(MS-WORD MS-POWER POINTAND MS-EXCEL)

SUBMITTED TO: MISS.SAPNA VERMA

SUBMITTED BY: AMANDEEP KAUR CLASS- MBA 1ST D ROLL NO. 120426141

SCHOOL OF MANAGEMENT STUDIES, PUNJABI UNIVERSITY, PATIALA

INTRODUCTION
MS-Word stands for Micro Soft Word. It is Microsoft's flagship word processing software. It was first released in 1983 under the name Multi-Tool Word for Xenix systems. Microsoft word is a word processing software package. We can use it to type letters, reports, and other document. TO BEGIN WITH MS WORD Procedure is just simple. Click on start button Click on all programs Find Microsoft office Click on Microsoft office

One another procedure is there for keyboard users; Press window+ R A dialog box is opened named run Type winword Windows will open MS WORD for different uses like letters, newsletters, forms etc.

GETTING STARTED TITLE BAR Title bar displays the name of current document in the centre.If the document is new and is not saved, the name of the document is DOCUMENT1. The number suffixed by the word document is depends upon the number of new documents created in a particular session.The format of the name displayed in the title bar is the DOCUMENT name- Microsoft Word. The new feature in the title bar is the Quick Access Toolbar to the left corner of the title bar. This Quick Access Toolbar includes save and undo button.we can use these buttons as quickly as we can.

OFFICE BUTTON

Right next to the quick access toolbar is the main office button of them all- the office is button.This office button similar to what we were used to as the file menu. When you click on this office button,you can see various file commands; The options like new,open,save and others are quite familiar.. Next to the menu list we have Recent document list. The documents that you have been working with overtime would be displayed under this section.Next to each document name in the list is a small pin icon, which allows you to pin your document permanently to this list in case you dont want the document to disappear from the list when new recent documents get added to this list. Just click on this pin and it turns green to indicates that there are sub options for these. When you have over your mouse on these options, their sub-options will be displayed in the area where previously recent documents were displayed.

RIBBON

Ribbon spreads across the screen from left to right and contains all the commands and the difference here is; it is context sensitive. This means that it is going to change as you work with your document in word. For example, if you are working with a table,the ribbon displays the various table commands and tools.
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The ribbon is broken into various tabs like Home,Insert,page layout,review and view and so on. These tabs are organized according to the category of commands. If the page lay out tab is selected, we can find some groups in it, like themes,page set-up, page background, paragraph and arrange. All these groups are related to page layout. So these are easy to locate. like we mentioned earlier, the ribbon changes as you work on your document. So the home tab is selected we would find a different set of groups like clipboard group, font group, paragraph group, and so on.

Each of this group in the tab has some buttons that represent some commands that you may want to use in that group. In page layout, the page set up group has buttons like margins, columns and so on. As you have mouse over them we get a small description of what these commands would do. Each of the tabs contains the following tools: Home: Clipboard, Fonts, Paragraph, Styles, and Editing. Insert: Pages, Tables, Illustrations, Links, Header & Footer, Text, and Symbols Page Layout: Themes, Page Setup, Page Background, Paragraph, Arrange References: Table of Contents, Footnote, Citation & Bibliography, Captions, Index, and Table of Authorities Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish Review: Proofing, Comments, Tracking, Changes, Compare, Protect View: Document Views, Show/Hide, Zoom, Window, Macros

WORKING WITH DOCUMENTS CREATE A NEW DOCUMENT

There are several ways to create new documents, open existing documents, and save documents in Word: Click the Microsoft Office Button and Click New or Press CTRL+N (Depress the CTRL key while pressing the N) on the keyboard

You will notice that when you click on the Microsoft Office Button and Click New, you have many choices about the types of documents you can create. If you wish to start from a blank document, click Blank. If you wish to start from a template, you can browse through your choices on the left, see the choices on center screen, and preview the selection on the right screen. OPENING AN EXISTING DOCUMENT Click the Microsoft Office Button and Click Open, or Press CTRL+O (Depress the CTRL key while pressing the O) on the keyboard, or If you have recently used the document you can click the Microsoft Office Button and click the name of the document in the Recent Documents section of the window Insert picture of recent docs

SAVING A DOCUMENT

Click the Microsoft Office Button and Click Save or Save As (remember, if youre sending the document to someone who does not have Office 2007, you will need to click the Office Button, click Save As, and Click Word 97-2003 Document), or Press CTRL+S (Depress the CTRL key while pressing the S) on the keyboard, or Click the File icon on the Quick Access Toolbar.

FORMATTING TEXT Styles A style is a format-enhancing tool that includes font typefaces, font size, effects (bold, italics, underline, etc.), colors and more. You will notice that on the Home Tab of the Ribbon, that you have several areas that will control the style of your document: Font, Paragraph, and Styles.

CHANGE FONT TYPEFACE AND SIZE To change the font typeface:

Click the arrow next to the font name and choose a font.

 Remember that you can preview how the new font will look by highlighting the text, and hovering over the new font typeface.

To change the font size:

Click the arrow next to the font size and choose the appropriate size, or Click the increase or decrease font size buttons. Font Styles and Effects Font styles are predefined formatting options that are used to emphasize text. They include: Bold, Italic, and Underline. To add these to text: Select the text and click the Font Styles included on the Font Group of the Ribbon, or Select the text and right click to display the font tools .

