CHAPTER 1: INTRODUCTION TO COMPUTER

Objectives:
• Define the term of computer
• Describe the categories of computers
• Identify the components of a computer
• Distinguish between system software and application software
• Recognize the purpose of a network
• Discuss the uses of the internet and World Wide Web
A computer is an electronic device, operating under the control of instructions stored in its own memory.

Acdata Processing ro information

(input) (output)
The series of input, process, output and storage activities are known as information processing cycle.

The categories of a computers

Personal computers

Mobile computers and mobile devices

Game consoles

Servers

Mainframes

Supercomputers

Embedded computers

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The Components of a Computer
A computer contains many electric, electronic, and mechanical components known as hardware
1. Input Device: Allows you to enter data and instructions into a computer
2. Output device: Hardware component that conveys information to one or more people
3. System unit: Case that contains the electronic components of the computer that are used to process data
4. Storage device: Records (writes) and/or retrieves (reads) items to and from storage media
5. Communication device: Enables a computer to send and receive data, instructions, and information to and from
one or more computers or mobile devices
Input Device
Input Device is any hardware component that allows you to enter data into the computer.
E.g. Keyboard and Pointing device (mouse and touchpad)
• A keyboard contains keys you press to enter data and instructions into a computer or mobile device
• A pointing device is an input device that allows a user to control a small symbol on the screen called the pointer.
• A scanner is a light-sensing input device that converts printed text and images into a form the computer can
process
• Some mobile devices and computers enable you to speak data instructions using voice input and to capture live
full-motion images using video input
Output Device
An output device is any hardware component that conveys information from a computer or mobile device to one or
more people
• A printer is an output device that produces text and graphics on a physical medium, such as paper or other
material
• A display is an output device that visually conveys text, graphics, and video information
• Speakers allow you to hear audio such as music, voice, and other sounds
• Earbuds
• Headphones
Storage
• A computer keeps data, instructions, and information on storage media
• A storage device records (writes) and/or retrieves (reads) items to and from storage media
• Cloud Storage is an internet Service that provides a remote Storage for computer users. Mainly used for Backup
Communication Device
A communications device is hardware capable of transferring items from computers and devices to transmission media
and vice versa
Network and Web
A network is a collection of computers and devices connected together, often wirelessly, via communications devices
and transmission media.
• The Internet is a worldwide collection of computer networks that connects millions of businesses, government
agencies, educational institutions, and individuals
• The World Wide Web (or web, for short) is a global library of information available to anyone connected to the
Internet
• The web consists of a worldwide collection of electronic documents, each of which is called a webpage, hich
can contain text, graphics, audio, and video

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 • A website is a collection of related webpages
• A web server is a computer that delivers requested webpages to your computer
A browser is software that enables users with an Internet connection to access and view webpages on a computer or
mobile device.
A search engine is software that finds websites, webpages, images, videos, news, maps, and other information related to
a specific topic.
An online social network encourages members to share their interests, ideas, stories, photos, music, and videos with
other registered users
Programs and Apps
Software, also called a program, tells the computer what tasks to perform and how to perform them
1. System Software
• Operating system
• Tools: enable you to perform maintenance-type tasks usually related to managing devices, media, and
programs
2. Applications: consists of programs designed to make users more productive and/or assist them with personal
tasks.
Installing a program is the process of setting up the program to work with the computer, mobile device, printer, and/or
other hardware.
A software developer, sometimes called a developer or programmer, is someone who develops programs and apps or
writes the instructions that direct the computer or mobile device to process data into information
Digital Safety and Security
• It is important that users protect their computers and mobile devices.

• Users also should be aware of health risks and environmental issues associated with using computers and mobile
devices.
Viruses and Other Malware

• Malware, short for malicious software. Examples of malware include viruses, worms, trojan horses, rootkits,
spyware, adware, and zombies.
Privacy

• Nearly every life event is stored in a computer somewhere . . . in medical records, credit reports, tax records, etc.
Health Concerns

• Prolonged or improper computer and mobile device use can lead to injuries or disorders of the hands, wrists,
elbows, eyes, neck, and back.
Environmental Issues

• Manufacturing processes for computers and mobile devices along with e-waste, or discarded computers and
mobile devices, are depleting natural resources and polluting the environment.

