides you with a live preview of the transition.
4. Click the Apply to All button in the Transition to This Slide group.

To add a sound to a transition:

1. Choose the Transition tab.

2. Click the down arrow next to the Transition Sound field and then click the sound you want. As you
roll your pointer over each sound, PowerPoint plays the sound.

To set the speed of a transition:

1. Choose the Animations tab.

2. Click the down arrow next to the Transition Speed field and then click the speed you want.

If you want the transition to occur after the presenter clicks the mouse, check the On Mouse Click
check box. If you want a transition to occur after a specified period of time, check the
Automatically After check box and then specify the amount of time you want to elapse before the
transition occurs. The On Mouse Click check box and the Automatically After check box are both
located on the Animations tab in the Transition to This Slide group.

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GE-1102 LAB-02
Advance Slide

1. Check the On Mouse Click check box.

2. Click the Automatically After check box.
3. Type 00:07 in the Automatically After text box.
4. Click the Apply to All button. PowerPoint applies all of your changes to all of the slides.
5. Click Slide 1 on the Slides tab.
6. Type 00:03 in the Automatically After text box. PowerPoint changes the timing for Slide 1.

Spell Check

PowerPoint checks your spelling as you type and displays errors with a red wavy line under the
misspelled word. You can right-click and then select the correct spelling from the list of offerings
on the menu that appears or select Spelling to open the Spelling dialog box. If you need to, you
can initiate a spell check anytime you like. To start a spell check, do one of the following:

• Press F7.
• Choose the Review tab and then click the Spelling button.

If the spell check finds a possible spelling error, the Spelling dialog box opens with the spelling
error highlighted. You can respond in several ways.

Response Procedure

Do not change spelling. Click Ignore.

Correct spelling. 1. Click the correct spelling in the

Suggestions box.
2. Click Change.

Add to dictionary. Click Add.

Word is correct. Do not change Click Ignore All.

presentation.

Word is incorrect. Change entire Click Change All.

presentation.

Spell Check

1. Press F7

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GE-1102 LAB-02
2. Correct any spelling errors PowerPoint finds. If PowerPoint does not find any errors, the Spelling
Check is Complete message box appears. Click OK.

Use the Outline and Slides Tabs

• On the View tab, in the Presentation Views group, click Normal.

• In the pane that contains the Outline and Slides tabs, click the Outline tab.
• On the Outline tab, place the pointer, and then either paste your content or begin typing
text.

Use Slide Sorter View

After you have created your PowerPoint slides, you can move, cut, copy, paste, duplicate, navigate,
and view them in Sorter view. To view the slides in Sorter view, do one of the following:

• Choose the View tab and then click the Slide Sorter button in the Presentation Views group.
• Click the Slide Sorter button in the bottom-right corner of the PowerPoint window.

Slide Sorter View

Task Procedure

Move to first slide. Use Ctrl+Home.

Move to last slide. Use Ctrl+End.

Move to next slide. Use the right arrow.

Move to previous slide. Use the left arrow.

Select a slide. Single-click the slide.

Open a slide in Normal view. Double-click the slide.

Select slides. Select a single slide:

1. Click the slide you want to

select.

Select multiple slides:

1. Hold down the Ctrl key.

2. Click the slides you want to
select.

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GE-1102 LAB-02
Slide Sorter View

Task Procedure

Delete a slide. 1. Select the slide or slides you

want to delete.
2. Press the Delete key.

1. Select the slide.

Copy a slide. 2. Press Ctrl+C.

1. Select the slide after which

you want the new slide or
Paste a slide. slides to appear.
2. Press Ctrl+V.

Cut a slide. 1. Select the slide or slides you

want to cut.
2. Choose the Home tab.
3. Click the Cut button in the
Clipboard group.

1. Select the slide or slides you

want to cut.
2. Press Ctrl+X.

Move a slide. 1. Select the slide (or slides) you

want to move.
2. Drag it to the new location.

Duplicate a slide. 1. Select the slide (or slides) you

want to duplicate.
2. Press Ctrl+D.

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GE-1102 LAB-02

Action Buttons
In PowerPoint, you have the ability to link to a webpage, email address, file, slide in the same
presentation, and slide in a different presentation. You can do all of this using two tools called
hyperlinks and action buttons.

In this lesson, you will learn how to insert hyperlinks using text and objects, as well as how to
insert an action button.

Inserting action buttons

In addition to hyperlinks, another tool you can use to connect to a webpage, file, email address, or
slide is called an action button, or action link. Action buttons are built-in button shapes you can
add to a presentation and use as hyperlinks. When someone clicks or moves over the button, the
action can occur.

Hyperlinks and action buttons are closely connected and can do many of the same things. Action
buttons are used most for self-running presentations, such as those at a trade show booth or kiosk.

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Exercises

Task 1:
Create a Power Point presentation that contains:

• Minimum five slides

• First slide must contain “Title” of your presentation topic, your name; enrollment number,
semester and department.
• The next slide must contain Introduction about the selected topic
• Last slide must contain “Conclusion”
• Use bullets to include text in the slides
• Your slides must have slide number.
• Try as much features as possible
• Make use of Transitions and Slide Layout

Task 2:

Use this same presentation or any other presentation to complete this Task.

• Open a presentation.
• Select a picture, Clip Art, or shape.
• Apply an animation effect using the options in the Animation group.
• Change the speed of the effect in the Custom Animation task pane.
• Apply an animation effect to text.
• Apply two or more animation effects on one slide.
• Reorder an animation effect.

Task 3:
Tasks:
Create a Power Point presentation that makes use of Action buttons and invisible action buttons.

Slide 1:
• Include title of your choice
• Write your name as subtitle

Slide 2:
• Insert “List” as title

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GE-1102 LAB-02
• Includes all 10 images
• Insert invisible action buttons for each image

Slide 3 and onwards:

• Include slides describing each type with its given image
• Write at least two bulleted points for every type

These slides must include slide numbers, two visible action buttons pointing to Slide 2 and End
Show respectively

Task 4:

Use a master slide to appropriately place objects and set suitable styles to meet the needs of the
audience
• identify the need for consistency of presentation, point sizes, colour schemes, transitions
and animations
• use the master slide to place objects appropriately, including: images, text, logos, slide
footers, automated slide numbering
• use the master slide to set font styles, heading styles and colour schemes as required by
the audience
• manipulate and use specified areas for headings, subheadings, bullets, images, charts,
colours, text boxes, presenter notes, audience notes as appropriate
• use suitable software tools to create presentation slides to meet the needs of the audience
• insert a new slide, when required, selecting the appropriate slide type for the purpose
place text on the slides including: headings, subheadings, bulleted lists where appropriate
• apply consistent styles using available software tools, including: select from the
presentation colour scheme, the use of text enhancement
• place appropriate images on the slides, including: still images, video clips, animated
images
• place sound within a slide
• place charts imported from a spreadsheet
• place other objects including: symbols, lines, arrows, call out boxes
• create consistent transitions between pages
• create consistent animation facilities on text, images and other objects
• use suitable software tools to display the presentation in a variety of formats, including:
looped on-screen carousel, controlled presentation, presenter notes, audience notes taking
into account the needs of the audience

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 Karachi School of Business &
Leadership

Application of Information & Communication Technology

- Lab
Fall 2023

Lab 03 - Working with Microsoft Excel

Objective(s): To learn the basics of Microsoft Excel

The Microsoft Excel Window

Microsoft Excel is an electronic spreadsheet. You can use it to organize your data into rows and
columns. You can also use it to perform mathematical calculations quickly. This lab is all about
Microsoft Excel basics.

This lesson will introduce you to the Excel window. You use the window to interact with Excel.
To begin this lesson, start Microsoft Excel 2016. The Microsoft Excel window appears and your
screen looks similar to the one shown here.

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The Quick Access Toolbar

This is known as the Quick Access toolbar. The Quick Access toolbar gives you with access to
commands you frequently use. By default, Save, Undo, and Redo appear on the Quick Access
toolbar. You can use Save to save your file, Undo to roll back an action you have taken, and
Redo to reapply an action you have rolled back.