Font Styles included on the Font Group of the Ribbon, or

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 Select the text and right click to display the font tools Change Text Color To change the text color:

Select the text and click the Colors button included on the Font Group of the Ribbon, or Highlight the text, right click, and choose the colors tool. Select the color by clicking the down arrow next to the font color button. Highlight Text

Highlighting text allows you to use emphasize text as you would if you had a marker. To highlight text: Select the text Click the Highlight Button on the Font Group of the Ribbon, or Select the text and right click and select the highlight tool To change the color of the highlighter click on down arrow next to the highlight button.

Copy Formatting If you have already formatted text the way you want it and would like another portion of the document to have the same formatting, you can copy the formatting. To copy the formatting, do the following:

Select the text with the formatting you want to copy.

 Copy the format of the text selected by clicking the Format Painter button on the Clipboard Group of the Home Tab Apply the copied format by selecting the text and clicking on it. FORMATTING PARAGRAPHS

Formatting paragraphs allows you to change the look of the overall document. You can access many of the tools of paragraph formatting by clicking the Page Layout Tab of the Ribbon or the Paragraph Group on the Home Tab of the Ribbon. Change Paragraph Alignment

The paragraph alignment allows you to set how you want text to appear. To change the alignment: Click the Home Tab Choose the appropriate button for alignment on the Paragraph Group. Align Left: the text is aligned with your left margin Center: The text is centered within your margins Align Right: Aligns text with the right margin Justify: Aligns text to both the left and right margins.

Indent Paragraphs

Indenting paragraphs allows you set text within a paragraph at different margins. There are several options for indenting: First Line: Controls the left boundary for the first line of a paragraph Hanging: Controls the left boundary of every line in a paragraph except the first one Left: Controls the left boundary for every line in a paragraph Right: Controls the right boundary for every line in a paragraph To indent paragraphs, you can do the following:

Click the Indent buttons to control the indent. Click the Indent button repeated times to increase the size of the indent. Click the dialog box of the Paragraph Group Click the Indents and Spacing Tab Select your indents

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Add Borders and Shading

You can add borders and shading to paragraphs and entire pages. To create a border around a paragraph or paragraphs: Select the area of text where you want the border or shading. Click the Borders Button on the Paragraph Group on the Home Tab Choose the Border and Shading Choose the appropriate options Apply Styles

Styles are a present collection of formatting that you can apply to text. To utilize Quick Styles: Select the text you wish to format. Click the dialog box next to the Styles Group on the Home Tab. Click the style you wish to apply.

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Change Spacing Between Paragraphs and Lines You can change the space between lines and paragraphs by doing the following: Select the paragraph or paragraphs you wish to change. On the Home Tab, Click the Paragraph Dialog Box Click the Indents and Spacing Tab In the Spacing section, adjust your spacing accordingly STYLES The use of Styles in Word will allow you to quickly format a document with a consistent and professional look. Styles can be saved for use in many documents. Apply Styles

There are many styles that are already in Word ready for you to use. To view the available styles click the Styles dialog box on the Styles Group in the Home Tab. To apply a style: Select the text Click the Styles Dialog Box Click the Style you choose

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ADDING TABLES

Tables are used to display data in a table format. Create a Table To create a table: Place the cursor on the page where you want the new table Click the Insert Tab of the Ribbon Click the Tables Button on the Tables Group. You can create a table one of four ways: Highlight the number of row and columns Click Insert Table and enter the number of rows and columns Click the Draw Table, create your table by clicking and entering the rows and columns Click Quick Tables and choose a table

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GRAPHICS

Word 2007 allows you to insert special characters, symbols, pictures, illustrations, and watermarks. Symbols and Special Characters

Special characters are punctuation, spacing, or typographical characters that are not generally available on the standard keyboard. To insert symbols and special characters: Place your cursor in the document where you want the symbol Click the Insert Tab on the Ribbon Click the Symbol button on the Symbols Group Choose the appropriate symbol.

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EQUATIONS

Word 2007 also allows you to insert mathematical equations. To access the mathematical equations tool: Place your cursor in the document where you want the symbol Click the Insert Tab on the Ribbon Click the Equation Button on the Symbols Group Choose the appropriate equation and structure or click Insert New Equation.

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Illustrations, Pictures, and Smart Art Word 2007 allows you to insert illustrations and pictures into a document. To insert illustrations:

Place your cursor in the document where you want the illustration/picture Click the Insert Tab on the Ribbon Click the Clip Art Button The dialog box will open on the screen and you can search for clip art. Choose the illustration you wish to include To insert a picture:

Place your cursor in the document where you want the illustration/picture Click the Insert Tab on the Ribbon
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 Click the Picture Button Browse to the picture you wish to include Click the Picture Click Insert Smart Art is a collection of graphics you can utilize to organize information within your document. It includes timelines, processes, or workflow. To insert Smart Art

Place your cursor in the document where you want the illustration/picture Click the Insert Tab on the Ribbon Click the Smart Art button Click the Smart Art you wish to include in your document Click the arrow on the left side of the graphic to insert text or type the text in the graphic.

