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INTRODUCTION
What is a Computer?
A computer is a machine or an electronic device capable of accepting data, processing data,
giving data out and/or storing it for later use.
INPUT-The entering of data into the computer for processing. The user enters data into the
computer using the input devices, for example, the keyboard or a mouse. Each type of input
device is designed for entry of specific data.
PROCESSING-This is the changing of raw data into useful and understandable information.
The main component for this task is the CPU (Central Processing Unit).
OUTPUT-The display of processed data, which in fact is information. The parts of the
computer system responsible for this output function are the Visual Display Unit (VDU) and the
Printer.
STORAGE-The keeping of information for later use on devices such as hard drives, floppy
disks, zips disks and CD ROMs.

Hardware and Software

For a computer to be functional it requires two basic components, Hardware and
Software. Hardware without software is useless and software without hardware is also useless.
WHAT IS HARDWARE?
These are the physical or tangible parts of a computer system for example, keyboard,
mouse, system unit, screen, printer and the speakers.
WHAT IS SOFTWARE?
These are the programs that are used to give instructions to the computer and the
information that is obtained from the computer. Examples of software are Windows 98, 2000
and XP, Microsoft Word, Microsoft Excel, Vista, windows 7, MS-DOS and so on. The power
of the computer as a versatile and flexible tool comes from the fact that it can run many
different types of application software, and that the application software can be purchased and
loaded at any stage.
HARDWARE DEVICES
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For a computer to perform its four interacting functions, it requires different parts, also
called devices, which work together towards these functions.

INPUT DEVICES
The most common input devices are the keyboard and the mouse.
KEYBOARD
This is a human touch input device, which means it needs the human hand to press the
keys when entering data. It mostly captures text data. There are four general areas of the
keyboard. There are the Function Keys, which are labeled from F1 to F12, the typewriter area in
the QWERTY format, the numeric keypad located on the far right side of the keyboard and the
cursor motion and control keys. To use the Keyboard just press and release the keys.

THE MOUSE
This is a powerful device in today graphical user interface type of
programs. This tool translates the movement of the hand to the movement of
an arrow on the screen. The arrow moves when you move the mouse and is
referred to as the mouse pointer. The most common mouse has a ball
underneath which moves when the mouse is moved, and this causes the two
shafts to rotate. When the mouse pointer is over an icon the mouse buttons
can be clicked, double-clicked or dragged to initiate an action.
Pointing and Clicking

CENTRAL PROCESSING DEVICE

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The CPU or Central Processing Unit is the main component of the computer. All other
parts are connected to this component, also known as the System Unit. It handles instructions
from the computer program and processes the data. It is the brain of a computer.

OUTPUT DEVICES
The most common output devices are the printer and the visual display unit. All the processed
data is passed on to these devices when required by the user.
MONITOR
This is sometimes called the screen or VDU and is the main way of
getting processed data out of the computer. Monitors come in different
shapes and sizes. Although they come in different capabilities in terms of
color output their function is still to display information to the user. There
are control buttons on the monitor that are used to adjust the size,to turn the
monitor on and off. There is usually a light next to the power button to
indicate the status of the monitor to see whether it is on or off.
->Note that switching the monitor off will not affect your information.
PRINTERS
Printers produce hard copies, i.e., printed or permanent material. It is called Hard copy
because it is tangible and cannot be easily changed. Some examples are HP LaserJet 1100,
HP LaserJet 2100, HP LaserJet 1300, HP LaserJet 2024, Epson EPL 5700.

Storage
RAM
A fast CPU is useless without an adequate amount of RAM (stands for Random Access
Memory). RAM is usually referred to as a computer's "memory" -- meaning that it
storesinformation that is used by running programs and applications. More memory lets you
runmore applications at the same time without degrading your system's performance.

Hard Disk Drive

The hard disk drive (HDD) of the computer is where permanent information is stored.
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Documents, databases, spreadsheets, and programs are all stored on the hard disk. The larger
the hard disk, the more you can fit on the drive. The size of the HDD does not affect the speed
at which a program can run, but the HDD speed can affect
how fast you can access your files.

Optical Drives (CD, CD-R, CDRW, DVD, DVD-R, DVD-RW)

Optical drives are more commonly known as CD and DVD drives. They are considered
"optical" because the drive uses a laser to see the data etched onto the plastic disk. All
computers now come with some form of CD drive. CD-R and CD-RW drives are becoming a
new standard in portable data storage. The "R" in CD-R stands
for "recordable." This type allows you to "burn" information to the CD only once. The "RW" in
CD-RW stands for "rewritable." These can be rewritten several times over, allowing you to
delete and add files. Most software you buy comes on a CD-ROM, and you'll use your CD or
DVD drive to read it and copy the software onto your computer.
Floppy Drive
While floppy drives can come in handy for transferring small files from one computer to
another, it isn't generally a big concern if your computer has on or not. The Internet makes it
quite easy to transfer files via email or some form of online storage. Quite a few computer
sellers now don't even bother including a floppy drive. But because they don't really add to the
overall cost of a computer, it doesn't hurt to purchase one with a floppy drive. Zip drives are a
form of floppy disk that can hold hundreds of megabytes of memory, but their popularity has
declined with the cheaper and higher capacity CD-RW disks mentioned above.

DIFFERENT TYPES OF SOFTWARE

There are two types of software namely System software and Application software. For a
computer to be functional it must have System software.
SYSTEM SOFTWARE
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The basic component of System software is an Operating System. An Operating System

is a program that runs first when you switch on your computer and continues to run quietly in
the background. All other programs run under the control of the Operating system. The
Operating System has been referred to as a Traffic Cop or Central Nervous System because of
its functions.
The process of loading the Operating System is known as Booting, which happens when a
computer is switched on. As electric power is detected the computer runs a boot program which
fetches the Operating System from the hard disk and leaves it running in the computer memory
to control all other programs. The user does not participate during this process if the Operating
System has been properly installed.

EXAMPLES OF OPERATING SYSTEMS

MS-DOS Windows 2000
Windows NT Workstation XP Windows NT Server
Windows 98 Windows vista
Macintosh UNIX Windows 7
APPLICATION SOFTWARE
These are programs that are designed to solve specific problems and hence a wide range
of these programs has been created to address the wide range of identified problems.
Eg. VLC, Games, Microsoft office………..etc
How to Start / Open Windows 7
1. Push your computer’s power button, which might look like or, then if the monitor is not
turned on, press its power button to turn it on. On a desktop computer, the power button is
probably on the front panel. On a laptop computer it’s most likely at the top of the keys on
your keyboard. After a few moments, a Starting Windows message appears.

2. Click a user name if necessary

The name you click represents your user account that lets you use the computer.
The user account may have your name assigned to it, or it might have a general
name, like Student, or Lab User. A password screen may appear.
3. Type your password if necessary, using uppercase and lowercase letters.
4. Click the Go button
You see a welcome message, and then the Windows 7 desktop.
GENERAL FEATURES THAT ARE FOUND ON THE DESKTOP
Some general features found on the Desktop of most computers are explained below.
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Desk top Icons Task Bar

Start
Start button
The Start button is your launching point when you want to communicate with your
computer. You can use the Start button to start programs, to open windows that show
you the contents of your computer, and to end your Windows session and turn off your
computer.
Taskbar
The taskbar is the horizontal bar at the bottom of the desktop. The taskbar contains the
Start button as well as other buttons representing programs, folders, and files. You can
use these buttons to immediately open programs or view files and programs that are on
your computer.
Recycle Bin
Like the wastepaper basket in your office, the Recycle Bin is where you place the files
and folders that you don’t need any more and want to delete. All objects you place in
the Recycle Bin stay there until you empty it. If you put an object there by mistake, you
can easily retrieve it, as long as you haven’t emptied the bin.
Desktop Background
The desktop background is the shaded area behind your desktop objects. You can
change the desktop background to show different colors or even pictures. You might
see the following on your desktop:
Icons and shortcuts
On the desktop background, you can place icons called shortcuts, which you can
Double Click to access pro- grams, files, folders, and devices that you use frequently.
That way, they are immediately available to you.
Exiting Windows 7
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What are Files and Folders?