The Title Bar

Next to the Quick Access toolbar is the Title bar. On the Title bar, Microsoft Excel displays the
name of the workbook you are currently using. At the top of the Excel window, you should see
"Book1" or a similar name.

The Ribbon

You use commands to tell Microsoft Excel what to do. In Microsoft Excel, you use the Ribbon to
issue commands. The Ribbon is located near the top of the Excel window, below the Quick
Access toolbar. At the top of the Ribbon are several tabs; clicking a tab displays several related
command groups. Within each group are related command buttons. You click buttons to issue
commands or to access menus and dialog boxes. You may also find a dialog box launcher in the
bottom-right corner of a group. When you click the dialog box launcher, a dialog box makes
additional commands available.

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Worksheets

Microsoft Excel consists of worksheets. Each worksheet contains columns and rows. The
columns are lettered A to Z and then continuing with AA, AB, AC and so on; the rows are
numbered 1 to 1,048,576. The total number of columns are 16,384.

The combination of a column coordinate and a row coordinate make up a cell address. For
example, the cell located in the upper-left corner of the worksheet is cell A1, meaning column A,
row 1. Cell D10 is located under column D on row 10. You enter your data into the cells on the
worksheet.

The Formula Bar

If the Formula bar is turned on, the cell address of the cell you are in displays in the Name box
which is located on the left side of the Formula bar. Cell entries display on the right side of the
Formula bar. If you do not see the Formula bar in your window, perform the following steps:

1. Choose the View tab.

2. Click Formula Bar in the Show/Hide group. The Formula bar appears.

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Note: The current cell address displays on the left side of the Formula bar.

The Status Bar

The Status bar appears at the very bottom of the Excel window and provides such information as
the sum, average, minimum, and maximum value of selected numbers. You can change what
displays on the Status bar by right-clicking on the Status bar and selecting the options you want
from the Customize Status Bar menu. You click a menu item to select it. You click it again to
deselect it. A check mark next to an item means the item is selected.

Move Around a Worksheet

By using the arrow keys, you can move around your worksheet. You can use the down arrow key
to move downward one cell at a time. You can use the up arrow key to move upward one cell at
a time. You can use the Tab key to move across the page to the right, one cell at a time. You can
hold down the Shift key and then press the Tab key to move to the left, one cell at a time. You
can use the right and left arrow keys to move right or left one cell at a time. The Page Up and
Page Down keys move up and down one page at a time. If you hold down the Ctrl key and then
press the Home key, you move to the beginning of the worksheet.

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Move Around the Worksheet

The Down Arrow Key

• Press the down arrow key several times. Note that the cursor moves downward one cell at a
time.

The Up Arrow Key

• Press the up arrow key several times. Note that the cursor moves upward one cell at a time.

The Tab Key

1. Move to cell A1.

2. Press the Tab key several times. Note that the cursor moves to the right one cell at a time.

The Shift+Tab Keys

• Hold down the Shift key and then press Tab. Note that the cursor moves to the left one cell at a
time.

The Right and Left Arrow Keys

1. Press the right arrow key several times. Note that the cursor moves to the right.
2. Press the left arrow key several times. Note that the cursor moves to the left.

Page Up and Page Down

1. Press the Page Down key. Note that the cursor moves down one page.
2. Press the Page Up key. Note that the cursor moves up one page.

The Ctrl-Home Key

1. Move the cursor to column J.

2. Stay in column J and move the cursor to row 20.
3. Hold down the Ctrl key while you press the Home key. Excel moves to cell A1.

Go To Cells Quickly

The following are shortcuts for moving quickly from one cell in a worksheet to a cell in a
different part of the worksheet.

Go to -- F5

The F5 function key is the "Go To" key. If you press the F5 key, you are prompted for the cell to
which you wish to go. Enter the cell address, and the cursor jumps to that cell.

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 1. Press F5. The Go To dialog box opens.
2. Type J3 in the Reference field.
3. Press Enter. Excel moves to cell J3.

Go to -- Ctrl+G

You can also use Ctrl+G to go to a specific cell.

1. Hold down the Ctrl key while you press "g" (Ctrl+g). The Go To dialog box opens.
2. Type C4 in the Reference field.
3. Press Enter. Excel moves to cell C4.

The Name Box

You can also use the Name box to go to a specific cell. Just type the cell you want to go to in the
Name box and then press Enter.

1. Type C11 in the Name box.

2. Press Enter. Excel moves to cell C11.

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Select Cells

If you wish to perform a function on a group of cells, you must first select those cells by
highlighting them. The exercises that follow teach you how to select.

Alternative Method: Select Cells by Dragging

You can also select an area by holding down the left mouse button and dragging the mouse over
the area. In addition, you can select noncontiguous areas of the worksheet by doing the
following:

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 1. Go to cell A1.
2. Hold down the Ctrl key. You won't release it until step 9. Holding down the Ctrl key enables you
to select noncontiguous areas of the worksheet.
3. Press the left mouse button.
4. While holding down the left mouse button, use the mouse to move from cell A1 to C5.
5. Continue to hold down the Ctrl key, but release the left mouse button.
6. Using the mouse, place the cursor in cell D7.
7. Press the left mouse button.
8. While holding down the left mouse button, move to cell F10. Release the left mouse button.
9. Release the Ctrl key. Cells A1 to C5 and cells D7 to F10 are selected.
10. Press Esc and click anywhere on the worksheet to remove the highlighting.

Wrap Text

When you type text that is too long to fit in the cell, the text overlaps the next cell. If you do not
want it to overlap the next cell, you can wrap the text.

Wrap Text

1. Move to cell A2.

2. Type Text too long to fit.
3. Press Enter.

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 4. Return to cell A2.
5. Choose the Home tab.
6. Click the Wrap Text button. Excel wraps the text in the cell.

Delete a Cell Entry

To delete an entry in a cell or a group of cells, you place the cursor in the cell or select the group
of cells and press Delete.

Entering Excel Formulas and Formatting Data

Lesson 1 familiarized you with the Excel 2016 window, taught you how to move around the
window, and how to enter data. A major strength of Excel is that you can perform mathematical
calculations and format your data. In this lesson, you learn how to perform basic mathematical
calculations and how to format text and numerical data. To start this lesson, open Excel.

Set the Enter Key Direction

In Microsoft Excel, you can specify the direction the cursor moves when you press the Enter key.
In the exercises that follow, the cursor must move down one cell when you press Enter. You can
use the Direction box in the Excel Options pane to set the cursor to move up, down, left, right, or
not at all. Perform the steps that follow to set the cursor to move down when you press the Enter
key.

1. Click the File button. A menu appears.

2. Click Excel Options in the lower corner. The Options pane appears.

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3. Click Advanced.
4. If the check box next to After Pressing Enter Move Selection is not checked, click the box to
check it.
5. If Down does not appear in the Direction box, click the down arrow next to the Direction box
and then click Down.
6. Click OK. Excel sets the Enter direction to down.

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Perform Mathematical Calculations

In Microsoft Excel, you can enter numbers and mathematical formulas into cells. Whether you
enter a number or a formula, you can reference the cell when you perform mathematical
calculations such as addition, subtraction, multiplication, or division. When entering a
mathematical formula, precede the formula with an equal sign. Use the following to indicate the
type of calculation you wish to perform:

+ Addition

- Subtraction

* Multiplication

/ Division

^ Exponential

In the following exercises, you practice some of the methods you can use to move around a
worksheet and you learn how to perform mathematical calculations. Refer to Lesson 1 to learn
more about moving around a worksheet.

Addition

1. Type Add in cell A1.

2. Press Enter. Excel moves down one cell.
3. Type 3 in cell A2.
4. Press Enter. Excel moves down one cell.
5. Type 2 in cell A3.

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 58. Press Enter. Excel moves down one
cell. Type =A2+A3 in cell A4.
7.
8. Click the check mark on the Formula bar. Excel adds cell A1 to cell A2 and displays the result in
cell A4. The formula displays on the Formula bar.

