MS WORD

Word is the most popular word-processing program not only because of the marketing juggernaut that is Microsoft, but because it simplifies document creation. The program is simple enough to make quick personal letters and comprehensive enough to produce complex technical manuals. Bullets and Numbering: Home Paragraph Bullets (Specify sign present specify sign) Temples Define new bullets o Symbol choose font style ok o Picture Import (for other picture) ok o Font (For formatting) Home Paragraph Numbering (Create outline with numbering style) Templates Define new numbering o More style o Font Border and Shading: Home Paragraph border and Shading Border Border style Border Line style Line color Line width Border status Page Border Art Shading Color

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Water Mark: Show image/ text behind current document Page Layout Page Background Water mark 1. Custom Water mark a. No water mark b. Picture Water Mark c. More options 2. Text Water Mark a. Style b. Size c. Color d. Shape Alignments:

4 types of paragraph alignments Home Paragraph Left Align Right Align (Ctrl +L) (Ctrl +R)

Center Align (Ctrl +E) Justify Align (Ctrl + J) How to insert any object? Insert Shape Text box Style / Templates

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How to insert Picture: Insert Picture select picture Insert Picture Word Art:

Insert - Word art text type text ok Clip Art: Insert Clip art More Organized Office Collection select any folder select any picture Copy Paste Book Mark: Reminder current document reading Insert Book Mark Insert Book Mark name Add Close Insert Book Mark Go to Close Hyper link: Use for link other file / webpage etc Insert Hyper link (Ctrl +K) Select file location Select file name OK Press Ctrl + Left click use for follow link file Date and Time: Insert Text Date and Time Choose any format Insert / Ok Check update automatically use for update date

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How to draw a table? By Menu: Insert Table Insert Table No. of Columns (4)

No. of Rows (10) OK

Header and Footer: Header: top of page area is called Header Footer: Bottom of page area is called Footer Insert Header and Footer Page no. Total no. of Pages Date and Time Print Preview: Before gain the hard copy of current data Office button Print Print Preview (Ctrl +F2) Page Setup: Page Layout Page Setup Margin Top Bottom Left Right Gutter (Bending area is called Gutter) Gutter Position Top (Letter Pad Style) Gutter Position Left (Book Style) Orientation of Page
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 Landscape Portrait Paper Size Letter Legal A4 Print:

(Width Wise) (Height Wise) (8.5 X 11) (8.5 X 14) (8.27 X 11.69)

Gain the hard copies of current data Office button Print (Ctrl +P) Pinter name Page range All Current Selection Page Range (coma and minus sign use for create page range) No of Copies Collate (Use for print page set by set/ Page by page) On (Print file Set by Set) Off (Print file Page by Page) Print How to protect file with Password

Office Button Prepare Encrypt Document

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Word Total the numbers in a row or column 1. Click the cell in which you want the sum to appear. 2. On the Table menu, click Formula. 3. If the cell you selected is at the bottom of a column of numbers, Microsoft Word proposes the formula =SUM(ABOVE). Click OK if this is correct. How to Combine Multiple Word Documents 1. Within the main document, position your cursor at the spot where you want to insert the other document.

2. Click Insert, File. 3. Find the document you want to insert, click it, and then click the Insert button. Convert text to a table 1. Insert separator characters such as commas or tabs to indicate where you want to divide the text into columns. Use paragraph marks to indicate where you want to begin a new row. For example, in a list with two words on a line, insert a comma or a tab after the first word to create a two-column table. 2. Select the text that you want to convert.

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3. On the Insert tab, in the Tables group, click Table, and then click Convert Text to Table. 4. In the Convert Text to Table dialog box, under Separate text at, click the option for the separator character that is in your text. 5. In the Number of columns box, check the number of columns. If you don't see the number of columns that you expect, you may be missing a separator character in one or more lines of text. 6. Select any other options that you want. Convert a table to text 1. Select the rows or table that you want to convert to paragraphs. 2. Under Table Tools, on the Layout tab, in the Data group, click Convert to Text. 3. Under Separate text at, click the option for the separator character that you want to use in place of the column boundaries. MAIL MERGE On the Mailings tab, click Start Mail Merge, and then click Step by Step Mail Merge Wizard. Select document type

1.

In the Mail Merge task pane,

click Letters. This will allow you to send letters to a group of people and personalize the results of the letter that each person receives. 2. Click Next: Starting document.

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Select the starting document 1. Click one of the following options:

o

Use the current document: Use the currently open document as your main document.

o o

Start from a template: Select one of the ready-to-use mail merge templates. Start from existing document: Open an existing document to use as your mail merge main document.