FOLDERS
A folder is a way of organizing files. Folders can contain sub-folders and these sub-
folders can again contain sub-folders. There is no limit as to how many sub-folders can be
contained in a sub-folder. Saving files in logical folders provides a method of organizing files to
ensure easy access by the user.
FILES
A file is a collection of characters or bytes or information treated as a single unit. A file
has a name and an extension. Every file has a name and an extension and between the name and
the extension there is a period or dot, i.e. <filename>.<Extension>. For example sales.xls means
sales is the name of the file and xlsis the extension given by the application program MS-Excel.
FILE SIZES
Please note that every file has a size given in bytes. Information is stored in the form of
bytes and a byte represents a character. A byte is formed of bits and a bit is the smallest unit of
data storage, represented by an on/off, 0/1, presence/absence of magnetization. There are 8 bits
in each byte. The units used for measuring data/file/disk sizes are:
1 byte = 8 bits
1 Kilobyte (Kb) = one thousand bytes (precisely 1 024 bytes)
1 Megabyte (MB) = one million bytes (precisely 1 048 576 bytes)
1 Gigabyte (GB). = one billion bytes
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Cut
Clicking on this tool will move a selected item onto the clipboard. The Item can later be
pasted elsewhere using the Paste tool.
Copy

If you click on this tool the selected item will be sent to the clipboard but the original
item will remain where it was. The clipboard item can be pasted elsewhere.
The Delete Tool

This tool when clicked on will send the selected file or Folder to the Recycle bin if you
are deleting from drive C: Before doing this, the computer will display a message requesting
confirmation of the deletion, to avoid deletion in error. Avoid indiscriminate use of this tool.
HOW TO CREATE A FOLDER
To get started with real file management, we need to be able to create, move, copy, rename and
delete folders. We have already discussed the folders, i.e. the icons, their structure. Now it is
time to create folders. There are two methods available to create a folder and you can choose
whichever is suitable for you.
CREATING A FOLDER USING THE MENU BAR
1. Select the drive or the folder in which you want
to create the new folder
2. Click on File on the menu bar File menu appears.
3. Point to New Submenu appears with folder as
the first option.
4. Click on Folder The New Folder Icon appears with
a blinking cursor which shows that you can type in the name of the folder
5. Type in the name of the Folder and press Enter The Folder will be created
Copying Files
You might want to copy a file in Windows 7 for any number of reasons.You may want to copy
files to replace corrupted or missing ones or maybe to provide a backup ofa file while you make
changes to the original file. The basic concept of a file copy, however, is tocreate an exact
duplicate of the file. The original file is not deleted.The ability to copy files is a basic function
of any operating system includingWindows7. There are several ways to copy a file in Windows
7 but the one describe below iseasiest. Copying any file in Windows 7 should take less than a
few minutes unless the file isvery large.
Steps
1. Click on the Start button and then Computer.
2. Locate the hard drive, network location, or other storage device that the original file you
want to copy is located on and double-click to open the contents of the drive.
3. Continue to navigate down through whatever drives and folders are necessary until you find
the file you want to copy.
4. Highlight the file you want to copy by clicking on it once. Do not open the file.
Tip: Want to copy more than one file (or folder)? Hold down the Ctrl key on your
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keyboard and select any files and folders you want to copy. Release the Ctrl key when
you're complete. All highlighted files and folders will be copied.
5. Choose Organize and then Copy from the menu at the top of the folder's window. A copy of
the file is now stored in your computer's memory.
6. Navigate to the location where you want to copy the file to. Once you've found the folder,
click on it once to highlight it.
7. Choose Organize and then Paste from the folder window's menu.
8. The file you selected in Step 4 will now be copied to the folder that you chose in Step6. The
original file will be left unchanged and an exact copy will be created in the location you
specified.
Moving and Renaming Files
As you work with files, you might need to move files or folders to another location. You can
move one or more files or folders. You might move them to a different folder on the same
drive or a different drive. When you move a file, the file is transferred to the new location and
no longer exists in its original location. You can move a file using the Cut and Paste
commands. After you create a file, you might find that the original name you gave the file
isn’t clear anymore, so you can rename it to make it more descriptive or accurate.
Steps
1. Click on the Start button and then Computer.
2. Locate the hard drive, network location, or other storage device that the original file you want
to copy is located on and double-click to open the contents of the drive.
3. Continue to navigate down through whatever drives and folders are necessary until you find
the file you want to move/cut.
4. Highlight the file you want to move /cut by clicking on it once. Do not open the file.
Tip: Want to move / cut more than one file (or folder)? Hold down the Ctrl key on
your keyboard and select any files and folders you want to move / cut. Release the Ctrl
key when you're complete. All highlighted files and folders will be move / cut.
5. Choose Organize and then Cutfrom the menu at the top of the folder's window.
6. Navigate to the location where you want to move/cut the file to. Once you've found the
folder,click on it once to highlight it.
7. Choose Organize and then Paste from the folder window's menu.
As you work with files, you might need to move files or folders to another location. You can
move one or more files or folders. You might move them to a different folder on the same
drive or a different drive. When you move a file, the file is transferred to the new location and
no longer exists in its original location. You can move a file using the Cut and Paste
commands. After you create a file, you might find that the original name you gave the file
isn’t clear anymore, so you can rename it to make it more descriptive or accurate.
Deleting and Restoring Files
Steps
1. Locate the file or folder you want to delete.
2. Press Delete key.
3. Click YES
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Restoring a file from the Recycle Bin

Steps
1. Open the recycle bin
2. Right click on the file or folder you want to restore.
3. Click on restore key.
4. Click YES
What Is A Computer Virus?
Computer virus is a computer program that can spread across computers and
networks by making copies of itself, usually without the users knowledge. To be
classed as a virus it must be able to replicate itself. Viruses can have harmful side-effects.
These can range from displaying irritating messages to deleting all the files on your
computer.
Viruses can spread by:
I. Floppy disk, CD and DVD devise …etc
II. External devices like:
1. Removable disk like
a. Ipod, mp3 player …etc.
b. Flash, Memory card …etc.
c. External hard disk

Protect your Computer

You can take safeguards against virus infection. The first thing is to get an anti-virus program.
Most reputable companies that create virus protection programs release an evaluation copy that
an Internet user can download for free and use for a certain amount of time. This anti-virus
program will be able to check your computer for viruses and repair damage or delete files that
are infected with viruses. You may have to replace infected files that cannot be repaired.

Working in Windows
What is a Window? A Window is a rectangle on your screen that organizes how you view and
work in specific programs or view files on your computer.
1. Title Bar - horizontal bar at the top of a window that holds the window's title or the name of
the program you're using
2. Menu Bar - bar located under the title bar that lists available menus
3. Status Bar - bar at the bottom of a window that displays how many objects or icons are in
the window
4. Minimize Button - shrinks your window to a button on your taskbar
5. Maximize Button - enlarges your window to completely cover your screen
6. Close Button - closes an open window
7. Scroll Bar – the rectangle at the side or bottom of the window that allows you to guide
through the contents of a window (it will appear when there are a many files to display
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Microsoft Office
Is a package it holds different Microsoft working areas.
1. Microsoft Word 2. Microsoft Excel 3. Microsoft Access 4. Microsoft Powerpoint

Introduction:
Microsoft Word is an essential tool for the creation of documents. Its ease of use has made
Word one of the most widely used word processing applications currently on the market.
Therefore, it's important to become familiar with the various facets of this software, since it
allows for compatibility across multiple computers as well as collaborative features. Word is a
fairly simple program to use for completing simple tasks. However, it may be more difficult to
learn how to explore the more advanced possibilities of Word.
Opening Microsoft Word:
To run Word on your computer: “Start” >> “Programs” >> “Microsoft Office” >> “Microsoft
Office Word 2003.” If there is an icon of Microsoft Word available on your desktop (shaped
like a square with a "W" in the middle), you can open up the program by double-clicking it, as
well.

Making a New Blank Document:

When Word is opened, a new blank document should automatically open. If not, then you can
begin a new blank document in a variety of ways. First, find the "New Blank Document" icon,
which looks like a blank sheet of paper, located underneath the menu bar in Word in what is
called the "standard toolbar." Click on the icon to bring up a new blank document.

Also, you can go to the menu bar and select File >> New… (shortcut: Ctrl+N).
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To begin typing, just click the cursor anywhere within the new blank document.

Opening a Document:

To open to view, edit, or print a document, you must first open up that file in Word. You can
open a file by clicking on the "Open" folder icon (with a picture of a folder) located in the
standard toolbar. Or, you can use the menu bar and navigate to File >> Open… (shortcut:
Ctrl+O).

Saving a Document:
When you are working with any sort of media in any software, you should be sure to save
your work often. In Word, there are numerous options for saving documents in a variety of
file types. To save a new, unsaved document, you can click on the Save icon, shaped like a disk
located on the standard toolbar. Or, you can go to the menu bar and select File >> Save…
(shortcut: Ctrl+S).

A dialogue box should appear, offering you a number of options. To save the document in the
desired location on your computer, locate and select the folder on your computer. Give your
document a name in the file name text box. While you can give your document long names,
make sure you save it with a name you can remember.
Please note that it's good practice not to use spaces or special characters in file names. For
example, a long file name may look like this:

expos_sample_paper1.doc

To save a completely new document using previously existing (and opened) text, you use the
Save As option.

Open the document that you wish to save as an entirely new file, go to the menu bar, and
click on File >> Save as. In the file name text box, give your document a new name. Using this
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option allows you to save multiple versions (with different file names) of a document based
on one original file.

Formatting Text/Paragraphs Using Toolbars:

In a word processing program such as Word, there are numerous options available for
presenting your text. This part of the tutorial will guide you through several of the important
features in Word that will allow you to edit, modify, and display text (and non-text)
components.
The Standard Toolbar:
Word allows all toolbars to be customized, so you may not find all options listed here. There
are several buttons that may or may not appear immediately in your version of Word. Use
the following graphic as a guide to the Standard Toolbar.