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WATERMARKS

A watermark is a translucent image that appears behind the primary text in a document. To insert a watermark: Click the Page Layout Tab in the Ribbon Click the Watermark Button in the Page Background Group Click the Watermark you want for the document or click Custom Watermark and create your own watermark To remove a watermark, follow the steps above, but click Remove Watermark PAGE FORMATTING

Modify Page Margins and Orientations The page margins can be modified through the following steps: Click the Page Layout Tab on the Ribbon

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 On the Page Setup Group, Click Margins Click a Default Margin, or Click Custom Margins and complete the dialog box. Insert Common Header and Footer Information To insert Header and Footer information such as page numbers, date, or title, first, decide if you want the information in the header (at the top of the page) or in the Footer (at the bottom of the page), then:

Click the Insert Tab on the Ribbon Click Header or Footer Choose a style The Header/Footer Design Tab will display on the Ribbon

Choose the information that you would like to have in the header or footer (date, time, page numbers, etc.) or type in the information you would like to have in the header or footer .
INSERT A COVER PAGE

To insert a cover page:

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 Click the Insert Tab on the Ribbon Click the Cover Page Button on the Pages Group Choose a style for the cover page HYPERLINKS

Hyperlinks, or links, allow the reader to click on text and go to another web site. To create a hyperlink: Select the text that will be the link Click the Insert Tab of the Ribbon Click the Hyperlink Button on the Links Group Type in the web address, or URL, of the link Click OK

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LISTS Lists allow you to format and organize text with numbers, bullets, or in an outline. Bulleted and Numbered Lists

Bulleted lists have bullet points, numbered lists have numbers, and outline lists combine numbers and letters depending on the organization of the list. To add a list to existing text: Select the text you wish to make a list From the Paragraph Group on the Home Tab, Click the Bulleted or Numbered Lists button To create a new list: Place your cursor where you want the list in the document Click the Bulleted or Numbered Lists button Begin typing When you have finished typing and want to exit Word: 1. Make sure youve saved the latest version of your document (press <Ctrl s>) 2. Click on the [Office] button then on the [Exit Word] button (bottom right-hand corner) or you can click on the [x] in the top right-hand corner of the Word window.

MAIL MERGE FEATURE Mail merge is a tool in MS-Word that enables us to create multiple copies of a document with small changes in each. In order to create a mail merge, two documents are needed: a Word /Main document and a file with the data or records/fields. Main document: In a mail merge operation, the document that contains the text and graphics that remain the same for each version of the merged document; for example, the return address and body of a form letter

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Data field: A category of information in a data source. A data field corresponds to one column of information in the data source. The name of each data field is listed in the first row (header row) of the data source. "PostalCode" and "LastName" are examples of data field names. How to start mail mergeOn 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 we to send letters to a group of people and personalize the results of the letter that each person receives. 2. Click Next: Starting document. Select the starting document 1. Click one of the following options: o Use the current document: Use the currently open document as our main document. o Start from a template: Select one of the ready-to-use mail merge templates. o Start from existing document: Open an existing document to use as our mail merge main document. 2. In the Mail Merge task pane, click Next: Select recipients. Select recipients When we open or create a data source by using the Mail Merge Wizard, we are telling Word to use a specific set of variable information for our merge. Use one of the following methods to attach the main document to the data source.

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Create a database of names and addresses

To create a new database, follow these steps: 1. In the Mail Merge task pane, click Next: Select Recipients. 2. Click Type a new list. 3. Click Create. The New Address List dialog box appears. In this dialog box, enter the address information for each record. If there is no information for a particular field, leave the box blank. By default, Word skips blank fields. Therefore, the merge is not affected if blank entries are in the data form. The set of information in each form makes up one data record. 4. After we type the information for a record, click New Entry to move to the next record. To delete a record, click Delete Entry. To search for a specific record, click Find Entry. To customize our list, click Customize. In the Customize Address List dialog box, we can add, delete, rename, and reorder the merge fields

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5. In the New Address List dialog box, click OK. In the Save Address List dialog box, type the name that we want to give to our data source in the File name box, and then click Save. 6. In the Mail Merge Recipients dialog box, make any changes that we want, and then click OK. 7. Click Next: Write our letter to finish setting up our letter. 8. Save the main document. When we save the main document at this point, we are also saving the data source and attaching the data source to the main document. 9. Type the name that we want to give to our main document, and then click Save. To proceed to the next step, click Next: Write our letter. Write our letter In this step, we set up our main document. 1. Type or add any text and graphics that we want to include in our letter. 2. Add the field codes where we want the variable information to appear. In the Mail Merge task pane, we have four options: o Address block: Use this option to insert a formatted address. o Greeting line: Use this option to insert a formatted salutation. o Electronic postage: Use this option to insert electronic postage. Note This option requires that we have a postage software program installed on our computer. More items: Use this option to insert individual merge fields. When we click More Items, the Insert Merge Field dialog box appears.

Note Make sure that our cursor is where we want to insert the information from our data source before we click More Items. In the Insert Merge Field dialog box, click the merge field that we want to use, and then click Insert. Note We can insert all of our fields and then go back and add any spaces or punctuation. Alternatively, we can insert one field at a time, close the Insert Merge Fields dialog box, add any spaces or punctuation that we want, and then repeat this step for each additional merge field that we want to insert. We can also format (apply bold or italic formatting to) the merge fields, just like regular text.

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3. When we 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. Name the file, and then click Save. To proceed to the next step, click Next: Preview our letters. Preview our letters

This step allows we to preview our merged data, one letter at a time. We can also make changes to our 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. We 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. We will not be able to view the document on our screen. When we click Print, the Merge to Printer dialog box appears. In the Merge to Printer dialog box, we can choose which records to merge. When we 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 our screen. When we click Edit individual letters, the Merge to New Document dialog box appears. In the Merge to New Document dialog box, we can choose which records to merge. When we click OK, the documents are merged to a new Word document.