2. In the Mail Merge task pane, click Next: Select recipients. Select recipients When you open or create a data source by using the Mail Merge Wizard, you are telling Word to use a specific set of variable information for your merge. Use one of the following methods to attach the main document to the data source. Method 1: Use an existing data source To use an existing data source, follow these steps: 1. In the Mail Merge task pane, click Use an existing list. 2. In the Use an existing list section, click Browse. 3. In the Select Data Source dialog box, select the file that contains the variable information that you want to use, and then click Open.

Note If the data source is not listed in the list of files, select the appropriate drive and folder. If necessary, select the appropriate option in the All Data Sources list. Select the file, and then click Open.

Word displays the Mail Merge Recipients dialog box. You can sort and edit your data if you want to. 4. Click OK to return to the main document. 5. Save the main document. When you save the main document at this point, you are also saving the data source and attaching the data source to the main document.

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6. Type the name that you want to give to your main document, and then click Save. Method 2: Use names from a Microsoft Outlook Contacts List To use an Outlook Contact List, follow these steps: 1. In the Mail Merge task pane, click Next: Select recipients. 2. Click Select from Outlook contacts. 3. In the Select from Outlook contacts section, click Choose Contacts Folder. 4. In the Select Contact List Folder dialog box, select the Outlook contacts folder that you want, and then click OK. Word displays the Mail Merge Recipients dialog box. You can sort and edit your data if you want. 5. Click OK to return to the main document. Write your letter In this step, you set up your main document. 1. Type or add any text and graphics that you want to include in your letter. 2. Add the field codes where you want the variable information to appear. In the Mail Merge task pane, you have four options:
o o o

Address block: Use this option to insert a formatted address. Greeting line: Use this option to insert a formatted salutation. Electronic postage: Use this option to insert electronic postage.

Note This option requires that you have a postage software program installed on your computer.
o

More items: Use this option to insert individual merge fields. When you click More Items, the Insert Merge Fielddialog box appears. Note Make sure that your cursor is where you want to insert the information from your data source before you click More Items. In the Insert Merge Field dialog box, click the merge field that you want to use, and then click Insert.

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Note You can insert all of your fields and then go back and add any spaces or punctuation. Alternatively, you can insert one field at a time, close the Insert Merge Fields dialog box, add any spaces or punctuation that you want, and then repeat this step for each additional merge field that you want to insert. You can also format (apply bold or italic formatting to) the merge fields, just like regular text. 3. When you finish editing the main document, click Save or Save As on the File menu. Note In Word 2007, click the Microsoft Office Button, and then

click Save or Save As. 4. Name the file, and then click Save. To proceed to the next step, click Next: Preview your letters. Preview your letters This step allows you to preview your merged data, one letter at a time. You can also make changes to your recipient list or personalize individual letters. To proceed to the next step, click Next: Complete the merge. Complete the merge This step merges the variable information with the form letter. You can output the merge result by using either of the following options:

Print: Select this option to send the merged document directly to the printer. You will not be able to view the document on your screen. When you click Print, the Merge to Printer dialog box appears. In the Merge to Printer dialog box, you can choose which records to merge. When you click OK, the Print dialog box appears. Click Print to print the merge document.

Edit individual letters: Select this option to display the merged document on your screen. When you click Edit individual letters, the Merge to New Document dialog box appears. In the Merge to New Document dialog box, you can choose which records to merge. When you click OK, the documents are merged to a new Word document.

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To print the file, on the File menu, click Print.

Note In Word 2007, click the Microsoft Office Button, and then click Print. Insert a comment You can type a comment. On a Tablet PC, you can insert a voice comment or a handwritten comment. Type a comment 1. Select the text or item that you want to comment on, or click at the end of the text. 2. On the Review tab, in the Comments group, click New Comment. 3. Type the comment text in the comment balloon or in the Reviewing Pane. NOTE To respond to a comment, click its balloon, and then click New Comment in the Comments group. Type your response in the new comment balloon. Macro:

Macro is option use for record all action and repeats it shape) Right click Assign macro Insert any auto shape (Insert Word art / Auto

Type macro name (in text form without space) Record Type shortcut (optional) if you want Ok Record action (Auto Filter) Select stop recording option (show in status bar 3rd position from left side) Note: macro file save in enable macro format/ 97 to 2003 file format (Office button Save as Select file format Type file name Ok) Add/ Delete/ assign shortcut key Alt + F8
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MS-EXCEL
Microsoft Excel has the basic features of all spreadsheets,[2] using a grid of cells arranged in numbered rows and letter-named columns to organize data manipulations like arithmetic operations. It has a battery of supplied functions to answer statistical, engineering and financial needs. In addition, it can display data as line graphs, histograms and charts, and with a very limited three-dimensional graphical display. It allows sectioning of data to view its dependencies on various factors for different perspectives (using pivot tables and the scenario manager). How to open Microsoft Excel 2007? By Menu: Start All Programs Microsoft Office Excel 2007 By Command: Start Run Type Command (EXCEL) Functions 01. Sum Use for addition just number values, and ignore text / special character values =Sum(Numbr1,2,3,4,5,.) =Sum(cell:cell) 02. Max Show largest number values and ignore text values =Max(Number1,2,3,4.) =Max(Cell:Cell) 03. Min Show smallest number values and ignore text values =Min(Number1,2,3,4.) =Min(Cell:Cell)
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04. AVERAGE Return average by given range =AVERAGE(NUMBER1,2,3,4,5,.) =AVERAGE(CELL:CELL)