1. New Blank Document:

To begin a new document, click on the New Blank Document icon, shaped like a blank
sheet of paper.
2. Open:
Clicking on this icon opens up a previously saved document on your computer.

3. Save:
Clicking on the Save icon saves the document you are currently working on. If you are
saving a document for the first time, you can click on this button. However, if you want
to save a new file from a preexisting document, then you must go to the menu bar and
select “File” >> “Save As” and give the file a new name. When working on any
document, you should be sure to save frequently, so that you don't lose any work.
4. Permission:
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Microsoft has enabled Information Rights Management (IRM) within the new version of
Word, which can help protect sensitive documents from being copied or forwarded.
Click this for more information and options.
5. Print:
Clicking on the Print icon automatically prints the document currently active in Word. If
you wish to explore more print options, then go to the menu bar and select “File” >>
“Print.”
6. Print Preview:
To get an idea of the appearance of your document in print before you actually print it
out, you can click on this icon to view your document from a zoom-out distance.
7. Spelling and Grammar:
Clicking begins a review of your document in search of spelling and grammatical errors
that may need to be corrected.
8. Copy:
Copy the current selection to the clipboard, which can then be pasted elsewhere in the
document, or into a completely separate program/document.
9. Paste:
Clicking on the Paste button inserts the text that has been most recently added to the
Clipboard (the text would have been added there by Cutting or Copying). With Paste,
you can either insert the copied text into a document or replace selected text.
10. Undo Typing:
The Undo Typing button goes back and removes the last addition or change made to
your document.
11. Insert Hyperlink:
You may find that you want to make links to a particular web site, web page, or some
other kind of online file in your Word document. Using the Insert Hyperlink button, you
can turn selected text into hyperlinks. When the icon is clicked, a window will appear
that will allow you to insert the URL (web address) of the web page you want to link to.
You can type in the URL yourself or insert a preexisting bookmark. Once the link is
inserted, the link in your Word document can be clicked and the web page will open up
in a web browser.

12. Insert
Table:
When this icon is clicked, a small window will appear in the form of a grid of squares.
Use this window as a guide to indicate how many rows and columns you would like
your table to contain. Once selected, a table will automatically appear in Word. Clicking
the Tables and Borders button will allow you to modify the table. To modify an aspect
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of the table, select, or place the cursor in, the area and apply changes such as borders
and colors.
The Formatting Toolbar:
Word allows all toolbars to be customized, so you may not find all options listed here. There
are several buttons that may or may not appear immediately in your version of Word. Use
the following graphic as a guide to the Formatting Toolbar.

1. Style:
Styles in Word are used to quickly format portions of text. For example, you could use
the "Normal" or "Default Paragraph Font" for the body text in a document. There are
also three preset styles made for headings.
2. Font:
Font is a simple but important factor in Word documents. The choice of font (the style
of the text itself) can influence the way others view documents, either on the screen or
in print. For example, Arial font looks better on screen, while Times New Roman is
clearer in print. To apply a font to text, select desired text with your cursor, and choose
a font from the font drop down menu.
3. Font Size:
You may encounter times in which you need to display some text larger or smaller than
other text. Selecting desired text with the cursor and choosing a font size from the drop
down menu changes the size of text.
4. Bold:
Places the text in bold.
5. Italic:
Places the text in italics.
6. Underline:
Underlines the text.
7. Align Left:
Aligns the selection to the left of the screen/paper.
8. Center:
Aligns the selection to the center of the screen/paper.
9. Align Right:
Aligns the selection to the right of the screen/paper.
10. Justify:
Aligns the selection to both the left and right of the screen/paper.
11. Line Spacing:
Adjust the line spacing (single-spaced, double-spaced, etc.)
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12. Numbering:
Create a numbered list.
13. Bullets:
Create an unordered, bulleted list.
14. Decrease Indent:
Decreases the indentation of the current selection (to the left).
15. Increase Indent:
Increases the indentation of the current selection (to the right).
16. Outside Border:
Places a border around the current selection; click the drop-down for a wide selection
of bordering options.
17. Highlight:
Highlight the current selection; default color is yellow.
18. Font Color:
Change the font color; the default/automatic color is black.
More Formatting:
Besides the toolbars, Word provides a great deal of ways to customize and format your text
and documents.
Paragraph Spacing:
To access the Paragraph formatting options, navigate to the menu bar, and select “Format” >>
“Paragraph,” or right-click within a paragraph.

A window will appear with options for modifying spacing and indenting. Here, you can choose
to make the text in your document single or double spaced, as well as edit the margins for the
document.
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Headers/Footers:
Headers and footers are important aspects of a Word document if you wish to include
information such as page numbers and headings on every page. To access the header and
footer options, go to the menu bar and select “View” >> “Header and Footer.”

A dotted-line box called "Header" will automatically appear, as well as a sub-menu for
formatting header and footer properties. The cursor will already be placed in the Header box.
If you scroll down on your current page opened in Word, you will see a dotted-line box called
"Footer." To add text in the Header or the Footer, simply click the cursor inside either one of
the boxes, and type the text you want.
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To add page numbers to your document, click your cursor inside of the footer box. Then, click
on the icon shaped like a sheet of paper with a "#" inside. The page number will then be
inserted and applied to all of the pages in your document.

Inserting an Image:
In Word, it's possible to add clipart or other images to a document. Click the cursor in your
document where you wish to place an image. Then go to the menu bar and select “Insert” >>
“Picture.”

From there, you will find a number of options to choose from. "Clipart" searches through your
computer's Clipart library. "From File" will allow you to insert an image saved elsewhere on
your computer. Other options include "AutoShapes" and "WordArt."
Microsoft Excel 2007
Originally a spreadsheet was simply a piece of paper on which people added up columns and rows
of numbers to help them plan budgets. The name spreadsheet derives from the facts that in the old days
the figures were "spread" out on a "sheet" of paper. The computerized spreadsheet is a relatively new
computer application, having being introduced in the late 1970s for use on microcomputers. Since then,
the electronic spreadsheet has become an indispensable tool. In business, spreadsheets are used for
budgeting, summaries of accounts, stock level analysis and forecast planning. Spreadsheets are also used
on home computers for family budgets, in schools and colleges for setting out calculations and in research
for mathematical modeling.

Difference between a Workbook and a Worksheet

A spreadsheet is made up of numbered rows and lettered columns. Each grid position is called a cell and
can contain text, numbers, or formulas. Files created in Microsoft Excel are called Workbooks. A workbook is
the file, in which you work and store your data. Inside workbooks are Worksheets (also known as
spreadsheets). A worksheet is the primary document used to store and work with data. It consists of cells
organized into rows and columns.
This lesson teaches Microsoft Excel basics. To begin,
1. Click on Start =>All Programs =>Microsoft office => Microsoft office Excel 2007
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Or
2. From the short cut Quick Access Toolbars click on Microsoft Excel
The screen shown here will appear.

1.1 The Microsoft Excel Environment Title bar

Quick Access Formula bar

Select all Toolbars
Scroll bars
Active cell
Current Sheet

Closing opened document

Click the in the upper right corner of the task pane to close the task pane.
Or
Click on the office button and then click on Close

The Title Bar

On the Title bar, Microsoft Excel displays the name of the workbook you are currently using. At the top of
your screen, you should see "Book1-Microsoft Excel" or a similar name.

The Quick Access Toolbar

The Quick Access Toolbar is a customizable toolbar that contains a set of commands that are
independent of the tab that is currently displayed. You can add buttons that represent commands to the Quick
Access Toolbar.

Navigating within a worksheet

Worksheets
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Microsoft Excel consists of worksheets. Each worksheet contains columns and rows. The columns are lettered
A to IV; the rows are numbered 1 to 65536. 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 E10 is located under column E on row 10. You enter your data into the cells on
the worksheet.

The Formula Bar

Formula Bar

If the Formula bar is turned on, the cell address displays in the Name box on the left side of the Formula bar.
Cell entries display on the right side of the Formula bar. Use the View menu to turn on or turn off the Formula
bar.

The Status Bar

Status Bar

If the Status bar is turned on, it appears at the very bottom of the screen. Use the View Menu to turn on and turn
off the Status Bar

 Notice the word "Ready" on the Status bar at the lower left side of the screen. The word "Ready" tell
you that Excel is in the Ready mode and awaiting your next command. Other indicators appear on the
Status bar in the lower right corner of the screen.

 Press the Cap Lock key several times and note how the indicator located on the Status bar changes.