To print the file click the Microsoft Office Button, and then click Print.

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SOME SHORT KEYS OF MS-WORD : 1. Shift + arrows = for selection 2. Ctrl+ 2 = double spacing 3. Ctrl+ N = new blank documents 4. Ctrl+ O = open 5. Ctrl+ S = save 6. Ctrl+ P = print the document 7. Ctrl + Z = undo 8. Ctrl+ Y = repeat the last command 9. Ctrl+ C = copy the selected text 10. Ctrl+ x = cut the selected text 11. Ctrl+ V = paste the selected text 12. Ctrl+ F = find 13. Ctrl+ shift+ F = types of font 14. Ctrl+ shift+ P = font size change 15. Shift+F3 = change the case 16. Ctrl+ B = bold 17. Ctrl+ I = Italian 18. Ctrl+ U = underline 19. Ctrl+ L = alignment left 20. Ctrl+ J = justified alignment 21. Ctrl+ E = centre alignment 22. Ctrl+ R = alignment right 23. Ctrl+ H = replace alignment 24. Alt+ tab = document move from one to another 25. Alt+F4 = to close the document or exit 26. F1 = help 27. F7 = to check grammar 28. F12 = save as 29. Ctrl+ shift+< = decrease font size 30. Ctrl+ shift+> = increase font size 31. Ctrl+[ = increase font size by one point 32. Ctrl+] = decrease font size by one point 33. Right arrows = move by one cursor 34. Ctrl+ right+ arrow = move by one word 35. Page up = above 36. Page down = below 37. Home = go to top 38. End = end of the document

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Power Point 2007

Getting Started with Power Point 2007 class will show whats different in Power Point 2007 and whats the same. The Ribbon at the top of the page has replaced menus and toolbars in Word, Excel, PowerPoint, Access and new messages in Outlook. This class will cover the use of the Ribbon, the Office Button (where is the File menu?), getting Help and online Training, Live Preview, the Mini Toolbar, the Quick Access Toolbar, new File Formats, and a Few Fun Features. The class and short handout are designed so when you return to your office you can begin using Power Point 2007.

There are three major differences in Power Point 2007, the Ribbon, the MS Office Button and the new file formats. The Ribbon

The Ribbon at the top of the page has replaced menus and toolbars in Word, Excel, PowerPoint, Access and new messages in Outlook. Tabs Represent core tasks. Groups Are sets of related commands. Commands Are buttons, menus or boxes where you enter information. Home Tab Try it: 1. Start PowerPoint 2007. 2. Click on each tab to display different groups of commands. 3. Mouse-over a command for Enhanced Toolbar Tips. Note: keyboard shortcuts are shown if available.

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The Home Tab displays the most commonly used commands. In PowerPoint, Word and Excel these include Copy, Cut, and Paste, Bold, Italic, Underscore etc. The commands are arranged in groups: Clipboard, Font, Paragraph, Styles and Editing.

The most frequently used commands, Paste, Cut and Copy, are the left most in the first group in the Home Tab.

Insert Tab: Insert tables, pictures, diagrams, charts, text boxes, sounds, hyperlinks, headers, and footers. Design Tab: Select background, design, fonts, and color scheme. Animations Tab: Select animating effects. Slide Show Tab: Select starting slide, record narration, and more. Review Tab: Spelling, research and more. View Tab: Change the view to the notes page or normal. Turn on gridlines. The less frequently used commands or command choices Try it: can be displayed by clicking the down arrow under the 1. Copy some text. 2. On the Home Tab, in the command. Clipboard Group, click the down arrow under Paste to display the Paste Special Command. Contextual Tabs (On Demand)

Some commands only appear when you need them. For Try it: example The Drawing Tools Tab only appears when 1. Select some text. you select text or drawings. 2. Click the Format tab. 3. Click a different slide and the Format tab disappears.

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Galleries (with Table Tools example) Galleries are collections of thumbnail graphics. They Try it: give you quick visual access to available formats. 1. On the Format tab click the More arrow in the Shape Styles group. 2. Mouse-over the graphics presented to see the shape styles change. Live Preview (with Animations Example) Live Preview temporarily applies formatting on selected text or object when you mouse-over any of formatting buttons. This allows you to preview how text or object would appear without having to apply formatting. the Try it: the 1. Select some text. the 2. Click the Drawing Tools Format Tab. the 3. Click Quick Styles and mouseover the gallery selections for a Live Preview.

Insert SmartArt SmartArt can be inserted from the Insert tab > Try it: SmartArt or by selecting a new slide that contains 1. Click the Home tab. 2. Click New Slide. 3. Select a slide that contains content placeholders or by selecting a content placeholders. 4. Click the Insert SmartArt bulleted list and selecting the Convert to SmartArt placeholder. 5. Select the desired graphic or 6. Select a bulleted list. Graphic button on the Home tab . 7. Select the Convert to SmartArt Graphic button on the Home tab. Dialog Box Launcher Try it: The Dialog Box Launcher group displays more options. Show/Hide Groups Try it: 1. Make the program window smaller until some groups only show the group name. 2. Click the down arrow under a group name. at the bottom of any 1. Click the arrow at the bottom of font group to view more options or commands.

When the screen is lower resolution or the program window is small, some groups may display only the group name. Click the down arrow under the group name to see the commands for that
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group.