05. COUNT Use for count just number values =COUNT(NUMBER1,2,3,4..) =COUNT(CELL:CELL) 06. COUNTA Use for count all values (Text, number, special characters) =COUNTA(VALUE1,2,3,4,5) =COUNTA(CELL:CELL) 07. COUNTBLANK Use for count just blank cells =COUNTBLANK(ARRYA) =COUNTBLAK(CELL:CELL) 08. COUNTIF Counts the number of cells within a range that meet the given condition =COUNTIF(RANGE,CRITERIA) =COUNTIF(CELL:CELL,OPERATOR_VALUE) Function 01. SUMIF Use for addition cells according to the given condition =SUMIF(RANGE,CRITERIA,SUMRANGE)
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=SUMIF(CELL:CELL,OPERATOR_VALUE,CELL:CELL) 02. LEFT Count number of characters form left side =LEFT(TEXT,NUMBER OF CHARACTERS) =LEFT(CELL,TYPE NUMBER IN DIGIT FORM) 03. RIGHT Count number of characters form right side =RIGHT(TEXT,NUMBER OF CHARACTERS) =RIGHT(CELL,TYPE NUMBER IN DIGIT FORM) MID Count number of characters in MID =MID(TEXT,START NUMBER,NUMBER OF CHARACTERS) =MID(CELL,TYPE NUMBER IN DIGIT FORM, TYPE NUMBER IN DIGIT FORM) =MID(P2F/LM_MB/2568,5,5) LM_MB 04. CONCATENATE Join multiples text and show answer in one cell =CONCATENATE(TXT1,2,3,4,5..) 05. REPT Repeat the text given number of times =REPT(TEXT,NUMBER OF TIMES) =REPT(CELL,NUMBER OF TIMES) 06. TODAY Show current date =TODAY()
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07. NOW Show current date and time =NOW() 08. IF Show TRUE or FALSE message according to condition =IF(LOGICAL TEXT,VALUE IF TRUE,VALUE IF FALSE) =IF(CELL_OPERATOR_VALUE,TRUE_MESSAGE,FALSE_MESSAGE) 9. VLOOKUP: Looks for a value in the left most column of a table, and then returns a value in the same row a column you specified. By default, the table must be sorted in an ascending order =VLOOKUP(Lookup_Value, Table_Array,_Column_index_Number,Range_lookup) Lookup Value Table array Column Index number Range lookup TRUE False : : : : : : Question cell (Code) Link Table name number of column in link table TRUE / FALSE Show Approximate value Show Exact Value

=VLOOKUP(CODE_CELL , CLASS_TABLE, 2 , FALSE) LEN: Use for count number of character in one cell =LEN(TEXT) =LEN(CELL)

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09. SQRT Return the square root of current number =SQRT(Number) =SQRT(16) 4 10. PROPER: Use for convert title case =PROPER(TEXT) =PROPER(What is this?) What Is This? 11. UPPER: Use for convert upper case =UPPER(TEXT) =UPPER(What is this?) WHAT IS THIS? 12. LOWER: Use for convert lower case =LOWER(TEXT) =LOWER(What is this?) what is this? 13. ROUND: Return roundabout number value after decimal place =ROUND(NUMBER,NUMBER_OF_ DIGIT ) =ROUND(5.789,2) 5.79 14. TRUNC: Return exact number value after decimal place =TRUNC(NUMBER,NUMBER_OF_ DIGIT ) =TRUNC(5.789,2) 5.78

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15. INT: Return number value before decimal place, INT stand for integer =INT(NUMBER ) =INT(5.789) 5 Sort option

Use for analyze data in ascending (A Z) / Descending (Z A) order Home Editing Sort and Filter / Data Sort and Filter Sort Ascending (A Z) / Descending (Z A) Text format: If you want to insert a bank account number in excel, you have to change the format of that particular cell into text format then write the number with zeros easily. Decimal places: 1. Select the cell or range of cells that contains the numbers for which you want to change the decimal places. 2.