The Down Arrow Key

You can use the down arrow key to move downward one cell at a time.
The Up Arrow Key
You can use the Up Arrow key to move upward one cell at a time.
The Tab Key
You can use the Tab key to move across the page to the right, one cell at a time.
The Shift + Tab Keys
You can hold down the Shift key and then press the Tab key to move to the left, one cell at a time.
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The Right and Left Arrow Keys

You can use the right and left arrow keys to move right or left one cell at a time.
Page Up and Page Down
The Page Up and Page Down keys move the cursor up and down one page at a time.
The End Key
The Status Bar
The End key, used in conjunction with the arrow keys, causes the cursor to move to the far end of the
spreadsheet in the direction of the arrow.
1. Press the End key.
2. Note that "END" appears on the Status bar in the lower right corner of the screen.
3. Press the right arrow key.
4. Note that the cursor moves to the farthest right area of the screen.
5. Press the END key again.
6. Press the down arrow key. Note that the cursor moves to the bottom of the screen.
7. Press the End key again.
8. Press the left arrow key. Note that the cursor moves to the farthest left area of the screen.
9. Press the End key again.
10. Press the up arrow key. Note that the cursor moves to the top of the screen.
Note: If you have entered data into the worksheet, the End key moves you to the end of the data area.
The Home Key
The Home key, used in conjunction with the End key, moves you to cell A1 -- or to the beginning of the data
area if you have entered data.
Moving Quickly Around the Worksheet
The following are shortcuts for moving quickly from one cell 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 while in the Ready mode, you are prompted for
the cell to which you wish to go. Enter the cell address, and the cursor jumps to that cell.
Go to -- Ctrl-G
You can also use Ctrl-G to go to a specific cell.
Name Box
You can also use the Name box to go to a specific cell.

Scroll Lock

The Status Bar

Scroll Lock moves the window, but not the cell pointer.
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1. Press the Page Down key.

2. Press Scroll Lock. Note "SCRL" appears on the Status bar in the lower right corner of the screen.
3. Press the up arrow key several times. Note that the cursor stays in the same position and the window
moves upward.
4. Press the down arrow key several times. Note that the cursor stays in the same position and the window
moves downward.
5. Press Scroll Lock to turn the Scroll Lock function off.
6. Hold down the Ctrl key and press Home to move to cell A1.

1.1 Selecting cells, rows, columns, and worksheets

If you wish to perform a function on a group of cells, you must first select those cells by highlighting them.

You can highlight 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:

1. Place the cursor in cell A1.

2. Hold down the Ctrl key. Do not release it until you are told. 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 E7.
5. Continue to hold down the Ctrl key, but release the left mouse button.
6. Using the mouse, place the cursor in cell G8.
7. Press the left mouse button.
8. While holding down the left mouse button, move to cell I17. Release the left mouse button.
9. Release the Ctrl key. Cells A1 to E7 and cells G8 to I17 are highlighted.
10. Press Esc and click anywhere on the worksheet to remove the highlighting.
1.2 Entering data
In this lesson, you are going to learn how to enter data into your worksheet. First, you place the cursor in the
cell in which you would like to enter data. Then you type the data and press Enter.
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1. Place the cursor in cell A1.

2. Type EyobKidane.
3. The Backspace key erases one character at a time. Erase "Kidane" by pressing the backspace key until
kidane is erased.
4. Press Enter. The name "Eyob" should appear in cell A1.

Editing a Cell
After you enter data into a cell, you can edit it by pressing F2 while you are in the cell
Changing a Cell Entry
Typing in a cell while you are in the Ready mode replaces the old cell entry with the new information you type.
Wrapping Text
When you enter text that is too long to fit in a cell into a cell, it overlaps the next cell. If you do not want it to
overlap the next cell you can wrap the text.

1. Move to cell A2.

2. Type Text too long to fit.
3. Press Enter.
4. Return to cell A2.
5. Choose Homefrom the menu. then from the Ribbon
6. Click on the Alignment tab.
7. Select Wrap Text.
8. Click OK. The text wraps.
Deleting a Cell Entry
To delete an entry in a cell or a group of cells, you place the cursor in the cell or highlight the group of cells and
press Delete.
Entering Numbers as Labels or Values
In Microsoft Excel, you can enter numbers as labels or as values. Labels are alphabetic, alphanumeric, or
numeric text on which you do not perform mathematical calculations. Values are numeric text on which you
perform mathematical calculations. If you have a numeric entry, such as an employee number, on which you do
not perform mathematical calculations, enter it as a label by typing a single quotation mark first.
Smart Tags
When you make an entry that Microsoft Excel believes you may want to change, a smart tag appears. Smart
tags give you the opportunity to make changes easily. Cells with smart tag in them appear with a green triangle
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in the upper left corner. When you place your cursor in the cell, the Trace Error icon appears. Click the Trace
Error icon and options appear.

Save As
When you save a file that has not been saved before, the Save As dialog box appears automatically to give new file
name and location that you specify.
Do the following in these 2007 Microsoft Office system programs:
Word, Excel, or PowerPoint
a. Click the Microsoft Office Button , and then click Save.
Keyboard shortcut to save the file, press CTRL+S.
b. Identify the target location in the Save in list
c. Type a name for your file in the File Name field.
d. Click Save.

Saving a File while working

If unfortunately an electric power is off, all your work could be lost. For the safe of this accident always
use Keyboard shortcut to save the file, press CTRL+S.
1.3 Deleting
 Columns
You can delete columns from your spreadsheet. To delete columns C and D:

1. Click on column C and drag to column D.

2. Select Home from the Menu bar
3. From the ribbon click on list box of delete( actions to select will appear)
4. Select the appropriate action
5. Click anywhere on the spreadsheet to remove your selection.

 Rows
You can delete rows from your spreadsheet. To delete rows 1 through 4:

1. Click on row 1and drag to row4.

2. Select Home from the Menu bar
3. From the ribbon click on list box of delete(actions to select will appear)
4. Select the appropriate action
5. Click anywhere on the spreadsheet to remove your selection.

 Inserting Columns
There will be times when you will need to insert a column or columns into your spreadsheet. To insert a
column:

1. Click on column C
2. Select Home from the Menu bar
3. From the ribbon click on list box of insert( actions to select will appear)
4. Select the appropriate action
5. Click anywhere on the spreadsheet to remove your selection.
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 Inserting Rows
You can also insert rows into your spreadsheet:

1. Click on 2 to select row 2

2. Select Home from the Menu bar
3. From the ribbon click on list box of insert( actions to select will appear)
4. Select the appropriate action
5. Click anywhere on the spreadsheet to remove your selection.

1.4 Formatting cells and Performing Mathematical Calculations

In this lesson, you are going to learn how to format text and perform basic mathematical calculations. To start,
open a blank Microsoft Excel workbook.
Choosing a Default Font

Microsoft Excel enables you to choose a default font. The default font is the style of typeface that Excel will use
unless you specify a different style.

1. Choose Homefrom the menu.

2. From the Ribbon click on the Font tab.
3. In the Font box, choose Arial.
4. In the Font Style box, choose Regular.
5. In the Size box, choose 10.
6. If there is no check mark in the Normal Font box, click to place a check mark there. Your selections are
now the default.
7. Click OK.
Adjusting the Standard Column Width
When you open Microsoft Excel, the width of each cell is set to a default width. This width is called the
standard column width. To make the change, follow these steps:

1. Choose Homefrom the menu.

2. From the Ribbon click on the Format box
3. Select default Width. The standard width dialog box opens
4. Type a value in the Standard Column Width field.
5. Click OK. The width of every cell on the worksheet should now be set to the new value.

Cell Alignment
To align the text of a cell, follow these steps:

1. Move the cursor to the target cell.

2. Choose Homefrom the menu.
3. From the Ribbon Choose the Alignment tab
4. Adjust the alignment of your choice
5. Click OK to close the dialog box.
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Adding Bold, Underline, and Italic

You can bold, underline, or italicize text in Microsoft Excel. You can also combine these features -- in other
words, you can bold, underline, and italicize a single piece of text.
You can use the icons from the formatting toolbar or use the format Cells
Changing the Font, Font Size, and Font Color
You can change the Font, Font Size, and Font Color of the data you enter. One method is to use cells command
from the format menu to get to the following Dialog Box.
Then choose the Font tab.

Changing a Single Column Width

You can change the column width with the cursor.
1. Place the cursor on the line between the B and C column headings. The cursor 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 the width you desire

Moving to a New Worksheet

In Microsoft Excel, each workbook is made up of several worksheets. Click Sheet2 in the lower left corner of
the screen, to move from Sheet1 to sheet2.
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Setting the Enter Key Direction

In Microsoft Excel, you can specify which direction the cursor moves when you press the Enter key. You can
have the cursor move up, down, left, right, or not at all. You will now make sure the cursor is set to move down
when you press the Enter key.

1. Click Customize Quick Access Toolbar .

2. Click on More Commands
3. From the left choices, select advanced.
4. Make sure there is a check mark in the "after pressing Enter move selection" box.
5. If Down is not selected, click to open the Direction drop-down box. Click Down.
6. Click OK.

Formula

Formulas are equations that perform calculations on values in your worksheet. A formula starts with an equal
sign (=). For example, the following formula multiplies 2 by 3 and then adds 5 to the result.
=5+2*3
A formula can also contain any or all of the following functions
function: A prewritten formula that takes a value or values, performs an operation, and returns a value or
values. Use functions to simplify and shorten formulas on a worksheet, especially those that perform lengthy or
complex calculations.
operator: A sign or symbol that specifies the type of calculation to perform within an expression. There are
mathematical, comparison, logical, and reference operators.
constant: A value that is not calculated and, therefore, does not change. For example, the number 210, and the
text "Quarterly Earnings" are constants. An expression, or a value resulting from an expression, is not a
constant.).