Note: Clicking the check mark on the Formula bar is similar to pressing Enter. Excel records
your entry but does not move to the next cell.

Subtraction

1. Go to cell B1.
2. Type Subtract.
3. Press Enter. Excel moves down one cell.
4. Type 5 in cell B2.
5. Press Enter. Excel moves down one cell.
6. Type 1 in cell B3.
7. Press Enter. Excel moves down one cell.
8. Type =B2-B3 in cell B4.
9. Click the check mark on the Formula bar. Excel subtracts cell B3 from cell B2 and the result displays
in cell B4. The formula displays on the Formula bar.

Multiplication

1. Go to cell C1.
2. Type Multiply.
3. Press Enter. Excel moves down one cell.
4. Type 2 in cell C2.
5. Press Enter. Excel moves down one cell.
6. Type 3 in cell C3.

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 59. Press Enter. Excel moves down one
cell. Type =C2*C3 in cell C4.
8.
9. Click the check mark on the Formula bar. Excel multiplies C1 by cell C2 and displays the result in
cell C3. The formula displays on the Formula bar.

Division

1. Go to cell D1.
2. Type Divide.
3. Press Enter. Excel moves down one cell.
4. Type 6 in cell D2.
5. Press Enter. Excel moves down one cell.
6. Type 3 in cell D3.
7. Press Enter. Excel moves down one cell.
8. Type =D2/D3 in cell D4.
9. Click the check mark on the Formula bar. Excel divides cell D2 by cell D3 and displays the result
in cell D4. The formula displays on the Formula bar.

When creating formulas, you can reference cells and include numbers. All of the following
formulas are valid:

=A2/B2

=A1+12-B3

=A2*B2+12

=24+53

AutoSum

You can use the AutoSum button on the Home tab to automatically add a column or row of
numbers. When you press the AutoSum button , Excel selects the numbers it thinks you want
to add. If you then click the check mark on the Formula bar or press the Enter key, Excel adds
the numbers. If Excel's guess as to which numbers you want to add is wrong, you can select the
cells you want.

AutoSum

The following illustrates AutoSum:

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 1. Go to cell A2.
2. Type 3.
3. Press Enter. Excel moves down one cell.
4. Type 2.
5. Press Enter. Excel moves down one cell.
6. Type 5.
7. Press Enter. Excel moves down one cell to cell A5.
8. Choose the Home tab.
9. Click the AutoSum button in the Editing group. Excel selects cells A2 through A4 and enters a
formula in cell A5.
10. Press Enter. Excel adds cells A2 through A4 and displays the result in cell A5.

Perform Automatic Calculations

By default, Microsoft Excel recalculates the worksheet as you change cell entries. This makes it
easy for you to correct mistakes and analyze a variety of scenarios.

Automatic Calculation

Make the changes described below and note how Microsoft Excel automatically recalculates.

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 1. Move to cell A2.
2. Type 2.
3. Press the right arrow key. Excel changes the result in cell A4. Excel adds cell A2 to cell A3 and the
new result appears in cell A4.
4. Move to cell B2.
5. Type 8.
6. Press the right arrow key. Excel subtracts cell B3 from cell B3 and the new result appears in cell
B4.
7. Move to cell C2.
8. Type 4.
9. Press the right arrow key. Excel multiplies cell C2 by cell C3 and the new result appears in cell
C4.
10. Move to cell D2.
11. Type 12.
12. Press the Enter key. Excel divides cell D2 by cell D3 and the new result appears in cell D4.

Align Cell Entries

When you type text into a cell, by default your entry aligns with the left side of the cell. When
you type numbers into a cell, by default your entry aligns with the right side of the cell. You can
change the cell alignment. You can center, left-align, or right-align any cell entry. Look at cells
A1 to D1. Note that they are aligned with the left side of the cell.

Center

To center cells A1 to D1:

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 1. Select cells A1 to D1.
2. Choose the Home tab.
3. Click the Center button in the Alignment group. Excel centers each cell's content.

Left-Align

To left-align cells A1 to D1:

1. Select cells A1 to D1.

2. Choose the Home tab.
3. Click the Align Text Left button in the Alignment group. Excel left-aligns each cell's content.

Right-Align

To right-align cells A1 to D1:

1. Select cells A1 to D1. Click in cell A1.

2. Choose the Home tab.
3. Click the Align Text Right button. Excel right-aligns the cell's content.
4. Click anywhere on your worksheet to clear the highlighting.

Note: You can also change the alignment of cells with numbers in them by using the alignment
buttons.

Perform Advanced Mathematical Calculations

When you perform mathematical calculations in Excel, be careful of precedence. Calculations

are performed from left to right, with multiplication and division performed before addition and
subtraction.

Advanced Calculations

1. Move to cell A7.

2. Type =3+3+12/2*4.
3. Press Enter.

Note: Microsoft Excel divides 12 by 2, multiplies the answer by 4, adds 3, and then adds another
3. The answer, 30, displays in cell A7.

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To change the order of calculation, use parentheses. Microsoft Excel calculates the information
in parentheses first.

1. Double-click in cell A7.

2. Edit the cell to read =(3+3+12)/2*4.
3. Press Enter.

Note: Microsoft Excel adds 3 plus 3 plus 12, divides the answer by 2, and then multiplies the
result by 4. The answer, 36, displays in cell A7.

Copy, Cut, Paste, and Cell Addressing

In Excel, you can copy data from one area of a worksheet and place the data you copied
anywhere in the same or another worksheet. In other words, after you type information into a
worksheet, if you want to place the same information somewhere else, you do not have to retype
the information. You simply copy it and then paste it in the new location.

You can use Excel's Cut feature to remove information from a worksheet. Then you can use the
Paste feature to place the information you cut anywhere in the same or another worksheet. In
other words, you can move information from one place in a worksheet to another place in the
same or different worksheet by using the Cut and Paste features.

Microsoft Excel records cell addresses in formulas in three different ways, called absolute,
relative, and mixed. The way a formula is recorded is important when you copy it. With relative
cell addressing, when you copy a formula from one area of the worksheet to another, Excel
records the position of the cell relative to the cell that originally contained the formula. With
absolute cell addressing, when you copy a formula from one area of the worksheet to another,
Excel references the same cells, no matter where you copy the formula. You can use mixed cell
addressing to keep the row constant while the column changes, or vice versa. The following
exercises demonstrate.

Copy, Cut, Paste, and Cell Addressing

1. Move to cell A9.

2. Type 1. Press Enter. Excel moves down one cell.
3. Type 1. Press Enter. Excel moves down one cell.
4. Type 1. Press Enter. Excel moves down one cell.
5. Move to cell B9.
6. Type 2. Press Enter. Excel moves down one cell.

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 7. Type 2. Press Enter. Excel moves down one cell.
8. Type 2. Press Enter. Excel moves down one cell.

In addition to typing a formula as you did, you can also enter formulas by using Point mode.
When you are in Point mode, you can enter a formula either by clicking on a cell or by using the
arrow keys.

1. Move to cell A12.

2. Type =.
3. Use the up arrow key to move to cell A9.
4. Type +.
5. Use the up arrow key to move to cell A10.
6. Type +.
7. Use the up arrow key to move to cell A11.
8. Click the check mark on the Formula bar. Look at the Formula bar. Note that the formula you
entered is displayed there.

Copy with the Ribbon

To copy the formula you just entered, follow these steps:

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 1. You should be in cell A12.
2. Choose the Home tab.
3. Click the Copy button in the Clipboard group. Excel copies the formula in cell A12.

4. Press the right arrow key once to move to cell B12.

5. Click the Paste button in the Clipboard group. Excel pastes the formula in cell A12 into cell
B12.
6. Press the Esc key to exit the Copy mode.

Compare the formula in cell A12 with the formula in cell B12 (while in the respective cell, look
at the Formula bar). The formulas are the same except that the formula in cell A12 sums the
entries in column A and the formula in cell B12 sums the entries in column B. The formula was
copied in a relative fashion.