On the Home tab, in the Number group, do one of the following: Click Increase Decimal Click Decrease Decimal to display more digits after the decimal point. to display fewer digits after the decimal point.

Change the chart type of an existing chart 1. Do one of the following:

To change the chart type of the whole chart, click the chart area or plot area of the chart to display the chart tools.

To change the chart type of a data series, click that data series.

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NOTE You can change the chart type of only one data series at a time. To change the chart type of more than one data series in the chart, repeat the steps of this procedure for each data series that you want to change. 2. TIP This displays the chart tools, adding the Design, Layout, and Format tabs.

3. On the Design tab, in the Type group, click Change Chart Type. 4. In the Change Chart Type dialog box, do one of the following:

Click a chart type in the first box, and then click the chart subtype that you want to use in the second box. For more information about the chart types that you can use, see Available chart types.

If you saved a chart type as a template, click Templates, and then click the chart template that you want to use in the second box.

TIP If you use a specific chart type frequently when you create a chart, you may want to set that chart type as the default chart type. After you select the chart type and the chart subtype in the Change Chart Type dialog box, click Set as Default Chart. Save a chart as a chart template 1. Click the chart that you want to save as a template. TIP This displays the Chart Tools, adding the Design, Layout, and Format tabs. 2. On the Design tab, in the Type group, click Save As Template.

3. In the Save in box, make sure that the Charts folder is selected. NOTE The Charts folder is typically selected by default. Chart templates that you save in this folder will automatically be added to the Templates folder in
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the Insert Chart and Change Chart Type dialog box so that you can select it when you create or update a chart. 4. In the File name box, type an appropriate name for the chart template. To add a signature line to a document 1. Place your pointer in the location in your document where you want to add a signature line. 2. On the Insert tab, in the Text group, point to the arrow next to Signature Line, and then click Microsoft Office Signature Line. 3. In the Signature Setup dialog box, type information about the person who will be signing on this signature line. This information is displayed directly beneath the signature line in the document. Do any of the following:

Type the signer's name in the Suggested signer box. Type the signer's organizational title (if any) in the Suggested signer's title box. Type the signer's e-mail address (if any) in the Suggested signer's e-mail address box.

4. If you want to provider the signer with any instructions, type these instructions in the Instructions to signerbox. These instructions are displayed in the Signature dialog box that the signer uses to sign the document. 5. If you want the signer to be able to add comments along with the signature, select the Allow the signer to add comments in the Sign dialog check box. 6. If you want to show the date when the signature is added in the signature line, select the Show sign date in signature line check box. 7. Click OK. Data Validation: Restriction on cell according to condition

Data Data Tool Data Validation Setting

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o Allow Whole number Text length Date / time Others Logical operator

o Number values Input message (Title message and Message) Error Alert (sign styles, Title Message, Error Message) Auto Filter Show Filter data by given requirements/ conditions Date Data and sort Filter (On/ Off) [Ctrl +Shift +L] Show small button on column heading Click and select values Ok NAME MANAGER

If youve created a number of range names in an Excel 2007 worksheet, you can use the Name Manager to work with these names. The Name Manager provides a list of all names assigned in the current workbook which you can filter, modify, or delete as needed. You can also use the Name Manager to create new range names.

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Follow these steps to manage your range names in Excel 2007: 1. On the Formulas tab, click Name Manager in the Defined Names group (or press Ctrl+F3). The Name Manager dialog box appears. Select one of the following options:

Click the New button, which displays the New Name dialog box in which you can enter a range name and enter the cell location it refers to. Instead of typing the range cell locations, click the Collapse button, which moves aside the New Name dialog box. You can then use your mouse to select the desired cell(s). Press Enter or click the Expand button to return to the New Name dialog box.

Click an existing range name and then click the Edit button, which displays the Edit Name dialog box. Use this dialog box to change the range name or the range cell location reference.

Click an existing range name and then click the Delete button. A confirmation message appears, making sure you want to delete the range name.

Click the Close button to close the Name Manager dialog box.

If you have a lot of range names, you can click the Filter button in the Name Manager dialog box and elect to display only the items meeting selected criteria, such as Table Names, Names with Errors, or Defined Names. SHOW FORMULAS Use the Show Formulas button in Excel under Formulas tab to view all the formulas used in the sheet rather than the values. You can see in the picture below how formulas are shown instead of the actual values. Split names by using the Convert Text to Columns Wizard 1. Select the range of data that you want to convert. 2. On the Data tab, in the Data Tools group, click Text to Columns. 3. In Step 1 of the Convert Text to Columns Wizard, click Delimited, and then click Next.
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4. In Step 2, select the Space check box, and then clear the other check boxes under Delimiters. The Data preview box shows the first and last names in two separate columns. 5. Click Next. 6. In Step 3, click a column in the Data preview box, and then

click Text under Column data format. Repeat this step for each column in the Data preview box. 7. If you want to insert the separated content into the columns next to the full name, click the icon to the right of the Destination box, and then select the cell next to the first name in the list (B2, in this example). IMPORTANT If you do not specify a new destination for the new columns, the split data will replace the original data. 8. Click the icon to the right of the Convert Text to Columns Wizard. Click Finish. Freeze Panes Use for freeze selected area View Windows Freeze panes / Un Freeze panes Split Use for comparison current window View Window split / Remove Split Chart Present data in graphical interface Insert Chart Select Chart Type