Functions: The PI() function returns the value of pi: 3.142...

References: A2 returns the value in cell A2.
Constants: Numbers or text values entered directly into a formula, such as 2.
Operators: The ^ (caret) operator raises a number to a power, and the * (asterisk) operator multiplies.
Making Numeric Entries
In Microsoft Excel, you can enter numbers and mathematical formulas into cells. When a number is entered into
a cell, you can perform mathematical calculations such as addition, subtraction, multiplication, and 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:
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+ Addition
- Subtraction
* Multiplication
/ Division
^ Exponential

1.5 Filling Cells Automatically

You can use Microsoft Excel to fill cells automatically with a series. For example, you can have Excel
automatically fill in times, the days of the week or months of the year, years, and other types of series. Days of
the week and months of the year fill in a similar fashion. The following demonstrates filling the days of the
week:

1. Select cell A1.

2. Type Sun.
3. Move to cell B1.
4. Type Sunday.
5. Highlight cells A1 to B1.
6. Bold cells A1 to B1.
7. Find the small black square in the lower right corner of the highlighted area. This is called the Fill
Handle.
8. Grab the Fill Handle and drag with your mouse to fill cell A1 to B7. Note how the days of the week fill
the cells in a series. Also, note that the Auto Fill Options icon appears.

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 A1 to A24. 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 C24.
2. Choose Format > Cells from the menu.
3. Choose the Number tab.
4. In the Category box, choose Time.
5. In the Type box, choose 1:30 PM.
6. Click OK. The time is no longer in military time.

You can also fill numbers.

Type a 1 in cell D1.
1. Grab the Fill Handle and drag with your mouse to highlight cells D1 to D24. The number 1 fills each
cell.
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2. Click the Auto Fill Options icon.

3. Choose the Fill Series radio button. The cells fill as a series starting with 1, 2, and 3.

Here is another interesting fill feature.

1. Go to cell E1.
2. Type Lesson 1.
3. Grab the Fill Handle and drag with your mouse to highlight cells E1 to E24.

The cells fill in as a series: Lesson 1, Lesson 2, Lesson 3, and so on

1.6 Functions and Formulas

Microsoft Excel has a set of prewritten formulas called functions. 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.
Use a comma to separate arguments.
Here is an example of a function:
=SUM (B1, B2, B3)
In this function:
The equal sign begins the function.
SUM is the name of the function.
B1, B2 and B3 are the arguments.
Parentheses enclose the arguments.
A comma separates the arguments.
The SUM function adds the arguments together. In the Example that follows, we will look at various functions.
Typing a Function
1. Open Microsoft Excel.
2. Type 12, 27, and 24 in cell B1, B2, and B3 respectively.
3. Type SUM in cell A4.
4. Type =SUM (B1:B3) in cell B4.
5. Press Enter. Microsoft Excel sums cells B1 to B3.
Calculating an Average
You can use the AVERAGE function to calculate the average of a series of numbers.
1. Move your cursor to cell A5.
2. Type Average. In cell A5
3. Type =AVERAGE (B1:B3). In cell B5
4. Press Enter.
The average of cells B1 to B3, which is 21, will appear.
Calculating Min
You can use the MIN function to find the lowest number in a series of numbers.
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1. Move your cursor to cell A6.

2. Type Min In cell A6
3. Type = MIN (B1:B3). In cell B6
4. Press Enter.
5. The lowest number in the series, which is 12, appears.

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

1. Move your cursor to cell A7.

2. Type Max in cell A7
3. Type = MAX (B1:B3) in cell B7
4. Press Enter.
5. The highest number in the series, which is 27, appears.

Note: You can also use the drop-down menu next to the Sum icon to calculate minimums and maximums.
Calculating Count
You can use the count function to count the number of items in a series.
1. Move your cursor to cell A8.
2. Type Count in cell A8
3. Type =COUNT(B1:B3) in cell B8
4. Press Enter.
5. The number of items in the series, which is 3, appears.
As you are observing on the above example: on the right side picture, the auto sum icon is displayed on the
ribbon. Select the function and press Enter.
Performing Mathematical Calculations
The AutoSum Icon
The AutoSum icon on the ribbon automatically adds B1,B2 and B3 automatically. The following illustrates the
SUM function:
1. Move your cursor to cell A4.
2. Type Sum in cell A4
3. Move your cursor to cell B4
4. Click on formulas
Then select sum from the drop down box of AutoSum
5. Then select sum from the drop down box of AutoSum
6. Press Enter. Microsoft Excel sums cells B1 to B3.
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Automatic Calculation
If you have automatic calculation turned on, Microsoft Excel recalculates the worksheet as you change cell
entries. You can check to make sure automatic calculation is turned on.
Setting Automatic Calculation
1. Click Customize Quick Access Toolbar.
2. From the left choices, select formulas.
3. From the calculation options select automatic
4. Click OK.
Formatting Numbers
You can format the numbers you enter into Microsoft Excel. You can add commas to separate thousands,
specify the number of decimal places, place a dollar sign in front of the number, or display the number as a
percent in addition to several other options.

1. Type 1245680 into cell C1.

2. Click on Home
3. From the format types on the ribbon, select one
4. The unformatted number will be formatted automatically.

Before formatting After formatting

A NKF Sign to a Numeric Entry

1. Click on Start
2. Select and click on control panel
3. Double click on regional and Language options
4. Click on customize
5. Select currency
6. On the currency symbol write NKF
7. Click apply
8. Click ok

More Advanced Mathematical Calculations

When you perform mathematical calculations in Microsoft Excel, be careful of precedence. Calculations are
performed from left to right, with multiplication and division performed before addition and subtraction.

1. Move to a new worksheet by clicking on Sheet3 in the lower left corner of the screen.
2. Go to cell A1.
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3. Type =3+3+12/2*4.
4. Press Enter.

Note: Microsoft Excel divided 12 by 2, multiplied the answer by 4, added 3, and then added another 3. The
answer, 30, displays in cell A1.

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

1.7 Cell Reference

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.

1. With relative cell addressing, when you copy a formula from one area of the worksheet to another,
Microsoft Excel records the position of the cell relative to the cell that originally contained the formula.
Copying by Using the Menu
You can copy entries from one cell to another cell. To copy the formula you just entered in A10 to B10, follow
these steps:
Relative Cell Addressing

1. Enter 1,2 and 3 in A7,A8 and A9 respectively ,and enter 4,5,and 6 in B7,B8 and B9 respectively
2. Select A10 which has summation of A7,A8 and A9
3. Click On Home and from the ribbon buttons, click Copy.
4. Moving dotted lines appear around A10, indicating the cells to be copied.
5. Press the Right Arrow key once to move to B10.
6. Click On Home and from the ribbon buttons, click Past. The formula in A10 is copied to B10.
7. Press Esc to exit the Copy mode.

Compare the formula in cell A10 with the formula in cell B10 (while in the respective cell, look at the Formula
bar). The formulas are the same except that the formula in cell A10 sums the entries in column A and the
formula in cell B10 sums the entries in column B. The formula was copied in a relative fashion.

Before proceeding with the next example, you must copy the information in cells A7 to A9 to cells C7 to C9.
Absolute Cell Addressing
An absolute cell address refers to the same cell, no matter where you copy the formula. You make a cell address
an absolute cell address by placing a dollar sign in front of both the row and column identifiers. You can do this
automatically by using the F4 key. To illustrate:

1. Move the cursor to cell C10.

2. Type = and use the up arrow key to move to cell C7
3. Press F4. Dollar signs should appear before the C and before the 7.
4. Type +.
5. Use the up arrow key to move to cell C8.
6. Press F4.
7. Type +.
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8. Use the up arrow key to move to cell C9.

9. Press F4.
10. Press Enter. The formula is recorded in cell C10.
Copy the formula you entered in cell C10 to cell D10
Compare the formula in cell C10 with the formula in cell D10. They are the same. The formula was copied in
an absolute fashion. Both formulas sum column C.
Mixed Cell Addressing
You use mixed cell addressing to reference a cell that is part absolute and part relative. You can use the
F4 key.
The if Function
Apply or remove cell borders on a worksheet
By using predefined border styles, you can quickly add a border around cells or ranges of cells. Example
accountants usually place a single underline above a final number and a double underline below. The following
illustrates:

1. Select A10 which has summation of A7,A8 and A9

2. On the Home tab, in the Font group, do one of the following
3. click the line style and color that you want
4. To apply a new or different border style, click the arrow next to Borders , and then click a border
style. Even you can draw a line.

Merge and Center

You will sometimes want to center a piece of text over several columns. The following example shows you
how.

1. Go to cell B6.
2. Type Excel.
3. Select columns B6 to C6.
4. Click the Merge and Center icon on the ribbon. Cells B6 and C6 are merged and centered.
5. To merge cells without centering, click the arrow next to Merge and Center, and then click Merge Across or Merge Cells.

Adding Background Color

You can add background color to a cell or group of cells:
1. Go to cell B2.
2. Click the arrow next to fill color, and then select color
3. Choose Sky Blue.
4. The background of cell B2 is now Sky Blue.
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Using Auto Format

You can format your data using one of Microsoft Excel's many AutoFormats.