Minimize the Ribbon Try it: 1. Right click in the tab area. 2. Select Minimize the Ribbon. To 3. Right click in the tab area Minimize the minimize the Ribbon right click in the tab area or right 4. De-select Ribbon. click on any command. Mini Toolbar Try it: 1. Select some text. 2. Mouse over the selected text and upwards. 3. Click any of the formatting commands on the Mini Toolbar.

The Mini Toolbar pops up whenever text is selected to provide easy access to the most commonly used formatting commands. The toolbar will also appear when you right-click on a selection of text. (Note: You do not have the ability to customize the Mini toolbar.) Right-Click Right-click to find many more commands. Try it:

1. Select some text. 2. Right-click on the selected text..

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The Office Button (Top Left Corner) Try it: 1. Mouse-over the Office Button to see its functions. 2. Click the Office Button. 3. Mouse-over the commands on the left for an explanation of each command. 4. Click the push pin in the Recent Documents keep a document on the list.

The Office Button has replaced the File menu. It contains the commands for handing files, such as New, Open, Save, Save As, and Print, and file preparation commands such as Prepare > Properties, exit the application, and Recent Documents.

The Options Button Try it: 1. Click the Office Button. The Options 2. Click the Options Button. on each of the selections listed on the Button at the bottom of the Office 3. Click right. Button menu allows you to change your 4. Click Save to customize where your files are saved or change the default file format. preferences. 5. Click Proofing > AutoCorrect Options to change how Word corrects text as you type. Quick Access Toolbar (Top Left, Right of Office Button) Try it: The Quick Access Toolbar is a 1. Right-click any customizable toolbar which contains shortcuts for commonly command and click Add to Quick Access Toolbar. used commands. You can either click the down arrow to add or remove commands or right click on any command to add that 2. Click the More button on the Quick Access command to the toolbar. Toolbar. 3. Click any of the displayed commands to add them to the toolbar or click More Commands. 4. Click any of the formatting commands on the Mini Toolbar. 5. Right-click any command on the Quick Access Toolbar and click Remove from Quick Access Toolbar.

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Help (Upper Right Corner) or F1 Try it: 1. Click Help > Whats new. The Help Menu is now organized 2. Click Help > Training. by topic. You can also use the Search box. 3. Click Help. Enter some text in the Search box. New File Formats - OpenXML PowerPoint, Word and Excel now offer new file formats based on Office Open XML (Extensible Markup Language) formats. Open XML files: Reduce file size by up to 75% . Improve security and reliability. Are the old extension followed by an x or m. Examples: o pptx for PowerPoint presentations Access has a new file format *.accdb PowerPoint, Word, Excel and Access 2007 are able to open files from previous versions. By default, new files are saved in the new formats and old files are saved in the old formats (exception PowerPoint 95). When you save a file in the old format, a Compatibility Checker is run. It will alert you to any features that are not compatible with the old version. Users running Word, Excel, and PowerPoint 2000-2003 can open the new file types after they download a converter. ITS recommends saving your files as Word 97 2003 Documents, Excel 97 2003 Worksheets or PowerPoint 97 2003 Presentations. Doing so ensures that users who have not upgraded to Office 2007 will still be able to open and edit the files. Click Office Button > PowerPoint Options > Save > Save files in this format to change the default save format. Try it: 1. Open a PowerPoint 2003 Presentation. 2. Note the Title Bar shows Compatibility Mode. 3. Click the Office Button. 4. Select Prepare > Run Compatibility Checker > OK. 5. Click the Office Button. 6. Select Save As > PowerPoint Presentation. 7. Note the filetype is PowerPoint Presentation (and may show *.pptx). 8. Select the Cancel Button. 9. Click the Office Button. 10. Select Save As > PowerPoint 97-2003 Presentation. 11. Note the filetype is PowerPoint 97-2003 (and may show *.ppt). 12. Select the Cancel Button. 13. Click the Office Button > PowerPoint Options > Save > Save files in this format if you want to change the default save format.

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A Few More Fun Features (as time permits) Save as PDF You can download an add-on for no-charge that Try it: allows you to save files in PDF format. 1. Click the Office Button. 2. Select Save As > Find add-ins for other file formats. Zoom Slider (lower right corner) Try it: You can easily zoom 1. Click the slider and move it left in and out in Word, Excel, and PowerPoint using the and right. zoom slider. Keyboard Shortcuts Try it: 1. Select some text. 2. Press the Alt key. New keyboard shorts cuts 3. Type the displayed number 1 to bold the selected text. called KeyTips are available using the Alt key. The the displayed letter H to old shortcuts that start with CTRL, like CTRL-C for 4. Type select the Home Tab. copy, also still work. 5. Press Alt again to toggle off the KeyTips.

Online Training and Other Resources Visit Office 2007 Training and Other Resources http://cs.its.uiowa.edu/sda/office2007training.shtml for a wealth of help including:

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The schedule of Office 2007 classes being offered. The ITS Help Desk. Hawkmail Support Documentation Microsoft Interactive Guides The Life After Guides How-to manuals for Word, Outlook and Outlook Web Access Microsoft E-Learning online classes. SkillSoft online classes. Microsoft Online Training, especially the online Demos of the Office Products

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Lets Get Started Open an Existing Presentation: 1. Click the Office button and select Open. 2. Navigate to the existing document you wish to open. 3. Once you have selected your document, click the Open button. Start a Slide Show Tab 1. Click the Slide Show tab. Slide Show Office Button

2. Click From Beginning or From Current Slide. Create a New Presentation: 1. Click the Office button and select New. 2. Select a Blank Presentation or a Recently Used Template. 3. Click the Create button in the lower right corner. Choose a Theme (Sets of Colors, Fonts, Effects and Background Styles) Design Tab 1. Click the Design tab. 2. Mouse-over the design gallery and select a theme. Insert a New Slide and Add Content Tab 1. Click the Home tab. Home Office Button

2. Click New Slide

3. Select a slide that contains content placeholders . 4. Mouse- over and select a place holder to insert a Table, Chart, SmartArt Graphic, Picture, Clip Art, or Media Clip. 5. Or type text.