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Protect a Worksheet in Excel Follow these steps to protect an Excel 2007 workbook: 1. Click the Protect Workbook command button in the Changes group on the Review tab. Excel opens the Protect Structure and Windows dialog box, where the Structure check box is selected by default. With the Structure check box selected, Excel wont let anyone mess around with the sheets in the workbook (by deleting them or rearranging them).

You can protect the structure and windows in a workbook. 2. (Optional) If you want to protect any windows that you set up, select the Windows check box. When selected, this setting keeps the workbook windows in the same size and position each time you open the workbook. 3. To assign a password that must be supplied before you can remove the protection from the worksheet, type the password in the Password (optional) text box.

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4. Click OK. If you typed a password in the Password (optional) text box, Excel opens the Confirm Password dialog box. Re-enter the password in the Reenter Password to Proceed text box exactly as you typed it Step 3, and then click OK. Unprotecting a workbook To remove protection from the current workbook, follow these steps: 1. Click the Unprotect Workbook command button in the Changes group on the Review tab. 2. If you assigned a password when protecting the workbook, type the password in the Password text box and click OK. Protecting a shared workbook If you create a workbook with contents to be updated by several different users on your network, you can use the Protect and Share Workbook command to ensure that Excel tracks all the changes made and that no user can intentionally or inadvertently remove Excels tracking of changes. Follow these steps: 1. Click the Protect and Share Workbook command button in the Changes group on the Review tab. The Protect Shared Workbook dialog box appears. 2. Select the Sharing with Track Changes check box.

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Protect a shared workbook so that users cannot remove Excels tracking of changes. 3. To assign a password that each user must supply before he or she can open the workbook to make any changes, type a password in the Password (optional) text box and click OK.

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MS-POWER POINT
PowerPoint is a presentation software package. With PowerPoint, you can easily create slide shows. Trainers and other presenters use slide shows to illustrate their presentations. This lesson introduces you to the PowerPoint window. You use the window to interact with the software. To begin, open PowerPoint 2007. The window appears and your screen looks similar to the one shown here. STARTING POWERPOINT

1. Open PowerPoint by double-clicking the PowerPoint 2007 icon on the Desktop, or from Start/Programs/Microsoft Office/Microsoft PowerPoint 2007.

The PowerPoint 2007 window appears displaying a blank presentation 2. Observe the different elements in the window. At the top in the centre is the presentation name. An unsaved presentation has the name "Presentation" [number] - Microsoft PowerPoint, but once a presentation is named and saved, the name and extension will appear. (PowerPoint 2007 presentations have the extension .pptx.) The Ribbon

The most outstanding feature of PowerPoint 2007 is the Ribbon, which replaces the menus and toolbars found in previous versions of Microsoft PowerPoint. The ribbon consists of three areas: Tabs - these are at the top of the ribbon, eg Home, Design, Animations, etc. Groups - each tab has its own set of groups - eg the Home tab contains the Clipboard, Slides, Font, Paragraph, Drawing and Editing groups. Some groups also have a small button in the lower right-hand corner known as the Dialog Box Launcher from which further options are available. When a different tab is
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selected, the groups change accordingly. Commands these are the buttons, boxes or menus relative to each group, eg the alignment, and bullets and numbering buttons are in the Paragraph group, while Find and Replace are in the Editing group. (Note: resting the mouse pointer on a command will display a tip describing the feature.)

Using the ribbon is easy. Whenever you need to change something, click the relevant Tab, look in the correct Group, then click the command you need.

Reuse (import) slides from another presentation 1. Open the presentation that you want to add a slide to. 2. In the pane that contains the Outline and Slides tabs, click Slides, and then click where you want to add a slide. 3. On the Home tab, in the Slides group, click the arrow below New Slide, and then select Reuse Slides.

4. In the Reuse Slides pane, click Open a PowerPoint File. 5. In the Browse dialog box, locate and click the presentation file that contains the slide that you want, and then click Open. 6. In the Reuse Slides pane, do one of the following:

To add a single slide, click the slide. To add all of the slides, right click any slide, and then select Insert All Slides.