1. Select cells A1 to A9.

2. Click Home tab,
3. From the ribbon, choose the Accounting format.
4. Click OK. Your data is formatted in the Accounting style.

Numbers and Mathematical Calculations

Microsoft Excel has many functions that you can use. Functions allow you to quickly and easily find an
average, the highest number, the lowest number, a count of the number of items in a list, and make many other
useful calculations.

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 A1, A2, A3, B1, B2, B3, C1, C2, and C3.

A union reference includes two or more references. A union reference consists of two or more cell addresses
separated by a comma. The reference A7, B8, C9 refers to cells A7, B8, and C9.

1.8 Creating Charts

Using Microsoft Excel, you can represent numbers in a chart. You can choose from a variety of chart types.
And, as you change your data, your chart will automatically update. You can use Microsoft Excel's Chart
Wizard to take you through the process step-by-step.

Creating a Column Chart

To create a new column chart, start by creating the spreadsheet below exactly as shown.

After you have created the spreadsheet, you are ready to create your chart.

1. Highlight cells D4 to H8. You must highlight all the cells containing the data you want in your chart.
You should also include the data labels.
2. Click Insert tab, choose Column from the ribbon
3. Click the arrow below the column, and then select chart type stacked cylinder
4. In the Chart Sub-type box, choose the Clustered Column icon to select the chart sub-type.
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The chart will be displayed as follows.

Add the following formats to complete the chart

5. Type General Trade in the Chart Title field manually. General Trade will appear as the title of your
chart.
6. Type in Percent (%) in the Category (X) Vertical Axis title. In Percent (%) will appear as your x-axis
title vertically.
7. Type Units Sold in the Value (Y) Axis field. Units Sold will appear as your y-axis title.
8. Choose the Data Labels tab.
9. Select Value in the Labels Contain Frame to display the data labels as values.
10. Choose the data table tab.
11. Select Show data table. The data table will appear below your chart.
12. Your chart will appear on the spreadsheet.

This chart shows total sales for the last 4 years

Add a chart title and axis title manually

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1. Click the chart to which you want to add a title.

This displays the Chart Tools, adding the Design, Layout, and Format tabs.
2. On the Layout tab, in the Labels group, click Chart Title or axis title.

3. Click Centered Overlay Title or Above Chart.

4. In the Chart Title text box that appears in the chart, type the text that you want.

Note that you have many options to modify the chart in the layout tab

Changing the Size and Position of a Chart

When you select a chart, handles appear on the right and left sides, the top and bottom, and the corners of the
chart. You can drag the handles on the top and bottom of the chart to increase or decrease the height of the
chart. You can drag the handles on the left and right sides of the chart to increase or decrease the width of the
chart. You can drag the handles on the corners of the chart to increase or decrease the size of the chart
proportionally.

You can change the position of a chart by clicking on the chart and dragging

1. Use the handles to adjust the size of your chart.

2. Click the chart and drag to position the chart under the data.

Add or change page headers and footers

In Microsoft Office Excel, you can quickly add or change headers or footers to provide useful
information in your worksheet printouts. You can add predefined header and footer information
or insert elements such as page numbers, the date and time, and the file name.

To define where in the printout the headers or footers should appear and how they should be
scaled and aligned, you can choose header and footer options.

Add a predefined header or footer to a worksheet in Page Layout view

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1. Click the worksheet to which you want to add a predefined header or footer.

2. On the Insert tab, in the Text group, click Header & Footer.

3. Click the left, center, or right header or footer text box at the top or at the bottom of the worksheet
page.
Clicking any text box selects the header or footer and displays the Header and Footer Tools,
adding the Design tab.

4. On the Design tab, in the Header & Footer group, click Header or Footer, and then click the
predefined header or footer that you want.

To return to Normal view, on the View tab, in the Workbook Views group, click Normal. You
can also click Normal on the status bar.

5. ON THE DESIGN TAB , IN THE OPTIONS GROUP, SELECT ONE OR MORE OF THE FOLLOWING :

 TO INSERT A DIFFERENT HEADER OR FOOTER FOR ODD PAGES ON AN ODD PAGE AND FOR
EVEN PAGES ON AN EVEN PAGE , SELECT THE DIFFERENT ODD & EVEN PAGES CHECK BOX .

 TO REMOVE HEADERS AND FOOTERS FROM THE FIRST PRINTED PAGE , SELECT THE
DIFFERENT FIRST PAGE CHECK BOX.

 TO USE THE SAME FONT SIZE AND SCALING AS THE WORKSHEET, SELECT THE SCALE WITH
DOCUMENT CHECK BOX. T O MAKE THE FONT SIZE AND SCALING OF THE HEADERS OR
FOOTERS INDEPENDENT OF THE WORKSHEET SCALING FOR A CONSISTENT DISPLAY ON
MULTIPLE PAGES , CLEAR THIS CHECK BOX .

 TO MAKE SURE THAT THE HEADER MARGIN OR FOOTER MARGIN IS ALIGNED WITH THE LEFT
AND RIGHT MARGINS OF THE WORKSHEET , SELECT THE ALIGN WITH PAGE MARGINS CHECK
BOX. TO SET THE LEFT AND RIGHT MARGINS OF THE HEADERS AND FOOTERS TO A SPECIFIC
VALUE THAT IS INDEPENDENT OF THE LEFT AND RIGHT MARGINS OF THE WORKSHEET , CLEAR
THIS CHECK BOX.

1.9 Print Preview

There are many print options. You can select print options in Page Setup or in Print Preview. In Print Preview,
you can see the results of your selections onscreen. You can use print options to:
 Determine whether to print landscape or portrait. If you print portrait on an 8 1/2 by 11 sheet of paper,
the length across the top of your page will be 8 1/2 inches. If you print landscape on an 8 1/2 by 11 sheet
of paper, the length across the top of your page will be 11 inches.
 Scale your document. If your data is small in comparison to the page, you may want to scale upward so
the data fills the entire page. If your data is too large to fit on the page, you may want to scale
downward.
 Specify how many pages wide and how many pages long you want your printed document to be.
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 Select the paper size and print quality.

 Set the first page number.
If you choose the Margins tab, you can:
 Set the size of your margins including your header and footer margins.
 Center your spreadsheet horizontally and/or vertically on the page.

If you choose the Header/Footer tab, you can select headers and footers. A header is text that appears at the top
of every page. Footer is text that appears at the bottom of every page. You can use headers and footers to insert
page numbers, dates, and other information.

To choose a header:

1. Choose the Header/Footer tab.

2. Click the down arrow next to the Header field to open the drop-down box for the header field.
3. Choose a Header from the list.

To choose footer:

1. Choose the Header/Footer tab.

2. Click the down arrow next to the Footer field to open the drop-down box for the Footer field.
3. Choose Footer from the list.

Click the Custom Header or Custom Footer button to customize your headers and footers.
Page Number Time File Name
Picture
Text Date Path Tab Name

Format Picture

Use the Left Section to place your options on the left side of the page, the Center Section to place your options
in the center of the page, and the Right Section to place your options on the right side of the page.

The Sheet tab has options that allow you to choose which rows and columns will repeat at the left and the top of
the page. It also has options that allows you to determine whether gridlines and/or row column headings print

To preview and print your spreadsheet:

1. Choose File > Preview from the menu.

2. Click Setup.
3. Choose the Page tab.
4. Choose Portrait.
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5. In the Adjust To field, type 110% to set the size to 110%,.

6. Choose the Margin tab.
7. Check the horizontally box in the Center on Page frame to center your spreadsheet horizontally.
8. Click OK.
9. Click Print. The Print dialog box opens.
10. Click OK to print the file.

1.10 Printing
1. Do the following in these 2007 Microsoft Office system programs:
Word, Excel, PowerPoint, or Access
 Click the Microsoft Office Button , and then click Print.
Keyboard shortcut to display the Print dialog box, press CTRL+P.
 To print without using the Print dialog box, click the Microsoft Office Button , point to the arrow
next to Print, and then click Quick Print.
 Click the options that you want, such as the number of pages or which pages you want to print.
00 _____________________
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Microsoft Access 2007

2.1 Introduction to Microsoft Access
Microsoft Access is a powerful program to create and manage your databases. It has many built in features to
assist you in constructing and viewing your information. Access is much more involved and is a more genuine
database application than other programs such as Microsoft Works.

This tutorial will help you get started with Microsoft Access and may solve some of your problems, but it is a
very good idea to use the Help Files that come with Microsoft Access.

First of all you need to understand how Microsoft Access breaks down a database. Some keywords involved in
this process are: Database File, Table, Record, Field, and Data-type. Here is the Hierarchy that Microsoft
Access uses in breaking down a database.