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 CHAPTER 2: OPERATING SYSTEM
Objectives:
• Describe the operating system
• Identify the main roles of an OS
• Distinguish between GUI and CLI
• Discuss the uses of the various types of an OS
An operating system (OS) is a set of programs that coordinate all the activities among computer or mobile device
hardware.
The main roles of an OS are:
• Controls hardware access • Manages files and folders
• Provides User Interface • Manages applications
User Interface (UI)
A user interface (UI) controls how you enter data and instructions and how information is displayed on the screen
• Graphical User Interface (GUI), you interact with menus and icons
• In a command-line interface, a user types commands represented by short keywords or abbreviations or presses
special keys on the keyboard to enter data and instructions
A driver is a small program that tells the operating system how to communicate with a specific device, Plug and
Play automatically configures new devices as you install or connect them.
Types of Operating Systems
1. A desktop operating system is a complete operating system that works on desktops, laptops, and some tablets
such as Windows, Linux, UNIX, Mac OS and Chrome OS
2. A server operating system is an advanced operating system designed to run on servers such as Windows Server,
UNIX, Linux
3. A mobile operating system (OS) is software that allows smartphones, tablets and other devices to run
applications and programs such as Android, iOS and Windows phone
Windows
Windows 10 is the most recent version of the operating system from Microsoft. Officially it was released in 2015
and was initially offered free of charge to legitimate users of Windows 7 and Windows 8.1. This new version
combines features from those two previous installments to suit the users in a better way for both desktop/laptop
computers as well as mobile devices.
An operating system allows your computer to manage software and perform essential tasks. The Windows OS is
called a graphical user interface (GUI) because it uses pictures (icons) to help you communicate with the
computer.
Desktop
The Windows Desktop is simply your operating system main screen. Here you have access to an array of tools like
the Start Menu, Taskbar, and other icons. Windows 10 also introduces a search box in the Taskbar, which facilitates

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 browsing both your computer and the Web.

One of the most important parts of your Desktop is the Taskbar. By default, it sits at the bottom of your screen giving
you access to the Start Menu, several application icons, and the Notification Area.

Icons
An icon is simply a graphic representation of an application or a file. To open or access an icon, just double click on
it. For example, all documents using the same extension have the same icon.
Icons can be classifying as the following:

Folder Shortcut
File
•
•
Icons
File icons: a collection of data stored in one unit, identified by a filename. Icons
Folder Icons ”directories”: store files and other folders. They are used to organize files on computer.

• Shortcut icons: a link that points to a program on the computer

Recycle bin
The Recycle Bin is a location (Folder) where deleted files are temporarily stored on Microsoft Windows. The
Recycling Bin allows users to recover files that have been deleted in Windows.

Icons Operations
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Arrange Icons On the Desktop
To change the arrangement of icons on the desktop do the
following:-
1 - Right Click the desktop
2- Click Sort by
3- Select one of the 4 options to arrange icons from sub-menu

View/Hide Icons
1. Right Click the desktop
2. Click View
3. Check to see if Show desktop icons has a check mark
4. If it does uncheck it

Working With Windows

Whenever you open a program, file, or folder, it appears on your screen in a box or frame called a window.

Dialog Boxes
A dialog box is a special type of window that asks you a question, allows you to select options to perform a task, or
provides you with information. You'll often see dialog boxes when a program or Windows needs a response from you
before it can continue.

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Working with File and Folder
Selecting
• Single object
• To select a single object, click on it once.
• Multiple object
• To select a consecutive group of files or folders, click the first item, press and hold down the Shift key, and then
click the last item.
• To select Multiple files or folders that are near each other, drag the mouse pointer to create a selection around the
outside of all the items that you want to include.
• To select non-consecutive files or folders, press and hold down the Ctrl key, and then click each item that you
want to select.
• To select all of the files or folders in a window, on the toolbar, click Organize, and then click Select all. If you
want to exclude one or more items from your selection, press and hold down the Ctrl key, and then click the
items.
Rename
1. Click the file or folder to select it
2. Click the organize button on the toolbar, and then click Rename
3. With the name selected highlights, type a new name.
4. Press Enter
Copying
1. Open the location that contains the file you want to copy.
2. Right-click the file, and then click Copy.
3. Open the location where you want to store the copy.
4. Right-click an empty space within the location, and then click Paste. The copy of the original file is now
stored in the new location.
Create a Folder
1. Open the drive or folder where you want to create a folder.
2. Click the New folder button on the toolbar.
3. With the New Folder name selected, type a new name.
4. Press Enter
Shut Down, Restart & Sleep
• Shut Down: exiting the operating system and turning off the device in a single action
• Restart: The Restart button "reboots" your computer (it is sometimes called a "warm boot" or "soft boot.") That
means it saves your information to the hard drive, turns off the computer for a moment, and then turns it back on
again.
• Sleep: Clicking on Sleep puts your computer in a low-power state, but doesn't turn it off. The main advantage is
that it allows you to get back to work quickly, without having to wait for the computer to do a full reboot

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 CHAPTER 3: MICROSOFT WORD
Objectives:
• Identify the main parts of the Microsoft Word window.
• Identify the purpose of the commands on the menu bar.
• Copy, cut and paste text.
• Work with the buttons on the toolbar.
• Copy, cut and paste text.
• Type, edit and format text.
• Work with pictures.
• Work with language tools (spell check).
• Open, save, save as, and print Microsoft Word files
Introduction
Microsoft Word is a word processing application that allows you to create a variety of documents, including
letters, resumes, and more. In this Chapter, you'll learn how to navigate the Word interface and become familiar
with some of its most important features, such as the Ribbon, Quick Access Toolbar, and Backstage view.
The Word interface
When you open Word for the first time, the Start Screen will appear. From here, you'll be able to create a new
document, choose a template, and access your recently edited documents. From the Start Screen, locate and
select Blank document to access the Word interface.