Before proceeding with the next part of the exercise, you must copy the information in cells A7
to B9 to cells C7 to D9. This time you will copy by using the Mini toolbar.

Copy with the Mini Toolbar

1. Select cells A9 to B11. Move to cell A9. Press the Shift key. While holding down the Shift key,
press the down arrow key twice. Press the right arrow key once. Excel highlights A9 to B11.
2. Right-click. A context menu and a Mini toolbar appear.
3. Click Copy, which is located on the context menu. Excel copies the information in cells A9 to
B11.
4. Move to cell C9.
5. Right-click. A context menu appears.
6. Click Paste. Excel copies the contents of cells A9 to B11 to cells C9 to C11.

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 7. Press Esc to exit Copy mode.

Absolute Cell Addressing

You make a cell address an absolute cell address by placing a dollar sign in front of the row and
column identifiers. You can do this automatically by using the F4 key. To illustrate:

1. Move to cell C12.

2. Type =.
3. Click cell C9.
4. Press F4. Dollar signs appear before the C and the 9.
5. Type +.
6. Click cell C10.
7. Press F4. Dollar signs appear before the C and the 10.
8. Type +.
9. Click cell C11.
10. Press F4. Dollar signs appear before the C and the 11.
11. Click the check mark on the formula bar. Excel records the formula in cell C12.

Insert and Delete Columns and Rows

You can insert and delete columns and rows. When you delete a column, you delete everything
in the column from the top of the worksheet to the bottom of the worksheet. When you delete a
row, you delete the entire row from left to right. Inserting a column or row inserts a completely
new column or row.

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Insert and Delete Columns and Rows

To delete columns F and G:

1. Click the column F indicator and drag to column G.

2. Click the down arrow next to Delete in the Cells group. A menu appears.
3. Click Delete Sheet Columns. Excel deletes the columns you selected.
4. Click anywhere on the worksheet to remove your selection.

To delete rows 7 through 12:

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 1. Click the row 7 indicator and drag to row 12.
2. Click the down arrow next to Delete in the Cells group. A menu appears.
3. Click Delete Sheet Rows. Excel deletes the rows you selected.
4. Click anywhere on the worksheet to remove your selection.

To insert a column:

1. Click on A to select column A.

2. Click the down arrow next to Insert in the Cells group. A menu appears.
3. Click Insert Sheet Columns. Excel inserts a new column.
4. Click anywhere on the worksheet to remove your selection.

To insert rows:

1. Click on 1 and then drag down to 2 to select rows 1 and 2.

2. Click the down arrow next to Insert in the Cells group. A menu appears.
3. Click Insert Sheet Rows. Excel inserts two new rows.
4. Click anywhere on the worksheet to remove your selection.

Your worksheet should look like the one shown here.

Create Borders

You can use borders to make entries in your Excel worksheet stand out. You can choose from
several types of borders. When you press the down arrow next to the Border button ,a
menu appears. By making the proper selection from the menu, you can place a border on the top,
bottom, left, or right side of the selected cells; on all sides; or around the outside border. You can
have a thick outside border or a border with a single-line top and a double-line bottom.
Accountants usually place a single underline above a final number and a double underline below.
The following illustrates:

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Create Borders

1. Select cells B6 to E6.

2. Choose the Home tab.

3. Click the down arrow next to the Borders button . A menu appears.
4. Click Top and Double Bottom Border. Excel adds the border you chose to the selected cells.

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Merge and Center

Sometimes, particularly when you give a title to a section of your worksheet, you will want to
center a piece of text over several columns or rows. The following example shows you how.

Merge and Center

1. Go to cell B2.
2. Type Sample Worksheet.
3. Click the check mark on the Formula bar.
4. Select cells B2 to E2.
5. Choose the Home tab.
6. Click the Merge and Center button in the Alignment group. Excel merges cells B2, C2, D2, and E2
and then centers the content.

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Note: To unmerge cells:

1. Select the cell you want to unmerge.

2. Choose the Home tab.
3. Click the down arrow next to the Merge and Center button. A menu appears.
4. Click Unmerge Cells. Excel unmerges the cells.

Add Background Color

To make a section of your worksheet stand out, you can add background color to a cell or group
of cells.

Add Background Color

1. Select cells B2 to E3.

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 2. Choose the Home tab.
3. Click the down arrow next to the Fill Color button .
4. Click the color dark blue. Excel places a dark blue background in the cells you selected.

Change the Font, Font Size, and Font Color

A font is a set of characters represented in a single typeface. Each character within a font is
created by using the same basic style. Excel provides many different fonts from which you can
choose. The size of a font is measured in points. There are 72 points to an inch. The number of
points assigned to a font is based on the distance from the top to the bottom of its longest
character. You can change the Font, Font Size, and Font Color of the data you enter into Excel.

Change the Font

1. Select cells B2 to E3.

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 2. Choose the Home tab.
3. Click the down arrow next to the Font box. A list of fonts appears. As you scroll down the list of
fonts, Excel provides a preview of the font in the cell you selected.
4. Find and click Times New Roman in the Font box. Note: If Times New Roman is your default font,
click another font. Excel changes the font in the selected cells.

Change the Font Size

1. Select cell B2.

2. Choose the Home tab.
3. Click the down arrow next to the Font Size box. A list of font sizes appears. As you scroll up or
down the list of font sizes, Excel provides a preview of the font size in the cell you selected.
4. Click 26. Excel changes the font size in cell B2 to 26.

Change the Font Color

1. Select cells B2 to E3.

2. Choose the Home tab.
3. Click the down arrow next to the Font Color button .
4. Click on the color white. Your font color changes to white.

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Move to a New Worksheet

In Microsoft Excel, each workbook is made up of several worksheets. Each worksheet has a tab.
By default, a workbook has three sheets and they are named sequentially, starting with Sheet1.
The name of the worksheet appears on the tab. Before moving to the next topic, move to a new
worksheet. The exercise that follows shows you how.

Move to a New Worksheet

• Click Sheet2 in the lower-left corner of the screen. Excel moves to Sheet2.

Bold, Italicize, and Underline

When creating an Excel worksheet, you may want to emphasize the contents of cells by bolding,
italicizing, and/or underlining. You can easily bold, italicize, or underline text with Microsoft
Excel. You can also combine these features—in other words, you can bold, italicize, and
underline a single piece of text.

In the exercises that follow, you will learn different methods you can use to bold, italicize, and
underline.

Bold with the Ribbon

1. Type Bold in cell A1.

2. Click the check mark located on the Formula bar.
3. Choose the Home tab.
4. Click the Bold button . Excel bolds the contents of the cell.
5. Click the Bold button again if you wish to remove the bold.

Italicize with the Ribbon

1. Type Italic in cell B1.

2. Click the check mark located on the Formula bar.
3. Choose the Home tab.
4. Click the Italic button . Excel italicizes the contents of the cell.

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 5. Click the Italic button again if you wish to remove the italic.

Underline with the Ribbon

Microsoft Excel provides two types of underlines. The exercises that follow illustrate them.

Single Underline:

1. Type Underline in cell C1.

2. Click the check mark located on the Formula bar.
3. Choose the Home tab.
4. Click the Underline button . Excel underlines the contents of the cell.
5. Click the Underline button again if you wish to remove the underline.

Double Underline

1. Type Underline in cell D1.

2. Click the check mark located on the Formula bar.
3. Choose the Home tab.
4. Click the down arrow next to the Underline button and then click Double Underline. Excel
double-underlines the contents of the cell. Note that the Underline button changes to the
button shown here , a D with a double underline under it. Then next time you click the
Underline button, you will get a double underline. If you want a single underline, click the down
arrow next to the Double Underline button and then choose Underline.
5. Click the double underline button again if you wish to remove the double underline.

Bold, Underline, and Italicize

1. Type All three in cell E1.

2. Click the check mark located on the Formula bar.
3. Choose the Home tab.
4. Click the Bold button . Excel bolds the cell contents.
5. Click the Italic button . Excel italicizes the cell contents.
6. Click the Underline button . Excel underlines the cell contents.