Database File: This is your main file that encompasses the entire database
and that is saved to your hard-drive or to any other external device.
Example) StudentDatabase.mdb
Table:A table is a collection of data about a specific topic. There can be
multiple tables in a database.
Example: tblStudents
Example: tblTeachers
Field:Fields are the different categories within a Table. Tables usually
contain multiple fields.
Example: Student Last Name
Example: Student First Name

Data types:Data types are the properties of each field. A field only has 1
data type.
Fieldname: Student Last Name
Data type: Text

2.2 Starting Microsoft Access

Two Ways

3. Click on Start =>All Programs =>Microsoft office => Microsoft office Access 2007
Or
4. From the short cut Quick Access Toolbars click on Microsoft Access Icon
The screen shown here will appear.
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2.3 Creating New, and Opening Existing Databases

The above picture gives you the option to:

 Create a New Database from scratch

 Use the template to create a New Database
 Open an existing database
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Create a blank database

1. Click the Microsoft Office Button and then click New.

2. In the File Name box, type a file name. To change the location, click the folder icon to browse.

Tables
A table is a collection of data about a specific topic, such as students or contacts. Using a separate table for each
topic means that you store that data only once, which makes your database more efficient, and reduces data-
entry errors.

Tables organize data into columns (called fields) and rows (called records).

Each field in the teacher records table contains the same type of
information for every teacher, such as teacher’steacher’s Id (Teach_Id).
This is an example of a column.

Each record in the teacher records table contains all of the information
about one teacher, such as, their First Name, Middle Name, teacher’s Id,
address, and Gender. This is an example of a column.

Create a Table from scratch in Design view

If the Database Window is hidden, you can press F11 to Pop up the Database window from any other
window. When we create a new table we have three types of options.

1. First Option: On the Create tab, in the Tables group, click Table. A new table is inserted in
the database and the table is opened in Datasheet view.

2. Second Option: On the Create tab, in the Tables group, click Table Templatesand then
select one of the available templates from the list

3. Third Option: On the Create tab, in the Tables group, click Table Design
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A new table named Table1 is created and opened in design view.

1. Define each of the fields in your table.

 Under the Field Name column, enter the categories of your table.

 Under Data Type column, enter the type you want for your categories.

The attribute of a variable or field that determines what kind of data it can hold. For example, in a Microsoft
Access database, the Text and Memo field data types allow the field to store either text or numbers, but the
Number data type will allow the field to store numbers only.

 Number data type fields store numerical data that will be used in mathematical calculations. Use
the Currency data type to display or calculate currency values. Other data types are Date/Time,
Yes/No, Auto Number, and OLE object (Picture).
 Under the Description column, enter the text that describes what you field is. (This field is
optional).
 For our tutorial enter the following items:

Primary Key

 One or more fields (columns) whose value or values uniquely identify each record in a table. A primary
key does not allow Null values and must always have a unique value. A primary key is used to relate a
table to foreign keys in other tables.
 NOTE: You do not have to define a primary key, but it's usually a good idea. If you don't define a
primary key, Microsoft Access asks you if you would like to create one when you save the table.
 For our tutorial, make the teach_Id field the primary key, meaning that every teacher has a unique Id
that identifies from others.
 To do this, simply select the teach_Id field and select the primary key button

 After you do this, Save the table as Access 2002-2003 database

Switching Views

 To switch views form the datasheet (spreadsheet view) and the design view, simply click the button in
the top-left hand corner of the Access program.
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Datasheet View Design View

Displays the view, which allows you to Displays the view, which allows you to enter fields,
enter raw data into your database table. data-types, and descriptions into your database table.

Entering Data

Click on the Datasheet View and simply start "chugging" away by entering the data into each field. NOTE:
Before starting a new record, the teach_Id field must have something in it, because it is the Primary Key. If
you did not set a Primary Key then it is OK.

Manipulating Data

Adding a new row

Simply drop down to a new line and enter the information

Updating a record

Simply select the record (cell) you want to update, and change its data with what you want.

Deleting a record

Simply select the entire row and hit the Delete Key on the keyboard

Assigning a field a specific set of characters

Example) Making a Social Security Number only allows 9 characters.

1. Switch to Design View

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2. Select the field you want to alter

At the bottom select the General Tab

1. Switch to Design View

2. Select Field Size
3. Enter the number of characters you want this field to have

Formatting a field to look a specific way (HINT: You do not need to assign a field a specific set of
characters if you do this)

 Example) Formatting the date

1. Switch to Design View

2. Select the field you want to format
3. At the bottom select the General Tab
4. Select Input Mask Box and click on the ... button at the right
5. Select short date option

6. Click on Next
7. Fill the try it box for sample
8. Click Next
9. Select which option you want it to look like
10. Click Next
11. Click Finish
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 Selecting a value from a dropdown box with a set of values that you assign to it.
This saves you from typing it in each time
 Example)Choosing a city that is either Asmara, Keren, Masawa, Aseb, or Barentu

1. Switch to Design View

2. Select the field you want to alter (City)
3. At the bottom select the Lookup Tab
4. In the Display Control box, select Combo Box
5. Under Row Source Type, select Value List
6. Under Row Source, enter the values how you want them displayed, separated by a comma.
(Asmara, Keren,Masawa, Aseb, Barentu)

 NOTE:This will not alphabetize them for you, so you will have to do that yourself. It should look
something like this:

Select in the datasheet view and you should see the change when you go to the city field.

Relationships between tables

After you've set up multiple tables in your Microsoft Access database, you need a way of telling Access how to
bring that information back together again. The first step in this process is to define relationships between your
tables. After you've done that, you can create queries, forms, and reports to display information from several
tables at once.

A relationship works by matching data in key fields - usually a field with the same name in both tables. In most
cases, these matching fields are the primary key from one table, which provides a unique identifier for each
record, and a foreign key in the other table. For example, teachers can be associated with the students they're
responsible for by creating a relationship between the teacher's table and the student's table using the Teach_Id
fields.
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Having met the criteria above, follow these steps for creating relationships between tables.

1. Click on database Tools tab and then from the ribbon click on Relationships
2. Select the Tables you want to link together, by clicking on them and selecting the Add Button
3. Drag the primary key of the Parent table (Teacher in this case), and drop it into the same field in the
Child table (Student in this case.)

4. SelectEnforce Referential Integrity

 When the Cascade Update Related Fields check box is set, changing a primary key value in the
primary table automatically updates the matching value in all related records.

 When the Cascade Delete Related Records check box is set, deleting a record in the primary
table deletes any related records in the related table

5. Click Create and Save the Relationship

Query
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Creating a Query

Queries are types of database objects that show information in Datasheet view (Datasheet view: A window that displays
data from a table, form, query, view, or stored procedure in a row-and-column format. In Datasheet view, you can edit
fields, add and delete data, and search for data.). A query can get its data from one or more tables, from existing queries,
or from a combination of the two. The tables or queries from which a query gets its data are referred to as its record
source.

Whether you create queries by using a wizard or by working in Design view, the steps are essentially the same. You
choose the record source that you want to use and the fields that you want to include in the query — and, optionally, you
specify criteria to refine the results.

You can then reuse it whenever you need, for example, as a record source for a form, report, or another query.

When we create a new Query we have two types of options;

1. First Option: On the Create tab, in the Other group, click Query Wizard. And follow the
steps.

2. Second Option: On the Create tab, in the Other group, click Query Design the Show Table
dialog box will be displayed.

The Show Table dialog box is non modal, which means that, you should add tables for the query to work with;
in this case, the tblTeachersIs highlighted to be added.

Types of queries
Access supports many different types of queries. They can be grouped into six basic categories:
1. Select. These are the most common types of query. As its name implies, the select query selects
information from one or more tables (based on specific criteria), creating a dynast, and displaying
this information in a datasheet that you can use to view and analyze specific data; you can make
changes to your data in the underlying tables.
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2. Total. These are special versions of select queries. Total queries provide the Capability to sum or
produce totals (such as count) in a select query. When you select this type of query, Access adds a
Total row in the QBE (Query by Example) pane
3. Action. These queries enable you to create new tables (Make Tables) or Change data (delete,
update, and append) in existing tables. When you make changes to records in a select query, the
changes must be made one record at a time. In action queries, changes can be made to many
records during a single Operation.

4. Crosstab: A crosstab query is a special type of query that displays its results in a grid
similar to an Excel worksheet. Crosstab queries summarize your values and then group
them by two sets of facts — one set down the side (a set of row headers), and the other
across the top (a set of column headers). This figure illustrates part of the result set for
sample crosstab query.

2.4.3 Forms

A form is a database object that you can use to enter, edit, or display data from a table or a
query.Microsoft Office Access 2007 gives you new tools to help you create forms quickly, and provides
new form types and features that improve the usability of your database.

You can use forms to control access to data, such as which fields or rows of data are displayed. For
example, certain users might need to see only several fields in a table with many fields. Providing those
users with a form that contains just those fields makes it easier for them to use the database. You can also
add buttons and other functionality to a form to automate frequently performed actions.

In Microsoft Office Access 2007 we have more than 10 form types. Using help (F1) you can see all those
forms in the help gallery. For our tutorial we will see three forms; split form, Form wizard and form
Design.

A. Create a split form by using the Split Form tool

A split form is a new feature in Microsoft Office Access 2007 that gives you two views of the data
at the same time — a Form view and a Datasheet view.
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The two views are connected to the same data source and are synchronized with each other at all times.
Selecting a field in one part of the form selects the same field in the other part of the form. You can add,
edit, or delete data from either part (provided that the record source is updateable, and you have not
configured the form to prevent these actions).

