Teaching Aid

Orissa Computer Application Centre

• New • Copy • Sort Ascending
• Open • Paste • Sort Descending
• Save • Format • Chart Wizard
• E-mail Painter
• Drawing
• Print • Undo
• Zoom Control
• Print • Redo
• Microsoft Excel
Preview • Insert Help
• Spelling Hyperlink
• More Buttons
• Cut • AutoSum
• Font • Align Right • Decrease Indent

• Font Size • Merge and • Increase Indent

• Bold Centre • Borders

• Italic • Currency • Fill Color

• Underline • Percent Style • Font Color

• Align Left • Comma Style • AutoFormat

• Center • Increase • More Buttons

Decimal
• Decrease
• Draw • Text Box • Font Color
• Select • Oval • Arrow Style
Objects • Insert Clip • Dash Style
• Free Rotate Art
• 3-D Style
• AutoShapes • Insert
• Shadow
• Line WordArt

• Rectangle • Line Color

• Arrow • Fill Color

•
•New Create a new blank file based on default values contained in a file
called normal.xls
•Open Opens or finds an existing file.
•Close Closes the active file without exiting the application. If the file
contains any unsaved changes, you will be prompted to save the file
before closing.
•Save Saves the active file with its current file name, location and file
format. In case a new file is saved for the first time, the user has to
specify the file name, location and file format.
•Save As Saves the active file with a different file name, location or file
format.
•Save as Web Page Saves the file in Web Page format required for
creating documents for the Internet (World Wide Web).
•Save Workspace Saves the active workspace with a different
workspace name.
•Search You can search the titles, contents, or properties of Microsoft
Office files, Microsoft Outlook items and Web pages.
•Web Page Preview Allows you to preview the current file as a Web
Page in your browser so that you can see how it will look before
publishing.
•Page Setup Set margins, paper source, paper size, page orientation
and other layout options for the active file.
•Print Area It helps you to select the print area of the sheet for print.
•Print Preview Shows a preview of how exactly a file will look when you
print it.
•Print Prints the active file or selected items, to the selected printer or
fax.
•Send To Sends the Document to a Mail Recipient as an e-mail.
•Properties Displays the property sheet for the active file.
•Exit Closes MS Excel after prompting you to save any unsaved files.
•Undo (last command) Reverses the last command, i.e., undoes the
effect of last command you executed.
•Repeat (last command) Reverses the Undo command, i.e., restores the
last command.
•Cut Removes the selected content from the active document and
places it on the clipboard—a special place in the computer’s memory
from where it can be retrieved again.
•Copy Copies the selection to the clipboard.
•Office Clipboard Office Clipboard allows us to collect text and graphic
items from Office files (or from other programs) and then paste them
into any Office document.
•Paste Inserts the content of the clipboard at the insertion point, and
replaces any current selection (block).
•Paste Special Pastes, links, or embeds the clipboard content in the
current file in the format you specify.
•Paste as Hyperlink Pastes, links and Hyperlinks contents in the current
file in the specific format.
•Clear Deletes the selected object or text without putting on the
clipboard.
•Delete Deletes the selected cells or the cell or the cell that contains
the insertion point. If you select an entire row or column, the command
changes to Delete Row or Delete Column respectively.
•Delete Sheet Deletes the selected sheets from the workbook. You can
not undo this command.
•Move or Copy Sheet Moves or copies the selected sheets to another
workbook or to a different location within the same workbook.
•Find Searches for specified text, formatting, symbols, comments
footnotes and endnotes in the active documents.
•Replace Searches for and replaces specified text, formatting,
footnotes/endnotes or comment mark in the active document.
•Go To Moves the cursor to the item where you want to go.
•Links Displays or changes information for each link in the current file,
including the name and location of the source file, the item, the type
and whether the link is uploaded automatically or manually.
•Object Activates the application in which the selected object was
created so you can edit it.
•Normal Switches to normal view, which is the default document view for most
tasks in MS Excel, such as entering data, filtering, charting and formatting.
•Page Break Preview Switch to page layout or page break preview, which is an
editing view that displays your document as it will print.
•Task Pane Displays or hides the task pane.
•Toolbars Allow you to organize the commands in MS Excel, the way you want to
so that you can find and use them quickly. They contain button menus. The menu
bar is a special toolbar at the top of the screen that contains the list of
commands, for example, file, edit, view, etc.
•Formula Bar Displays or hides the formula bar.
•Status Bar Displays or hides the status bar.
•Header and Footer Adds or changes the text that appears at the top
and bottom of every worksheet.
•Comments Displays all comments made by all reviewers in the
comment pane.
•Custom Views Creates different views of a worksheet. A view provides
an easy way to see your data with different display options. You can
display, print and store different views without saving them as separate
sheets.
•Full Screen Hides most screen elements so that you can view more of
your document.
•Zoom Enter a magnification between 10 and 200 per cent to reduce or
enlarge the display of the active document.
•Cells Inserts the number of cells you select.
•Rows Inserts the number of rows you select.
•Columns Inserts the number of columns you select.
•Worksheet Inserts a new worksheet to the left of the selected sheet.
•Chart Starts the chart wizard, which guides you through the steps for
creating an embedded chart or modifying an existing chart.
•Symbol Inserts symbols from the libraries.
•Page Break Inserts a page break above a selected cell. This command
changes to remove Page Break if you have a cell selected that is adjacent
to a manually inserted page break.
•Function Displays a list of functions and their formats and allows you
to set values for arguments.
•Name Defines, creates, pastes and applies names.
•Comment Inserts a comment at the insertion point.
•Picture Inserts pictures from Clip Art and other libraries.