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Add slide or page numbers 1. On the View tab, in the Presentation Views group, click Normal, and then on the pane that contains the Outline and Slides tabs, click the first slide thumbnail in your presentation. 2. On the Insert tab, in the Text group, click Slide Number. 3. In the Header and Footer dialog box, do one of the following: 1. If you want to add slide numbers, click the Slide tab, and then select the Slide number check box. 2. If you want to add page numbers to notes or handouts, click the Notes and Handouts tab, and then select the Page number check box. 4. If you want to add page numbers to all of the slides, notes pages, or handouts in your presentation, clickApply to All. Add the date and time 1. On the View tab, in the Presentation Views group, click Normal, and then on the pane that contains the Outline and Slides tabs, click the first slide thumbnail in your presentation. 2. On the Insert tab, in the Text group, click Date & Time. 3. In the Header and Footer dialog box, do one of the following:

If you want to add the date and time to your slides, click the Slide tab. If you want to add the date and time to your notes pages or handouts, click the Notes and Handouts tab.

4. Select the Date and time check box, and then do one of the following:

If you want to set the date and time to a specific date, click Fixed, and then in the Fixed box, type in the date that you want. NOTE By setting the date on your presentation so that it is Fixed, you can easily keep track of the last time you made changes to it.

If you want to specify that the date and time updates to reflect the current date and time each time you open or print the presentation, click Update automatically, and then select the date and time format that you want .

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5. If you want to add the date and time to all of the slides, notes pages, or handouts in your presentation, clickApply to All. Hide or show a slide 1. In the pane that contains the Outline and Slides tabs, click the Slides tab. 2. Do one of the following:

To hide a slide, right-click the slide that you want to hide, and then click Hide Slide. The hidden slide icon that you have hidden. appears with the slide number inside, next to the slide

To show a slide that you previously hid, right-click the slide that you want to show, and then click Hide Slide.

Record a Narration in PowerPoint 2007

The Record Narration dialog box informs you how much hard drive space you have and calculates the maximum length of the narration that you can record. The Microphone Check dialog box opens. Talk into the microphone. PowerPoint adjusts your microphone sensitivity. When youre finished, click OK. The first slide of your presentation displays. When you reach the end of the slide show, PowerPoint asks if you want to save the timings. As you record the narration, leave a gap between each slide. PowerPoint records the narration for each slide as a separate sound file and attaches the sound to the slide. You get cut off if you talk through slide transitions

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To

advance

slides

manually,

click

Dont

Save.

Youre

taken

to

PowerPoints Slide Sorter View, where the timing for each slide is displayed along with the slides. The slide show begins. The narration plays through your computers speakers. To rerecord a narration for one slide open that slide in Normal View and choose Slide ShowSet UpRecord Narration. PowerPoint asks whether you want to begin recording at the current slide or the first slide: Click the Current Slide button. When youre finished recording, press ESC. To delete a narration, click the speaker icon in the corner of the slide and press Delete. To delete the narration for an entire presentation, delete the speaker icon from every slide. PRESENTER VIEW: Presenter view in PowerPoint features options that allow you more control over the slide show presentation, such as the ability to show slides out of sequence and a black-out button that allows you to blacken the screen for the audience while maintaining your view of the presentation and your notes on your own monitor. Presenter view works on an operating system that supports multiple displays, such as Microsoft Windows 98, Microsoft Windows 2000, and Microsoft Windows XP or later, and allows you to run your presentation from one monitor and let the audience view it on another monitor or a projector.

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Using presenter view In presenter view, icons and buttons are large enough to navigate easily, even when you are using an unfamiliar keyboard or mouse. The following illustration shows the various tools available to you from this view. Create a basic custom slide show 1. On the Slide Show tab, in the Start Slide Show group, click the arrow next to Custom Slide Show, and then click Custom Shows. 2. In the Custom Shows dialog box, click New. 3. Under Slides in presentation, click the slides that you want to include in the custom show, and then clickAdd. TIP To select multiple sequential slides, click the first slide, and then hold down SHIFT while you click the last slide that you want to select. To select multiple nonsequential slides, hold down CTRL while you click each slide that you want to select. 4. To change the order in which slides appear, under Slides in custom show, click a slide, and then click one of the arrows to move the slide up or down in the list. 5. Type a name in the Slide show name box, and then click OK. To create additional custom shows with any slides in your presentation, repeat steps 1 through 5.

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Thumbnails of slides; click a thumbnail to skip slides or return to a slide that has already been presented. This is the slide currently being shown to the audience. End Show button. Black-out button; click this button to temporarily darken the audience screen, and then click it again to show the current slide. Up Next; indicates the item that will appear on screen with the next click. Move forward or backward through the slide show presentation by using these buttons. Slide number (for example, Slide 7 of 12). Elapsed time, in hours and minutes, since the start of the slide show presentation. Speaker's notes.