Working with split forms gives you the benefits of both types of forms in a single form. For example, you
can use the datasheet portion of the form to quickly locate a record, and then use the form portion to
view or edit the record.

To create a split form by using the Split Form tool:

1. In the Navigation Pane, click the table or query that contains the data that you want on your form.
Or open the table or query in Datasheet view.

2. On the Create tab, in the Forms group, click Split Form.

B. Create a form by using the Form Wizard

To be more selective about what fields appear on your form, you can use the Form Wizard instead of
the various form-building tools previously mentioned. You can also define how the data is grouped
and sorted, and you can use fields from more than one table or query.

The following steps are needed to create a basic form:

1. On the Create tab, in the Forms group, click More Forms, and then click Form Wizard.

2. Follow the directions on the pages of the Form Wizard.

3. Select Finish
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C. Create a form by using the Form Design

You can use the Form design option to create a form with a single mouse-click. When you use this tool, all the
fields from the underlying data source are placed on the right side of the form. You can begin to drag and drop
the fields you nee, or you can modify it using Design view to better suit your needs.

1. On the Create tab, in the Forms group, click Form Design.

3. Understand controls
If you want to add a wider variety of controls to the form, switch to Design view by right-clicking the form and then clicking Design
View . You can then use the tools in the Controls group on the Design tab.

Bound control: A control whose source of data is a field in a table or query is called a bound
control. You use bound controls to display values that come from fields in your database

Unbound control: A control that doesn't have a source of data (such as a field or expression) is
called an unbound control. You use unbound controls to display information, lines, rectangles, and
pictures. For example, a label that displays the title of a form is an unbound control.

Calculated control: A control, whose source of data is an expression, rather than a field, is called a
calculated control. An expression can be a combination of operators (such as = and +), control names, field
names, functions that return a single value, and constant values. For example; =[Unit Price]*0.75.
Create a simple report

You can create a variety of different reports in Microsoft Office Access 2007, ranging from the simple to
the complex. Whether your report is a simple listing of records or a grouped summary of teachers, you
must first determine which fields contain the data you want to see in your report, and in which tables or
queries they reside.
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After you choose your record source, you will usually find it is easiest to create your report by using the
Report Wizard. The Report Wizard is a feature in Access that guides you through a series of questions
and then generates a report based on your answers.

Create a report by using the Report Wizard

You can use the Report Wizard to be more selective about what fields appear on your report. You can also
specify how the data is grouped and sorted, and you can use fields from more than one table or query, provided
you have specified the relationships between the tables and queries beforehand.

Start the Report Wizard

1. On the Create tab, in the Reports group, click Report Wizard.

Access starts the Report Wizard.

2. Click the Tables/Queries drop-down list and choose the table or query that contains the fields you want
on your report.

3. Double-click fields in the Available Fields list to choose them.

Access moves them to the Selected Fields list. Alternatively, you can click the buttons located between
the Available Fields box and the Selected Fields box to add or remove the selected field or to add all or
remove all of the fields.

4. If there are fields in another table or query that you also want to put on your report, click the
Tables/Queries drop-down list again and choose the other table or query, and continue to add fields.

5. After you've finished adding fields, click Next.

6. Follow the directions on the remaining pages of the Report Wizard. On the last page, you can edit the
title of the report. This title will be displayed on the first page of the report, and Access will also save
the report, using the title as the document name. You can edit both the title and the document name
later.

When you preview the report, you see the report as it will appear in print.
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Understand the report sections In Access, the design of a report is divided into sections. You can view
your report in Design view to see its sections. To create useful reports, you need to understand how each section
works. For example, the section in which you choose to place a calculated control determines how Access
calculates the results. The following list is a summary of the section types and their uses:

 Report Header This section is printed just once, at the beginning of the report. Use the report header
for information that might normally appear on a cover page, such as a title, or a date. When you place a
calculated control that uses the Sum aggregate function in the report header, the sum calculated is for the
entire report. The report header is printed before the page header.

 Page Header This section is printed at the top of every page. For example, use a page header to
repeat the report title on every page.

 Group Header This section is printed at the beginning of each new group of records. Use the group
header to print the group name. For example, in a report that is grouped by skill, use the group header to
print the teacher’s skill. When you place a calculated control that uses the Sum aggregate function in
the group header, the sum is for the current group.

 Detail This section is printed once for every row in the record source. This is where you place the
controls that make up the main body of the report.

 Group Footer This section is printed at the end of each group of records. Use a group footer to print
summary information for a group.

 Page Footer This section is printed at the end of every page. Use a page footer to print page numbers
or per-page information.

 Report Footer This section is printed just once, at the end of the report. Use the report footer to print
report totals or other summary information for the entire report.

MICROSOFT POWER POINT 2007

3.1 The PowerPoint Screen

Office PowerPoint 2007 has a new, intuitive user interface called the Ribbon that helps you create
better presentations much more quickly than you could in earlier versions of PowerPoint. Office
PowerPoint 2007 offers new and improved effects, and enhanced formatting options that you can use
to create great-looking, dynamic presentations in a fraction of the time that you used to spend.

Add a new slide

1. On the Home tab, in the Slides group, click New Slide.

2. Select a slide thumbnail from the layout gallery.

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Standard layouts
The standard layouts available in Office PowerPoint 2007 are similar to the ones available in
PowerPoint 2003 and earlier versions.

When you open a blank presentation in PowerPoint, the default layout called Title Slide appears, but
there are other standard layouts that you can apply and use.

Placeholders

Placeholders hold the objects in your slide. You use placeholders

to hold text, clip art, and charts.
Outline Tab
The Outline displays the text contained in your presentation.
Slides Tab
The Slides tab displays a thumbnail of all your slides.
You click the thumbnail to view the slide in the Slide pane.
View Buttons

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.
Normal View
Normal view splits you screen into three major sections: the Outline and Slides tabs, the Slide pane, and the
Task pane. The Outline and Slides tabs are on the left side of your screen. 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 screen. The Slide pane shows a large view
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of the slide on which you are currently working. The Task pane is located on the right side of your screen. The
Tasks pane enables you to select the task you want to perform.
Slide Sorter View
Slide Sorter view enables you to view thumbnails of all your slides. In Slide Sorter view you can easily add,
delete, or change the order of your slides. When you are in Slide Sorter view, a special Formatting toolbar
appears. It has options that allow you to make changes to 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.

Left-click Moves you to the next slide or animation effect. When you reach the
last slide, you automatically return to your last view.

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

Drawing Toolbar
The Drawing toolbar generally appears near the bottom of the screen. It contains tools for creating and editing
graphics.

Common Tasks Buttons

Using the common tasks buttons, you can select the type of tasks you want to perform.
Task Pane
The Task pane enables you to select the specific task you want to perform.
Vertical Splitter Bar
You can click and drag the vertical splitter bar to change the size of your panes.

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

3.2 PowerPoint Overview

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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 side. To enter text on the Title Slide:
 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, choose Edit > Delete slide from the menu to delete it.
Create New Slides
After completing your title slide, you can create additional slides. To create a new slide:
1. Do one of the following:
 Choose Insert > New Slide from the menu.
 Click the New Slide button Or Press Ctrl+M.
The Apply Slide Layout pane will appear on the right side of the screen. The Apply Slide Layout pane provides
you with slide templates you can use when creating your PowerPoint presentation. There are four types of Text
Layout templates.
Title Slide - The Title Slide contains two text placeholders that you can use to display a title and a subtitle of
your presentation.
Title Only - The Title Only slide contains a single placeholder. You can use it to display a title.
Title and Text - The Title and Text template provides a placeholder for a title and a placeholder for text.
Title and 2 Column Text - The Title and Text template provides a placeholder for a title and two placeholders
for text.
2. To select a layout, click the layout you want in the Apply Slide
Layout pane. The layout will then appear in the Slide pane.
3. To add text, click inside the placeholder and type.
4. To add an additional slide to your presentation do one of the following:
 Right-click on the slide layout. A menu will appear. Choose Insert New Slide.

Change Your Slides

After creating a slide, if you want to add text:
1. Place the cursor 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. Highlight 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 Design Template
Design templates provide attractive backgrounds for your PowerPoint slides. To apply a design template:
1. Do one of the following: templates
 Select Home from the Menu bar
 From the menu click on design
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 From the ribbon select one template

As you move the cursor on the templates; the background of the side will change.
2. To apply a design template to all of the slides in your presentation do one of the following:
 Select Home from the Menu bar
 From the ribbon Right-click on the template. A menu will appear. Choose Apply to All Slides.

Correct Spelling
Using the PowerPoint spell checker, you can check the spelling in your PowerPoint documents.
To start spell check, do one of the following:
1. Select Review from the Menu bar
2. From the ribbon select spelling &Grammer (F7)

If there are possible spelling errors, the Spelling dialog box will open.
Task 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 Click Ignore All.
change document.
Word is incorrect. Click Change All.
Change entire document.

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:
 Select View from the Menu bar
 From the ribbon select slide sorter
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