Work with Long Text

Whenever you type text that is too long to fit into a cell, Microsoft Excel attempts to display all
the text. It left-aligns the text regardless of the alignment you have assigned to it, and it borrows
space from the blank cells to the right. However, a long text entry will never write over cells that
already contain entries—instead, the cells that contain entries cut off the long text. The following
exercise illustrates this.

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EXERCISE 14

Work with Long Text

1. Move to cell A6.

2. Type Now is the time for all good men to go to the aid of their army.
3. Press Enter. Everything that does not fit into cell A6 spills over into the adjacent cell.

4. Move to cell B6.

5. Type Test.
6. Press Enter. Excel cuts off the entry in cell A6.
7. Move to cell A6.
8. Look at the Formula bar. The text is still in the cell.

Change A Column's Width

You can increase column widths. Increasing the column width enables you to see the long text.

Change Column Width

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 1. Make sure you are in any cell under column A.
2. Choose the Home tab.
3. Click the down arrow next to Format in the Cells group.
4. Click Column Width. The Column Width dialog box appears.
5. Type 55 in the Column Width field.
6. Click OK. Column A is set to a width of 55. You should now be able to see all of the text.

Change a Column Width by Dragging

You can also change the column width with the cursor.

1. Place the mouse pointer on the line between the B and C column headings. The mouse pointer
should look like the one displayed here , with two arrows.
2. Move your mouse to the right while holding down the left mouse button. The width indicator
appears on the screen.
3. Release the left mouse button when the width indicator shows approximately 20. Excel
increases the column width to 20.

Format Numbers

You can format the numbers you enter into Microsoft Excel. For example, you can add commas
to separate thousands, specify the number of decimal places, place a dollar sign in front of a
number, or display a number as a percent.

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Format Numbers

1. Move to cell B8.

2. Type 1234567.
3. Click the check mark on the Formula bar.

4. Choose the Home tab.

5. Click the down arrow next to the Number Format box. A menu appears.
6. Click Number. Excel adds two decimal places to the number you typed.

7. Click the Comma Style button . Excel separates thousands with a comma.

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 8. Click the Accounting Number Format button . Excel adds a dollar sign to your number.
9. Click twice on the Increase Decimal button to change the number format to four decimal
places.
10. Click the Decrease Decimal button if you wish to decrease the number of decimal places.

Change a decimal to a percent.

1. Move to cell B9.

2. Type .35 (note the decimal point).
3. Click the check mark on the formula bar.

4. Choose the Home tab.

5. Click the Percent Style button . Excel turns the decimal to a percent.

Creating Excel Functions and Filling Cells

By using functions, you can quickly and easily make many useful calculations, such as finding
an average, the highest number, the lowest number, and a count of the number of items in a list.
Microsoft Excel has many functions that you can use.

Using Reference Operators

To use functions, you need to understand reference operators. Reference operators refer to a cell
or a group of cells. There are two types of reference operators: range and union.

A range reference refers to all the cells between and including the reference. A range reference
consists of two cell addresses separated by a colon. The reference A1:A3 includes cells A1, A2,
and A3. The reference A1:C3 includes cells A1, A2, A3, B1, B2, B3, C1, C2, and C3.

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A union reference includes two or more references. A union reference consists of two or more
numbers, range references, or cell addresses separated by a comma. The reference
A7,B8:B10,C9,10 refers to cells A7, B8 to B10, C9 and the number 10.

Understanding Functions

Functions are prewritten formulas. Functions differ from regular formulas in that you supply the
value but not the operators, such as +, -, *, or /. For example, you can use the SUM function to
add. When using a function, remember the following:

Use an equal sign to begin a formula.

Specify the function name.

Enclose arguments within parentheses. Arguments are values on which you want to perform the
calculation. For example, arguments specify the numbers or cells you want to add.

Use a comma to separate arguments.

Here is an example of a function:

=SUM(2,13,A1,B2:C7)

In this function:

The equal sign begins the function.

SUM is the name of the function.

2, 13, A1, and B2:C7 are the arguments.

Parentheses enclose the arguments.

Commas separate the arguments.

After you type the first letter of a function name, the AutoComplete list appears. You can
double-click on an item in the AutoComplete list to complete your entry quickly. Excel will
complete the function name and enter the first parenthesis.

Functions

The SUM function adds argument values.

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 1. Open Microsoft Excel.
2. Type 12 in cell B1.
3. Press Enter.
4. Type 27 in cell B2.
5. Press Enter.
6. Type 24 in cell B3.
7. Press Enter.
8. Type =SUM(B1:B3) in cell A4.
9. Press Enter. The sum of cells B1 to B3, which is 63, appears.

Alternate Method: Enter a Function with the Ribbon

1. Type 10 in cell.
2. Press Enter.
3. Type 12 in cell.
4. Press Enter.
5. Type 52 in cell.

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 6. Choose the Formulas tab.
7. Click the Insert Function button. The Insert Function dialog box appears.
8. Choose Math & Trig in the Or Select A Category box.
9. Click Sum in the Select A Function box.
10. Click OK. The Function Arguments dialog box appears.
11. Click OK. The sum of cells, which is 74, appears.

Note: You can also calculate a sum by using the AutoSum button .

Calculate an Average

You can use the AVERAGE function to calculate the average of a series of numbers.

1. Move to cell A6.

2. Type Average. Press the right arrow key to move to cell B6.
3. Type =AVERAGE(B1:B3).
4. Press Enter. The average of cells B1 to B3, which is 21, appears.

Calculate an Average with the AutoSum Button

In Microsoft Excel, you can use the AutoSum button to calculate an average.

Find the Lowest Number

You can use the MIN function to find the lowest number in a series of numbers.

1. Move to cell A7.

2. Type Min.
3. Press the right arrow key to move to cell B7.
4. Type = MIN(B1:B3).
5. Press Enter. The lowest number in the series, which is 12, appears.

Note: You can also use the drop-down button next to the AutoSum button to calculate
minimums, maximums, and counts.

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Find the Highest Number

You can use the MAX function to find the highest number in a series of numbers.

1. Move to cell A8.

2. Type Max.
3. Press the right arrow key to move to cell B8.
4. Type = MAX(B1:B3).
5. Press Enter. The highest number in the series, which is 27, appears.

Count the Numbers in a Series of Numbers

You can use the count function to count the number of numbers in a series.

1. Move to cell A9.

2. Type Count.
3. Press the right arrow key to move to cell B9.
4. Choose the Home tab.
5. Click the down arrow next to the AutoSum button .
6. Click Count Numbers. Excel places the count function in cell C9 and takes a guess at which cells
you want to count. The guess is incorrect, so you must select the proper cells.
7. Select B1 to B3.
8. Press Enter. The number of items in the series, which is 3, appears.

Fill Cells Automatically

You can use Microsoft Excel to fill cells automatically with a series. For example, you can have
Excel automatically fill your worksheet with days of the week, months of the year, years, or
other types of series.

Fill Cells Automatically

The following demonstrates filling the days of the week:

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1. Click the Sheet2 tab. Excel moves to Sheet2.
2. Move to cell A1.
3. Type Sun.
4. Move to cell B1.
5. Type Sunday.
6. Select cells A1 to B1.
7. Choose the Home tab.
8. Find the small black square in the lower-right corner of the selected area. The small black square
is called the fill handle.
9. Grab the fill handle and drag with your mouse to fill cells A1 to B14. Note how the days of the
week fill the cells in a series. Also, note that the Auto Fill Options button appears.

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Copy Cells

1. Click the Auto Fill Options button. The Auto Fill Options menu appears.
2. Choose the Copy Cells radio button. The entry in cells A1 and B1 are copied to all the highlighted
cells.
3. Click the Auto Fill Options button again.
4. Choose the Fill Series radio button. The cells fill as a series from Sunday to Saturday again.
5. Click the Auto Fill Options button again.
6. Choose the Fill Without Formatting radio button. The cells fill as a series from Sunday to
Saturday, but the entries are not bolded.
7. Click the Auto Fill Options button again.
8. Choose the Fill Weekdays radio button. The cells fill as a series from Monday to Friday.