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Setting up a presentation to use presenter view In order to use presenter view, your computer must meet the following requirements:

The computer must have multiple monitor capability check with the manufacturer about this. Usually desktop computers require two video cards in order to have multiple monitor capability; laptops often have the capability built in.

The computer must be running an operating system that supports multiple displays, such as Windows 98, Windows 2000, and Windows XP or later.

Multiple monitor support must be enabled by setting the display options. In Control Panel, click the Displayicon.

Presenter view must be turned on.

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SHORTCUT KEYS
All Caps Annotation App Maximize App Restore Apply Heading1 Apply Heading2 Apply Heading3 Apply List Bullet Auto Format Auto Text Bold Bookmark Browse Next Browse Previous Browse Sel Cancel Center Para Change Case Char Left Char Left Extend Char Right Char Right Extend Clear Close or Exit Close Pane Column Break Column Select Copy Copy Format Copy Text CTRL+SHIFT+A ALT+CTRL+M ALT+F10 ALT+F5 ALT+CTRL+1 ALT+CTRL+2 ALT+CTRL+3 CTRL+SHIFT+L ALT+CTRL+K F3 or ALT+CTRL+V CTRL+B or CTRL+SHIFT+B CTRL+SHIFT+F5 CTRL+PAGE DOWN CTRL+PAGE UP ALT+CTRL+HOME ESC CTRL+E SHIFT+F3 LEFT SHIFT+LEFT RIGHT SHIFT+RIGHT DELETE ALT+F4 ALT+SHIFT+C CTRL+SHIFT+ENTER CTRL+SHIFT+F8 CTRL+C or CTRL+INSERT CTRL+SHIFT+C SHIFT+F2

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Create Auto Text Customize Add Menu Customize Keyboard

ALT+F3 ALT+CTRL+= ALT+CTRL+NUM +

Customize Remove Menu ALT+CTRL+Cut Date Field Delete Back Word Delete Word Dictionary Do Field Click Doc Close Doc Maximize Doc Move Doc Restore Doc Size Doc Split Double Underline End of Column End of Column End of Doc Extend End of Document End of Line End of Line Extend End of Row End of Row End of Window End of Window Extend Endnote Now Extend Selection Field Chars Field Codes Find CTRL+X or SHIFT+DELETE ALT+SHIFT+D CTRL+BACKSPACE CTRL+DELETE ALT+SHIFT+F7 ALT+SHIFT+F9 CTRL+W or CTRL+F4 CTRL+F10 CTRL+F7 CTRL+F5 CTRL+F8 ALT+CTRL+S CTRL+SHIFT+D ALT+PAGE DOWN ALT+SHIFT+PAGE DOWN CTRL+SHIFT+END CTRL+END END SHIFT+END ALT+END ALT+SHIFT+END ALT+CTRL+PAGE DOWN ALT+CTRL+SHIFT+PAGE DOWN ALT+CTRL+D F8 CTRL+F9 ALT+F9 CTRL+F

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Font Font Size Select Footnote Now Go Back Go To Grow Font Grow Font One Point Hanging Indent Header Footer Link Help Hidden Hyperlink Indent Italic Justify Para Left Para Line Down Line Down Extend Line Up Line Up Extend List Num Field Lock Fields Macro Mail Merge Check Mail Merge Edit Data Source Mail Merge to Doc Mail Merge to Printer Mark Citation Mark Index Entry Mark Table of Contents Entry

CTRL+D or CTRL+SHIFT+F CTRL+SHIFT+P ALT+CTRL+F SHIFT+F5 or ALT+CTRL+Z CTRL+G or F5 CTRL+SHIFT+. CTRL+] CTRL+T ALT+SHIFT+R F1 CTRL+SHIFT+H CTRL+K CTRL+M CTRL+I or CTRL+SHIFT+I CTRL+J CTRL+L DOWN SHIFT+DOWN UP SHIFT+UP ALT+CTRL+L CTRL+3 or CTRL+F11 ALT+F8 ALT+SHIFT+K ALT+SHIFT+E ALT+SHIFT+N ALT+SHIFT+M ALT+SHIFT+I ALT+SHIFT+X ALT+SHIFT+O

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Menu Mode Merge Field Microsoft Script Editor Microsoft System Info Move Text New Next Cell Next Field Next Misspelling Next Object Next Window Normal Normal Style