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Insert and Format a Picture Using the Content Placeholders Home & Picture Tabs 1. Select the Picture content placeholder on a new slide. 2. Navigate to the location where your picture is located. 3. Double-click the picture you want to insert. 4. Select the picture you inserted, and the Picture Tools tab appears. 5. On the Picture Tools tab, click the Format button. Mouse-over the Picture Styles Gallery for live preview. Insert a Picture Using the Insert Tab 1. Select any slide. 2. Click an insertion point within that slide. 3. Click the Insert tab. 4. Click Picture. 5. Navigate to the location where your picture is located. 6. Double-click the picture you want to insert. 7. Select the picture you inserted, and the Picture Tools tab appears. 8. Click and drag the Picture to desired location on the slide. Insert a Text Box Tab 1. Select any slide. 2. Click the Insert tab. 3. Click Text Box. 4. Click and drag within the slide to draw the text box. 5. Click in the text box. 6. On the Format tab mouse- over and select a shape style. Insert Tab

Insert

Insert an Organizational Chart Insert Tab or Content Holder 1. Either click on Insert > SmartArt > the Org Chart graphic or select the SmartArt content holder on a slide. Convert an Existing Bulleted List to a Graphic Tab 1. Select a bulleted list on a slide. 2. On the Home tab, click the Convert to SmartArt Graphic button 3. Mouse-over the selections offered or click More SmartArt Graphics. Easily Edit the SmartArt Text 1. Click on some text in a SmartArt Graphic. . Home

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INTRODUCTION TO MS EXCEL

Microsoft Excel is one of the most popular spreadsheet applications that helps you manage data, create visually persuasive charts, and thoughtprovoking graphs. Excel is supported by both Mac and PC platforms. Microsoft Excel can also be used to balance a checkbook, create an expense report, build formulas, and edit them.

HOW TO LAUNCH MS EXCEL To begin Microsoft Excel, Click on start button Go to all programs Find applications Click on Microsoft office Click on MD EXCEL

When opened a new spreadsheet will pop up.

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SAVING A DOCUMENT

Before you begin you should save your document. To do this, click on the floppy disk located at the top of the screen . Then Microsoft Excel will open a dialog box where you can specify the new files name, location of where you want it saved, and format of the document. Once you have specified a name, place, and format for your new file, press the Save button.

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SAVING LATER After you have initially saved your blank document under a new name, you can begin your project. However, you will still want to periodically save your work as insurance against a computer freeze or a power outage. To save, just click on the floppy disk, or for a shortcut press CTRL + S.

TOOLBARS In Microsoft Excel 2007 for a PC, the toolbars are automatically placed as tabs at the top of the screen. Within these tabs you will find all of your options to change text, data, page layout, and more. To be able access all of the certain toolbars you need to click on a certain tab that is located towards the top of the screen.

THREE COMMONLY USED TABS The Home Tab: . This is one of the most common tabs used in Excel. You are able to format the text in your document, cut, copy, and paste information.Change the alignment of your data,

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insert, delete, and format cells. The HOME TAB also allows you to change the number of your data (i.e. currency, time, date).

HOME TAB

The Insert Tab:. This tab is mainly used for inserting visuals and graphics into your document. There are various different things that can be inserted from this tab such as pictures, clip art, charts, links, headers and footers, and word art.

The Page Layout Tab: . Here you are able to add margins, themes to your document, change the orientation, page breaks, and titles. The scale fit of your document is also included as a feature within this tab, if needed.

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FORMATTING

WORKING WITH CELLS Cells are an important part of any project being used in Microsoft Excel. Cells hold all of the data that is being used to create the spreadsheet or workbook. To enter data into a cell you simply click once inside of the desired cell, a black border will appear around the cell . This border indicates that it is a selected cell. You may then begin typing in the data for that cell.

CHANGING AN ENTRY WITHIN A CELL You may change an entry within a cell two different ways: any information that was previously entered. certain pieces of information within the cells instead of replacing all of the data.

CUT, COPY, AND PASTE You can use the Cut, Copy and Paste features of Excel to change the data within your spreadsheet, to move data from other spreadsheets into new spreadsheets, and to save yourself the time of reentering information in a spreadsheet. Cut will actually remove the selection from the original location and allow it to be placed somewhere else. Copy allows you to leave the original selection where it is and insert a copy elsewhere. Paste is used to insert data that has been cut or copied.

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To Cut or Copy Highlight the data or text by selecting the cells that they are held within. Go to the Home Tab > Copy (CTRL + C) or Home Tab > Cut (CTRL + X). Click the location where the information should be placed. Go to Home Tab > Paste (CTRL + V) to be able to paste your information

FORMATTING CELLS There are various different options that can be changed to format the spreadsheets cells differently. When changing the format within cells you must select the cells that you wish to format. To get to the Format Cells dialog box select the cells you wish to change then go to Home Tab > Format > Format Cells. A box will appear on the screen with six different tab options. Explanations of the basic options in the format dialog box are bulleted below.