Adjust Column Width

Some of the entries in column B are too long to fit in the column. You can quickly adjust the
column width to fit the longest entry.

1. Move your mouse pointer over the line that separates column B and C. The Width Indicator
appears.

2. Double-click. The Column adjusts to fit the longest entry.

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Fill Times

The following demonstrates filling time:

1. Type 1:00 into cell C1.

2. Grab the fill handle and drag with your mouse to highlight cells C1 to C14. Note that each cell
fills, using military time.
3. Press Esc and then click anywhere on the worksheet to remove the highlighting.

To change the format of the time:

1. Select cells C1 to C14.

2. Choose the Home tab.
3. Click the down arrow next to the number format box. A menu appears.
4. Click Time. Excel changes the format of the time.

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 Exercises

Task 1:
How many ways to make 12?
Create a sheet that has four tables as shown below. The sheet determines how many different
ways can you calculate the number 12. Fill in numbers in the tables to add, subtract, multiply,
and divide to equal 12.

Task 2:
Multiples Generator:
Create a sheet that takes up three numbers and then generates the first 20 multiples of
the numbers. Enter your original numbers into the orange cells (shown in the image). You may
enter up to 3 numbers. The first 20 multiples of your numbers will then be displayed in the
rows below.

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Task 3:
ATTENDANCE SHEET
Create a sheet as shown below. The sheet determines the count of “P‟ for each student. Also use
a formula to calculate percentage.

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Task 4:

Use software tools to adjust the display features in a spreadsheet

• adjust row height, column width and cell sizes so that all data, labels, and formulae are fully
visible
• wrap text within cells so that all data are fully visible
• hide and display rows and columns, where appropriate
• use features to enhance a spreadsheet, including: text colour, cell colour, bold, underline, italic
and shading to meet the needs of the audience
• format numeric data to display the number of decimal places, a variety of different currency
values, percentages as appropriate ○ set the spreadsheet to display formulae and values
• set the page orientation to portrait or landscape as necessary
• set the page layout so that it prints on a specified number of pages
• use conditional formatting appropriately to change display format depending upon the contents
of a cell

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 Karachi School of Business &
Leadership
Application of Information & Communication Technology
- Lab
Fall 2023

Lab 04 - Exploring Advance Features of MS Excel

Objective(s): To explore different features of Microsoft Excel.

Introduction

A chart is a tool you can use in Excel to communicate your data graphically. Charts allow your
audience to more easily see the meaning behind the numbers in the spreadsheet, and to make
showing comparisons and trends much easier. In this lesson, you will learn how to insert and
modify Excel charts and see how they can be an effective tool for communicating information.

Creating a chart

Charts can be a useful way to communicate data. When you insert a chart in Excel, it appears in
the selected worksheet with the source data by default.

To create a chart:

• Select the worksheet you want to work with.

• Select the cells you want to chart, including the column titles and row labels.
• Click the Insert tab.
• Hover over each Chart option in the Charts group to learn more about it.
• Select one of the Chart options. In this example, we'll use the Columns command.
• Select a type of chart from the list that appears. For this example, we'll use a 2-D Clustered
Column. The chart appears in the worksheet.

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Identifying the parts of a chart

Have you ever read something you didn't fully understand but when you saw a chart or graph,
the concept became clear and understandable? Charts are a visual representation of data in a
worksheet. Charts make it easy to see comparisons, patterns, and trends in the data.

Source data

The range of cells that make up a chart. The chart is updated automatically whenever the
information in these cells changes.

Title

The title of the chart.

Legend

The chart key, which identifies what each color on the chart represents.

Axis

The vertical and horizontal parts of a chart. The vertical axis is often referred to as the Y axis,
and the horizontal axis is referred to as the X axis.

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Data series

The actual charted values, which are usually rows or columns of the source data.

Value axis

The axis that represents the values or units of the source data.

Category axis

The axis identifying each data series.

Chart tools

Once you insert a chart, a new set of Chart Tools, arranged into three tabs, will appear above the
Ribbon. These are only visible when the chart is selected.

To change the chart type:

• Select the Design tab.

• Click the Change Chart Type command. A dialog box appears.
• Select another chart type.
• Click OK.

The chart in the example compares each salesperson's monthly sales to his or her other months'
sales; however, you can change what is being compared. Just click the Switch Row/Column
Data command, which will rotate the data displayed on the x and y axes. To return to the
original view, click the Switch Row/Column command again.

To change chart layout:

• Select the Design tab.

• Locate the Chart Layouts group.
• Click the More arrow to view all of your layout options.
• Left-click a layout to select it.

To change chart style:

• Select the Design tab.

• Locate the Chart Style group.
• Click the More arrow to view all of your style options.
• Left-click a style to select it.

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To move the chart to a different worksheet:

• Select the Design tab.

• Click the Move Chart command. A dialog box appears. The current location of the chart is
selected.
• Select the desired location for the chart (i.e., choose an existing worksheet, or select New Sheet
and name it).

IF functions
IF functions or statements allow you to ask the question “is this true or false?” It then allows you
to implement different actions based on the outcome. That is, it allows you to compute two
different outcomes based on whether a certain criterion (logical test) is true or false. The format
of an IF statement is as follows:

=IF(logical test, value if true, value if false).

In excel, open the if statements sheet. The grades shown are for a pass/fail course, with the
passing grade starting at 60. Let us use IF statements to display which students have passed, and
which have failed.
First, start with the logical condition that needs to be evaluated. In this case, a student passes the
course if her/his grade is greater than or equal to 60, say. The symbol >= means greater or equal.

After we formulate the logical test (the student’s grade is >= 60), enter what we want Excel to
display if this condition was true. In this case, we want Excel to display “Passed”.
Finally, enter the value if the condition is false. The IF function shown below reads: if B2 is
greater or equal to 60, then display Passed; otherwise, display Failed.
Now, drag the cell with the formula into the rest of the column.

Relate to Task 4

Now what happens if this course was not a pass/fail course, rather one with a letter grading
scheme?
This requires the use of nested IF statements. Nested if statements allow you to embed IF
statements in

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other IF statements, capturing more complex scenarios. Assume that following is our grading
scheme:
• >90 A
• >75 B
• >60 C
• otherwise F
Nested IF statements are done by replacing the value if false or the value if true in the function
with a new IF statement.

If B2>90, the A is displayed. If this logical condition is false (B2 is less than or equal to 90), a
new if function takes effect: IF (B2>75,”B”,IF(B2>60,”C”,”F”)). In this function, the logical test
is B2>75, the value if true is B, and the value if false is another if function: IF (B2>60,”C”,”F”).
Hence, if B2>75 is true, B is displayed. If not, we need to check the mark if it is a C or an F. If
B2>75 is false the last if function takes effect: IF (B2>60,”C”,”F”). If B2>60, display 60;
otherwise, display F.
Relate to task 5

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Adding the word “Good” if the Revenue is greater than 15000

=IF(B5>$C$2,$C$3,"")

Adding the word “Good” if the Revenue is greater than 15000 and less than 20000

=IF(AND(B5>$D$2,B5<$D$3),$C$3,"")

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Adding the word “Good” if the Revenue is greater than 15000 and less than 20000.
Adding the word “Exceptional” if the Revenue is greater than or equal to 20,000.
Otherwise, keeping the values

=IF(AND(B5>$E$2,B5<$E$3),$C$3,IF(B5>=$E$3,"Exceptional",B5))

Adding the word “Flag” if the Revenue is greater than or equal to 20,000 OR it is lesser
than or equal to 15,000

=IF(AND(B5>$D$2, B5<$D$3),"Flag","")

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Using text symbols as the result of the IF() function
To do this, we need to go on the INSERT tab on the Excel Ribbon and follow the path: INSERT > Symbol >
Arial > Geometric Shapes

=IF(F5=”Flag”,$A$2,$A$3)

Conditional formatting
Conditional formatting allows you to make data trends stand out visually.
Open the file excel and Let us say we would like to quickly view who has OT (Over Time hours)
more than 10 hours.
First, start by selecting your data range.
In the Home tab, click on Conditional Formatting in the Styles group. Move the mouse pointer
over Highlight Cells Rules, and then click Greater Than.
In the dialog box that pops up, Enter 10. Notice that you can modify the way that the cells are
formatted by choosing the fill and text colors from the drop down list labeled with. For this
exercise, leave the formatting as light red for the fill and dark red for the text. Click the OK
button when you are done.