•Diagram Inserts different diagrams and shapes from the libraries.
•Object Inserts an object such as a drawing, WordArt text effect, etc. at
the insertion point.
•Hyperlink Inserts or edits the hyperlink you specify.
•Cells Applies formats to the selected cells. The command might not be
available if the sheet is protected.
•Row Format rows  increases/ decreases heights, AutoFit selection and
hides/unhide rows.
•Column Formats columns – increases heights, AutoFit selection and
hides/unhide column.
•Sheet Formats worksheets  renames, hides or unhides sheets.
•AutoFormat Applies a built-in combination of format, called an
AutoFormat, to a cell range or a PivotTable. If a single cell is selected,
Excel automatically selects the range surrounded by blank cells and
applies the AutoFormat to that range. If the selection is part of a
PivotTable, the entire table, except for the page fields, is selected and
formatted. This command is not available if the sheet is protected.
•Conditional Formatting Applies formats to the selected cells that meet
specific criteria based on values or formulas you specify.
•Style Defines or applies to the selection, a combination of formats
called a style.
•Spelling Checks the active documents for possible spelling, grammar
and writing style errors, and displays suggestions for correcting them.
•Error Checking Checks the active documents for all possible errors.
•Share Workbook Switches to shared workbook mode which allows
you and other user on your network to edit and save changes to the
same workbook.
•Track Changes Mark changes in the current document and keeps
track of each change by reviewer name.
•Compare and Merge Workbooks Compares and combines changes
from multiple copies of a shared workbook into one workbook.
•Protection Prevents changes to cells on worksheets, items in a chart,
graphic objects on a worksheets or chart sheets, or code in a Visual
Basic form.
•Online Collaboration Communicate online with other people in a
group conference and organize meetings on the web.
•Goal Seek Adjusts the value in a specified cell until a formula that is
dependent on that cell reaches a target value.
•Scenarios Creates and saves scenarios, which are sets of data you
can use to view the result of what-if analyses.
•Formula Auditing Finds cells that have a relationship to a formula,
displays formulas affected by changes in a cell, and tracks down the
sources of error values.
•Tools on the Web It provides the online web tools and opens the
Microsoft Office Web Page.
•Macro Opens the Macro dialog box, where you can run, edit or
delete a Macro. Use Record New Macro to record a series of actions
as a Macro, or click Visual Basic Editor to write a Macro.
•Add-Ins Specifies which add-ins is automatically available when you
start Microsoft Office.
•AutoCorrect Options Sets the options used to correct text
automatically as you type, or to store and reuse text and other items
you use frequently.
•Customize Customizes toolbar buttons, menu commands and
shortcut key assignments.
•Options Modifies settings for Microsoft office programs such as
screen appearance, printing, editing, spelling and other options.
•Sort Arranges the information in selected rows or lists alphabetically,
numerically or by date.
•Filter Displays only those rows that match the value in the active cell
and AutoFilters rows to the right of each column label.
•Form Displays a data form in the dialog box. You can use the data
form to see, change, add, delete and find records in a list or database.
•Subtotals Calculates subtotal and grand total values for the labeled
columns you select. MS Excel automatically inserts and labels the
total rows and outlines in the list.
•Validation Defines what data is valid for individual cells or cell
ranges; restricts the data entry to a particular type such as whole
numbers, decimals numbers or text; and sets limits on the valid
entries.
•Table Creates a data table based on input values and formulae you
defined. Data tables can be used to show the results of changing
values in your formulae.
•Text to Column Separates text in one cell on a worksheet into
columns by using the Convert Text to Columns Wizard. It helps you
divide text into columns using a separator or delimiter, such as tabs or
commas.
•Consolidate Summarizes the Data from one or more source areas
and displays it in a table.
•Group and Outline Creates groups, subgroups and outlines and
ungroups them.
•PivotTable and PivotChart Report Starts the PivotTable Wizard,
which guides you through creating or modifying a PivotTable.
•Import External Data Creates and runs web or database queries.
•Refresh Data Updates the data in a PivotTable if the source data has
changes.
Window Menu
•New Window Opens a new window with the same contents as the
active window so you can view different parts of a file at the same
time.
•Arrange … Displays all open files in separate windows on the screen.
The arrange command makes it easier to cut, copy and paste
between files.
•Hide Hides the active workbook window. A hidden window remains
open.
•Unhide Displays the hidden workbook window.
Window Menu
•Split Splits the active window into panes. The user can specify the
size of two windows. In case the current window is already split, and
can be used to remove the split and can be use to removes the split.
•Freeze Panes Freezes the top pane, left pane or both in the active
worksheet. Use the Freeze Panes button to keep columns and rows
title in view while you are scrolling through a worksheet. Freezing
titles in a worksheet does not affect printing.
•Microsoft Excel Help To launch the MS Office Assistant, this provides
help and tips to you to execute many tasks.
•Hide/Show the Office Assistant Displays or removes the Office
Assistant from view.
•What’s This? Provides help on the topic which is clicked on.
•Office on the Web Provides a link to Microsoft’s home site
containing, free stuff, feedback, answers to frequently ask questions,
technical help, etc.
•Activate Product Its help to activate the product online.
•Lotus 1-2-3 Help Helps you learn the MS Excel equivalents for
Lotus1-2-3 menu and command items. You can display the
instructions for the equivalent item on your worksheet, or you can
view a demonstration that shows the MS Excel steps.
•Detect and Repair Automatically finds and fixes errors in this
program.
•About Microsoft Excel Shows you the Excel version’s details and
copyright message along with detailed information about your
computer system (called System Info).