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Number: Allows you to change the measurement in which your data is used. (If your data is concerned with money the number that you would use is currency) Alignment: This allows you to change the horizontal and vertical alignment of your text within each cell. You can also change the orientation of the text within the cells and the control of the text within the cells as well. Font: Gives the option to change the size, style, color, and effects. Border: Gives the option to change the design of the border around or through the cells.

FORMATTING ROWS AND COLUMNS When formatting rows and columns you can change the height, choose for your information to autofit to the cells, hide information within a row or column, unhide the information. To format a row or column go to Home Tab > Row Height (or Column Height), then choose which height you are going to use. The cell or cells that are going to be formatted need to be selected before doing this. When changing the row or column visibility (hidden, unhidden) or autofit, you will go to the Home Tab and click Format. The drop down menu will show these options

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ADDING ROWS AND COLUMNS

When adding a row or column you are inserting a blank row or column next to your already entered data. Before you can add a Row you are going to have to select the row that you wish for your new row to be placed. (Rows are on the left hand side of the spreadsheet) once the row is selected it is going to highlight the entire row that you chose. To insert the row you have to go to Home Tab > Insert > Insert Sheet Rows. The row will automatically be placed on the spreadsheet and any data that was selected in the original row will be moved down below the new row.

Before you can add a Column you are going to have to select a column on the spreadsheet that is located in the area that you want to enter the new column. (Columns are on the top part of the spreadsheet.) Once the column is selected it is going to highlight the entire row that you chose. To insert a column you have to go to Home Tab > Insert > Insert Sheet Column (Figure 11). The column will automatically be place on the spreadsheet and any data to the right of the new column will be moved more to the right.

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WORKING WITH CHARTS Charts are an important part to being able to create a visual for spreadsheet data. In order to create a chart within Excel the data that is going to be used for it needs to be entered already into the spreadsheet document. Once the data is entered, the cells that are going to be used for the chart need to be highlighted so that the software knows what to include. Next, click on the Insert Tab that is located at the top of the screen.

You may choose the chart that is desired by clicking the category of the chart you will use. Once the category is chosen the charts will appear as small graphics within a drop down menu. To choose a particular chart just click on its icon and it will be placed within the spreadsheet you are working on. To move the chart to a page of its own, select the border of the chart and Right Click. This will bring up a drop down menu, navigate to the option that says Move Chart. This will bring up a dialog box that says Chart Location. From here you will need to select the circle next to As A New Sheet and name the sheet that will hold your chart. The chart will pop up larger in a separate sheet, but in the same workbook as your entereddata.

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CHART DESIGNS

There are various different features that you can change to make your chart more appealing. To be able to make these changes you will need to have the chart selected or be viewing the chart page that is within your workbook. Once you have done that the Design Tab will appear highlighted with various different options to format your graphic.

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CHART OPTIONS: Titles: To add titles to a chart of graphic you have to click on the Insert Tab. Once you have done this, click on the Text Box Icon. This will insert a text box that you can type the title and place anywhere you wish on the chart. Change Chart Type: You can change your chart easily by selecting this icon and navigating to a more desirable chart. This feature is very convenient for someone who chose the wrong chart and doesnt wish to reselect all their data and go through the process a second time. Format Chart Area: This allows for changes to be made to the chards border, style, fill, shadows, and more. To get this option you will need to right click on the charts border and navigate to the Format Chart Area option. Once this is clicked a dialog box will appear.

CHART STYLE: Here you are able to change the color of the bars that are within your chart.

CREATING FUNCTIONS: When creating a function in Excel you must first have the data that you wish to perform the function with selected. to know the sum of B1:B5 I will highlight cell B6 for my sum to be entered into)

Formulas Tab located at the top of the screen. of Most Recently Used, Financial, Logical, Text, Date and Time, Math and Trig formulas will appear. To choose one of the formulas click the icon that holds the formula you are looking for. clicked your formula this will display a dialog box on your screen.

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In this screen it lists the cells that are being calculated, the values within the cells, and the end result. that calculation you can press OK and the result will show up in the selected cell. Basic functions Some of the most commonly used functions include: SUM() to calculate the total of a set of numbers AVERAGE() to calculate the average of a set of numbers MAX() to calculate the maximum value within a set of numbers MIN() to calculate the minimum value within a set of numbers ROUND() to round a set a values to a specified number of decimal places TODAY () to show the current date IF() to calculate a result depending on one or more conditions

So how do you use a function? A function makes use of values or cell references, just like a simple formula does. The numbers or cell references that it needs for its calculations are placed in brackets after the name of the function.

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The formula: = 12 + 195 + 67 43 = (B3 + B4 + B5 + B6) = (B3 + B4 + B5 + B6)/4

is equivalent to the function: = SUM(12, 195, 67, -43) =SUM(B3:B6) = AVERAGE (B3:B6)

Several popular functions are available to you directly from the Home ribbon. 1. Select the cell where you want the result of the calculation to be displayed. 2. Click the drop-down arrow next to the Sum button. 3. Click on the function that you want. 4. Confirm the range of cells that the function should use in its calculation. (Excel will try to guess this for you. If you dont like what it shows inside the dotted line, then click and drag to make your own selection.) As an example, to calculate the average for the following set of tutorial results, you would: 1. Click on cell F3 to make it active. 2. Click on the arrow next to the Sum button, and select Average. 3. Press [ENTER] to accept the range of cells that is suggested (B3:E3). Thats it! You can now copy the formula in cell F3 down to cells F4 and F5 using relative addressing because you want a different set of tutorial marks to be used for each student. If you want to use a function that isnt directly available from the drop-down list, then you can click on More Functions to open the Insert Function dialog box. Another way to open this dialog box is to click the Insert Function icon on the immediate left of the formula bar. The Insert Function dialog box displays a list of functions within a selected function category. If you select a function it will briefly describe the purpose and structure of the function. When you click the OK button at the bottom of the window, youll be taken to a second dialogue box that helps you to select the function arguments (usually the range of cells that the function should use).