Now, OT hours that are greater than 10 have been highlighted.

Relate to task 6

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Other conditional formatting features allow you to get a quick overview of the values of all cells
in a range. One of them is data bars. Data bars assign the longest bar to the largest value in a list
and the shortest bar to the smallest value. The values in between are then given bars according to
their respective values. Let us apply this to the Total column.
Select the range of cells under the Total heading. Click on the Conditional Formatting button and
navigate to the Data Bars menu. Select the Purple Data Bar button.
The data bars now provide you with a quick relative view of the total amounts employees earn.

Using color scales also gives you a similar result as data bars. Both features allow you to get a
quick view of how your data values compare to one another. The 2-color scales assign one color
to the maximum value and another to the minimum. The values in between get assigned “in-
between” colors. In addition, the 3-color scales assign a color to a selected midpoint. The colors
and values assigned to them can be modified by selecting Manage Rules under the Conditional
Formatting header.
You can also delete rules by selecting the cells where you would like to clear the rules, then
navigating to the Clear Rules menu under Conditional Formatting. Click on Clear Rules
from Selected Cells.

Relate to task 7 & 8

The final aspect of conditional formatting we will cover is icon sets. When using icon sets, each
cell is provided with an icon depending on its value. There are no gradients in icon sets.
Let us format the Rate column using icon sets. Select the cells in the Rate column and apply the
3 traffic lights (rimmed) formatting to them.
If you want to change the way that the icons are assigned, you need to edit the rule (Manage
Rules). As you can see below, Excel is currently assigning the Green icon to values >= the 67
percent. What this means is that Green icons will be assigned to values >= 67 percent between
the lowest value (8.5) and the highest (15). In this case, the minimum value associated with 67
percent is 0.67*(15-8.5)+8.5. This is 12.9. In other words, Excel calculates these percentages by
assigning 100% to the highest value in the range and 0% to the lowest.

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Let us change the type of values to Percentile instead of Percent.
Notice the changes in the distribution of icons.
Percentiles do not calculate the percentages within ranges of values. Percentiles are based on the
order of a value among the other values. Values <= the 33 percentile means that red icons will be
assigned to the bottom 4 values. If you are interested in the Math, this is because 0.33*13 (the
number of values) =4.29.
What you need to understand about this is that percentages are calculated relative to the lowest
and highest values when percentiles are calculated based on the position of a value in the ordered
list of values.
Relate to task 9

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 Exercises

Task 1:
USING RADAR CHART IN EXCEL
Demonstrate the use of Radar chart by comparing the average monthly temperature of three cities.
Label the graph as ‘Average Monthly Temperatures’.

Task 2:
USING BAR CHART IN EXCEL

Demonstrate the use of Bar chart by comparing the average monthly temperature of three
cities mentioned above. Label the graph as ‘Average Monthly Temperatures’.

Task 3:
TRIGONOMATRIC GRAPHS

Draw a sine (sinƟ) wave and a cosine (cosƟ) wave on a single graph. Angle (Ɵ) ranges from 0o
to 3600 with the interval of 150.
Attach the formula sheets also for the sine and cosine chart.

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Task 4:

The instructor for this course would like to reward the students who got a grade strictly above 85.
Use if statements to display “Reward” or “No Reward” beside each student.

Task 5:

Open the if exercise sheet. The sheet shows the names of salespeople along with the revenues
they have brought to the company. Using if functions, calculate their bonuses based on the
following scheme:
• >=$15000 10% bonus
• >=$10000 8% bonus
• >=$7000 5% bonus
• otherwise No bonus

Task 6:

Highlight the Hours that are in the bottom 20%. Format them so that they have a Yellow Fill
with Dark Yellow Text. (Hint: use Top/Bottom Rules).

Task 7:

After you have cleared the data bars rule from the Total column, apply the Green-Yellow-Red
color scale.

Task 8:

Edit this rule so that the maximum value is shown in a pretty sky blue color.

Task 9:

Format the OT Rate column using the 3 flags icon style. The cells should show a RED flag if its
value is >=20, a YELLOW flag if its value is <20 and >=15, and GREEN otherwise.

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 Karachi School of Business &
Leadership

Application of Information & Communication Technology

- Lab
Fall 2023

Lab 05 - Exploring Advance Features of MS Excel

Objective(s): To explore different features of Microsoft Excel.

Lookup functions
You may have noticed that some of these if statements can get quite long. An easier way to
match up the grades to their corresponding letter grade is to use the LOOKUP function.
The first thing you need to do is to create a lookup table that displays which numerical grades
correspond to which letter grades. This is the grade distribution:

A >=90
B >=80
C >=65
D >=50
F otherwise

Notice that the lookup table is in ascending order (by the first column). It must be in ascending
order for LOOKUP to work. The way this table is interpreted is that we are providing Excel
with the minimum numerical grade for each letter grade. For instance, the F grade is between 0
and 50 (since a D starts at 50), not including 50. The A grade is anything greater than or equal to
90. If we had not set the minimum numerical grade for F as 0, any value below 50 would return
an error. Now let us put this table into action, using a LOOKUP function.

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The first parameter we give the lookup function is the value to be looked up, which in this case,
the numerical grade. The second input is the lookup table. Now drag the function to the rest of
the column.
As you can see, we received plenty of error values. Double-clicking one of those values will
show you the problem. When we dragged the formula, the address of the lookup table was
incremented. Therefore, we need to fix the lookup table address in the formula. The way this is
done is by adding $ as prefixes in cell addresses. The $ sign before a column name or a row
number signifies an “absolute” or fixed address. When the formula is copied, Excel does not
change absolute addresses. To the contrary, the reference D2 is called a “relative” address. In
essence, it is saying lookup the value immediately to the left of cell E2 (where the lookup
function is created) and go from there. So, when the formula is copied from E2 to E3, D2 will be
updated to D3. Lookup tables should be always referenced in an absolute way.

A shortcut to do this is by clicking on F4 right after selecting the lookup table. Now try dragging
the formula again.

Now it all looks good, and as you can see above, the address of the lookup table was fixed.
Remember:
- The lookup table must be in ascending order.
- If lookup cannot find the exact match to the value you provided, it will return the result
corresponding to the largest value that is less than or equal to the value you provided.
- If the value you are looking for is smaller than the smallest value in the table, an error value
will be returned.

VLOOKUP Formula

We can use the VLOOKUP function with the help of a simple syntax. The Syntax for
VLOOKUP is:

=VLOOKUP(lookup_value, table_array, col_index_number,[range_lookup])

Where,

• lookup_value: This specifies the value that you want to look up in our data.
• table_array: This is the location where the values are present in excel.
• col_index_number: This specifies the column number from where we need to return the
value.

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 • range_lookup: This has two options; if the value is set to FALSE, that means we are
looking for an exact match. If the value is TRUE, then we are looking for an approximate
match.

Example 1: Add First/Last Name From Another Table

In this practice example, you are asked to add the first and last name of the employee to a Pay
Report. You will need to use the Employee ID to Vlookup the name columns from another table
so you don’t have to manually type out all the names.

Example 2: Vlookup From Multiple Tables

In this practice example, you will need to reference two separate data table sources in order to
complete the requested Pay Report.

Example 3: Vlookup Using Approximate Matching

In this practice example, you will need to utilized VLOOKUP’s approximate match capability to
categorize each employee to their proper payroll pay band based on the amount they are being
paid.