F10 ALT+SHIFT+F ALT+SHIFT+F11 ALT+CTRL+F1 F2 CTRL+N TAB F11 or ALT+F1 ALT+F7 ALT+DOWN CTRL+F6 or ALT+F6 ALT+CTRL+N CTRL+SHIFT+N or ALT+SHIFT+CLEAR (NUM 5) CTRL+O or CTRL+F12 or ALT+CTRL+F2 CTRL+0 F6 or SHIFT+F6 ALT+CTRL+O ALT+SHIFT+- or ALT+SHIFT+NUM ALT+SHIFT+RIGHT ALT+SHIFT+= ALT+SHIFT+NUM + ALT+SHIFT+DOWN ALT+SHIFT+UP ALT+SHIFT+LEFT ALT+SHIFT+L INSERT ALT+CTRL+P CTRL+ENTER PAGE DOWN SHIFT+PAGE DOWN

Open Open or Close Up Para Other Pane Outline Outline Collapse Outline Demote Outline Expand Outline Expand Outline Move Down Outline Move Up Outline Promote Outline Show First Line Overtype Page Page Break Page Down Page Down Extend

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Page Field Page Up Page Up Extend Para Down Para Down Extend Para Up Para Up Extend Paste Paste Format Prev Cell Prev Field Prev Object Prev Window Print Print Preview Proofing Redo Redo or Repeat Repeat Find Replace Reset Char Reset Para Revision Marks Toggle Right Para Save Save As Select All Select Table Show All Show All Headings

ALT+SHIFT+P PAGE UP SHIFT+PAGE UP CTRL+DOWN CTRL+SHIFT+DOWN CTRL+UP CTRL+SHIFT+UP CTRL+V or SHIFT+INSERT CTRL+SHIFT+V SHIFT+TAB SHIFT+F11 or ALT+SHIFT+F1 ALT+UP CTRL+SHIFT+F6 or ALT+SHIFT+F6 CTRL+P or CTRL+SHIFT+F12 CTRL+F2 or ALT+CTRL+I F7 ALT+SHIFT+BACKSPACE CTRL+Y or F4 or ALT+ENTER SHIFT+F4 or ALT+CTRL+Y CTRL+H CTRL+SPACE or CTRL+SHIFT+Z CTRL+Q CTRL+SHIFT+E CTRL+R CTRL+S or SHIFT+F12 or ALT+SHIFT+F2 F12 CTRL+A or CTRL+CLEAR (NUM 5) or CTRL+NUM 5 ALT+CLEAR (NUM 5) CTRL+SHIFT+8 ALT+SHIFT+A

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Show Heading1 Show Heading2 Show Heading3 Show Heading4 Show Heading5 Show Heading6 Show Heading7 Show Heading8 Show Heading9 Shrink Font Shrink Font One Point Small Caps Space Para1 Space Para15 Space Para2 Spike Start of Column Start of Column Start of Doc Extend Start of Document Start of Line Start of Line Extend Start of Row Start of Row Start of Window Start of Window Extend Style Subscript Superscript Symbol Font Thesaurus Time Field

ALT+SHIFT+1 ALT+SHIFT+2 ALT+SHIFT+3 ALT+SHIFT+4 ALT+SHIFT+5 ALT+SHIFT+6 ALT+SHIFT+7 ALT+SHIFT+8 ALT+SHIFT+9 CTRL+SHIFT+, CTRL+[ CTRL+SHIFT+K CTRL+1 CTRL+5 CTRL+2 CTRL+SHIFT+F3 or CTRL+F3 ALT+PAGE UP ALT+SHIFT+PAGE UP CTRL+SHIFT+HOME CTRL+HOME HOME SHIFT+HOME ALT+HOME ALT+SHIFT+HOME ALT+CTRL+PAGE UP ALT+CTRL+SHIFT+PAGE UP CTRL+SHIFT+S CTRL+= CTRL+SHIFT+= CTRL+SHIFT+Q SHIFT+F7 ALT+SHIFT+T

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Toggle Field Display Toggle Master Subdocs Tool Un Hang Un Indent Underline Undo Unlink Fields Unlock Fields Update Auto Format Update Fields Update Source VBCode Web Go Back Web Go Forward Word Left Word Left Extend Word Right Word Right Extend Word Underline

SHIFT+F9 CTRL+\ SHIFT+F1 CTRL+SHIFT+T CTRL+SHIFT+M CTRL+U or CTRL+SHIFT+U CTRL+Z or ALT+BACKSPACE CTRL+6 or CTRL+SHIFT+F9 CTRL+4 or CTRL+SHIFT+F11 ALT+CTRL+U F9 or ALT+SHIFT+U CTRL+SHIFT+F7 ALT+F11 ALT+LEFT ALT+RIGHT CTRL+LEFT CTRL+SHIFT+LEFT CTRL+RIGHT CTRL+SHIFT+RIGHT CTRL+SHIFT+W

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