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Some functions use more than one argument. For example, the ROUND() function needs to know not only which cells to use, but also how many decimal places those cells should be rounded to. So the expression =ROUND(G5:G8, 0) will round the values in cells G5 to G8 to the nearest whole number (i.e. no decimal places).

Note that the ROUND() function actually changes the value that is stored in your worksheet, based on the arguments youve provided. Formatting options such as Currency, or Increase / Decrease Decimal, simply change the appearance of a number, but all its decimal places are still kept, and displayed in the formula bar.

The IF() function The IF() function is getting a section all of its own, because for many people its not as intuitive to understand as the common maths and stats functions. The IF() function checks for a specific condition. If the condition is met, then one action is taken; if the condition is not met, then a different action is taken. For example, you may be reviewing a set of tutorial marks. If a students average mark is below 50, then the cell value should be FAIL; so the condition you are checking is whether or not the average result is below 50. If this condition is not met (that is, the average result is 50 or more), then the cell value should be PASS. Lets see this in action: The structure of an IF() function is: =IF (condition, result if true, result if false) Using English to describe our example as an IF statement: IF the average mark is less than 50, then display the word FAIL, else display the word PASS.

Now for a real work sheet example. Look at the formula bar in the screenshot below: Do you follow how the formula in cell G4 was constructed? Because the average mark is stored in cell F4, we need to check whether the value in F4 is less than 50. If it is, then the active cell
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(G4) must display the word Fail. If the value in F4 is not less than 50, then the active cell must display the word Pass. Thats not really so complicated, is it?

Nested functions Take a deep breath and dont panic! I just want to show you that if you need to, you can include one function inside another. In the example above, we first worked

out the Average mark, and then the Pass/Fail outcome. But we could have done it all in a single step, by using the following formula in row 3: =IF(AVERAGE(B3:E3) < 50, FAIL, PASS) In this IF statement, Ive nested one function inside another. The reference to cell F4 has been replaced with a function that calculates the average tutorial mark, and then checks it against the same condition as before (< 50), with the same possible outcomes. Doing it this way, you wouldnt need column F in the worksheet at all. Of course, in real life youd expect to get students coming to query their Pass/Fail status, and would probably want to keep the Average column to explain the outcome thats been allocated to them. So the first example using a separate Average and Outcome is not only simpler, its also more practical! WORKING WITH MACROS

A macro is a shortcut for performing a series of actions in an Excel worksheet. Macros are useful for automating complex or repetitive tasks, especially if the work is being shared, because it is easier to explain one step (i.e., activate the macro) than it is to explain several steps. Once a macro is created, you can activate it by using the Macro dialog box or by pressing a keyboard combination.

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CREATING & RECORDING A NEW MACRO

1. From the Developer command tab, in the Code group, click RECORD MACRO The Record Macro dialog box appears

2. In the Macro name text box, type a name for the new macro. A macro name must begin with a letter and contain no spaces or special characters. Underscores ( _ ) are permissible. 3. OPTIONAL: In the Shortcut key text box, type a letter that will be used to activate the macro 4. To save the macro to the workbook that is currently open, from the Store macro in pull-down list, select This Workbook. To save the macro to a new workbook, from the Store macro in pulldown list, select New Workbook. To save the macro to Excel for use in any workbook, from the Store macro in pull-down list, select Personal Macro Workbook. 5. OPTIONAL: In the Description text box, type a summary of the macro's function or any other information. 6. Click OK: The Record Macro dialog box closes and the macro begins recording. 7. Perform the exact series of commands you want the macro to accomplish 8. When finished, from the Developer command tab, in the Code group, click STOP RECORDING The recording stops and the macro is saved. Running a Macro: You can run a macro only after it has been created and recorded. Once you have chosen to run a macro, the macro will complete its commands until finished or until you suspend the macro.
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WARNING: You should save your workbook before running a macro. If the macro's results are undesirable, you can close the workbook without saving and then reopen it, preserving the state of your workbook before using the macro. Running a Macro: Ribbon Option 1. OPTIONAL: If the insertion point is critical, set it in the appropriate location NOTE: This step will be useful if the macro's commands require you to begin in a specific cell. 2. From the Developer command tab, in the Code group, click MACROS. The Macro dialog box appears. 3. From the Macro name scroll box, select the macro you want to run 4. Click RUN

The Macro dialog box closes and the selected macro performs the steps it Recorded.

Deleting a Macro If you no longer need a macro, you can delete it. Once a macro has been deleted, it is no longer available in any workbook; however, changes that have already been made by the macro will not be undone. 1. From the Developer command tab, in the Code group, click MACROS. The Macro dialog box appears. 2. From the Macro name scroll box, select the macro you want to delete. Click DELETE 3. A confirmation dialog box appears. 4. To confirm the deletion, click YES 5. To delete more macros, repeat steps 14. 6. The macro is deleted and the Macro dialog box closes.
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