HLOOKUP Function

The HLOOKUP function has 3 required arguments (input data separated by commas), and one
optional argument. The syntax is as follows:

=HLOOKUP(Lookup_Value, Search_Area, Row_Number, [Approximate_Match])

• Lookup_Value (required) - The Lookup_Value is the value we know and will use to
specify the correct column to search. For the HLOOKUP this will likely be a column
header. The lookup_value can be a cell reference, number, a text string, or other type of
value.
• Search_Area (required) - The Search_Area is a table of defined range in which the
HLOOKUP will search for the result.
• Row_Number (required) - The Row_Number is used by Excel to determine the row
from which the matched value will be returned.
• Approximate_Match [optional] - The Approximate_Match is a logical true/false value
used by Excel to determine if you want to find an exact match or the nearest match for
the Lookup_Value. The function's default value is TRUE, so if you want to use an exact
match you must specify FALSE for the fourth argument. If FALSE, the function
HLOOKUP will find an exact match and if none is found will return #N/A.

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Remove duplicate values

Using the Remove Duplicates command, we can remove duplicate rows easily. Hence, learn the
process to do the operation.
Select data range B5 to E22 >> Press Data tab >> Choose Data Tools group >> Hit Remove
Duplicates.
A dialog box named Remove Duplicates pops up >> Check all the columns heading >> Press
OK.
A pop-up will show mentioning the duplicate value removed and unique values remaining. Press
OK.
Finally, you will be able to remove duplicate rows in Excel.

Consolidate Multiple Worksheets Into One

Assume we have received data from three worksheets in the same workbook, as shown below.

We have sales data of four zones in three different sheets.

Now we need to collate this data into a single worksheet. We have created a template named
“Consolidated Sheet” for this in a separate sheet.

We must follow the below steps.

We must first select cell B2 in the Consolidate Sheet.

Then, go to the Data ribbon and click on Consolidate.

Once we click on Consolidate, we will get the Consolidate window as shown below.
The first item in the window above is Excel’s Function drop-down list. This drop-down list can
select any function to consolidate the data.
Based on the type of consolidation we need to perform, we must select the desired function. In
this example, we want to summarize the total sales of three different worksheets. So we will
choose the SUM function in excel, which is the default.
Next, we need to add the reference of each worksheet sale number cell. Then, click on the
Reference box and select the sales number in the worksheet File 1.
Once the reference is selected, click on Add. As a result, it will add your chosen references to all
references.
By placing a cursor back to reference, we will go to the second worksheet, File 2.

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It will automatically select the range of cells we set in the previous worksheet. But, again, we
must click on Add to add the reference.
Finally, we will repeat the same step for the File 3 worksheet.
Now, we are done with the reference process. Click on OK to get the consolidated summary in
the Consolidate Sheet.

flash fill
In Excel, flash fill is an automated method for filling in data fields. It can happen when the application
notices a pattern in the information you're adding to cells when you want to separate information from
one column into multiple columns or you want to combine information from multiple columns into one
column. It can combine whole entries or parts from multiple cells with repeated information. For
example, you can use flash fill to combine height and weight in a single column or separate the data
from a single column to multiple columns.

Freeze Panes

The Excel Freeze Panes option allows you to lock your columns and/or rows so that when you
scroll down or over to view the rest of your sheet, the column and/or row will remain on the
screen.

Go to the View tab of a worksheet to select Freeze Panes, which locks specific rows and columns
in place when you scroll to another area, or Split Panes, which creates separate windows of the
same spreadsheet.

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 Exercises

Task 1:
The following table provides the color frequencies in the visible spectrum

Color Frequency (THz)

Violet 669-789
Blue 631-668
Cyan 607-630
Green 527-606
Yellow 509-526
Orange 485-508
Red 400-484

In the lookup exercise sheet, fill in the colors corresponding to the given frequencies using the
lookup function.

Task 2:

Vlookup Task:

Task 3:
Flash Fill

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 Karachi School of Business &
Leadership

Application of Information & Communication Technology

- Lab
Fall 2023

Lab 06 - Exploring Advance Features of MS Excel

Objective(s): To explore different features of Microsoft Excel.

Pivot tables
Pivot tables are used to easily create meaning out of large amounts of data. Let us take an
example. Select the entire table and then go to the Insert tab on the ribbon. Click the PivotTable
button.
The dialog box that pops up allows you to modify the range of data to be used for the pivot table,
and to choose where the pivot table needs to be placed. Leave everything as is and press the OK
button.
Let us first take a look at what the different field areas are used for. Their usage will become
clear shortly.
• Values: this is used to display summary calculations in the pivot table.
• Row labels: these labels are used to display fields as rows on the side of the pivot table. The
table is broken down by the first row label; each subsequent label appears as subcategory of the
previous label.
• Column labels: these labels are used to display fields as columns on the top of the pivot table.
Column labels are nested in a similar way to row labels.
• Report filter: this is used to filter the whole report (the pivot table).

The pivot table menu to the right allows you to select the fields you want to add to the table.
Select all of the fields by clicking their respective checkboxes.

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At this stage, the pivot table does not look like anything that makes sense. We need to tweak it a
little bit to show the information we need. Notice that all the fields have come under Row
Labels, except for Expense, which is under Values.

Drag the Expense Type field to Report Filter. Drag the Department field to the Column Labels.
Notice how more meaningful the pivot table has become. It shows the total departmental
expenditures per month, as well as each person’s expenditures in each month. To rearrange the
months so that they are in the correct order, select the cell you want reordered and then move the
mouse along the borders of the cell until a 4-headed arrow appears. You can then drag the cell to
its new location.
Now assume that we only want the information for Travel and Social expenses. Click on the
drop-down field next to Expense type, and then check the Select Multiple Items checkbox. After
that, deselect the Expense types we do not need and click OK.
Now, the pivot table shows the information for only the required expense types.
You can also filter column and row labels in the same way. Excel pivot tables allow for different
calculations of the data value. Currently, the Expenses are being summed up. Let us modify this
so that the table shows the average of all expenses.
In the pivot table field list (to the right of the screen), click on Sum of Expenses and select Value
Field settings from the menu.
The dialog box allows you to select the calculation type for the data field. Select Average and
then press the OK button.
The pivot table now shows the average of expenses instead of the sum.

Sorting lists
Sorting a list or sorting an entire table are both functions that will most likely come up whenever
you are doing data analysis. You can easily sort data in alphabetic, numeric, or even
chronological order.
Let us try sorting our table by the ascending alphabetic order of the names of the employees.
Select the range of names in the table. Then in the Home tab, under the Editing group, select Sort
A to Z.
A warning message pops up:
What this message is telling us is that with the current selection, only the names column will be
sorted.
The data in the rest of the table will not be sorted. This is why we need to select the “Expand the
selection” radio button. This will allow the entire table to be sorted according the alphabetic
order of the names. Press the Sort button. The entire table has now been sorted.

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Select Rate as the Sort by column, and then select for it to be sorted on Cell Icon. The order
menu now shows the three icons used in the Rate column. Let us ask for the green icon to be
placed on top, as shown below.
Now we can add another level of sorting so that the red icon is at the bottom. Click on the Add Level
button in the dialog box. Select Rate and Cell Icon again. This time, make sure the red icon is ordered on
the bottom, and then click the OK button.

Filtering lists
Filtering in Excel allows you to show only the rows of data you are concerned with, and hide all
other data temporarily.

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 Exercises

Task 1:
Modify the pivot table so that it shows the number of times expenses incurred for
each month, per department and per employee, for all expense types.

Task 2:
Create a pivot table from this data, then use the filters within to view the average
prices of holidays that have a Travel Method of Plane and a Resort Name that
begins with the letter S.

Task 3:
show me these values in dash board having country as England, Resort Name:
London, travel method of Train and its sum of prices.

Task 4:
Sort the table through the Hours column, from largest to smallest.

Task 5:
Use custom sort to sort the table in the descending order of the OT Rate and then in
ascending order of the names of the employees.

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