Working with the Word environment

All recent versions of Word include the Ribbon and the Quick Access Toolbar, where you'll find commands to
perform common tasks in Word, as well as Backstage view.

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The Ribbon
Word uses a tabbed Ribbon system instead of traditional menus. The Ribbon contains multiple tabs, which you
can find near the top of the Word window.

Each tab contains several groups of related commands. For example, the Font group on the Home tab contains
commands for formatting text in your document.

Some groups also have a small arrow in the bottom-right corner that you can click for even more options.

Showing and hiding the Ribbon

If you find that the Ribbon takes up too much screen space, you can hide it. To do this, click the Ribbon Display
Options arrow in the upper-right corner of the Ribbon, then select the desired option from the drop-down menu:

• Auto-hide Ribbon: Auto-hide displays your document in full-screen mode and completely
hides the Ribbon from view. To show the Ribbon, click the Expand Ribbon command at
the top of screen.
• Show Tabs: This option hides all command groups when they're not in use, but tabs will
remain visible. To show the Ribbon, simply click a tab.
• Show Tabs and Commands: This option maximizes the Ribbon. All of the tabs and
commands will be visible. This option is selected by default when you open Word for the
first time.

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The Quick Access Toolbar
Located just above the Ribbon, the Quick Access Toolbar lets you access common commands no matter which
tab is selected. By default, it shows the Save, Undo, and Redo commands, but you can add other commands
depending on your needs.
To add commands to the Quick Access Toolbar:
1. Click the drop-down arrow to the right of the Quick Access Toolbar.
2. Select the command you want to add from the menu.
3. The command will be added to the Quick Access Toolbar.
The Ruler
The Ruler is located at the top and to the left of your document. It makes it easier to adjust your document with
precision. If you want, you can hide the Ruler to create more screen space.
To show or hide the Ruler:
1. Click the View tab.
2. Click the checkbox next to Ruler to show or hide the Ruler.
Backstage view
Backstage view gives you various options for saving, opening a file, printing, and sharing your document. To
access Backstage view, click the File tab on the Ribbon.
Document views and zooming
Word has a variety of viewing options that change how your document is displayed. You can choose to view your
document in Read Mode, Print Layout, or Web Layout. These views can be useful for various tasks, especially
if you're planning to print the document. You can also zoom in and out to make your document easier to read.
Switching document views
Switching between different document views is easy. Just locate and select the desired document view
command in the bottom-right corner of the Word window.
• Read Mode: This view opens the document to a full screen. This view is great for reading
large amounts of text or simply reviewing your work.
• Print Layout: This is the default document view in Word. It shows what the document will
look like on the printed page.
• Web Layout: This view displays the document as a webpage, which can be helpful if
you're using Word to publish content online.
Zooming in and out
To zoom in or out, click and drag the zoom control slider in the bottom-right corner of the Word window. You
can also select the + or - commands to zoom in or out by smaller increments. The number next to the slider
displays the current zoom percentage, also called the zoom level.
Creating and Opening Documents
Word files are called documents. Whenever you start a new project in Word, you'll need to create a new
document, which can either be blank or from a template. You'll also need to know how to open an
existing document.
To create a new blank document:
When beginning a new project in Word, you'll often want to start with a new blank document.
1. Select the File tab to access Backstage view.
2. Select New, then click Blank document.
3. A new blank document will appear.

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To create a new document from a template:
A template is a predesigned document you can use to create a new document quickly. Templates often
include custom formatting and designs, so they can save you a lot of time and effort when starting a new project.
1. Click the File tab to access Backstage view, then select New.
2. Several templates will appear below the Blank document option. You can also use the
search bar to find something more specific. In our example, we'll search for
a flyer template.
3. When you find something you like, select a template to preview it.
4. A preview of the template will appear. Click Create to use the selected template.
5. A new document will appear with the selected template.
To open an existing document:
In addition to creating new documents, you'll often need to open a document that was previously saved. To learn
more about saving documents, visit our lesson on Saving and Sharing Documents.
1. Navigate to Backstage view, then click Open.
2. Select This PC, then click Browse. You can also choose OneDrive to open files stored on
your OneDrive.
3. The Open dialog box will appear. Locate and select your document, then click Open.
4. The selected document will appear.
Saving and Sharing Documents
When you create a new document in Word, you'll need to know how to save it so you can access and edit it
later. As with previous versions of Word, you can save files to your computer. If you prefer, you can also
save files to the cloud using OneDrive. You can even export and share documents directly from Word.
Save and Save As
Word offers two ways to save a file: Save and Save As. These options work in similar ways, with a few important
differences.
• Save: When you create or edit a document, you'll use the Save command to save your
changes. You'll use this command most of the time. When you save a file, you'll only need
to choose a file name and location the first time. After that, you can click the Save
command to save it with the same name and location.
• Save As: You'll use this command to create a copy of a document while keeping the
original. When you use Save As, you'll need to choose a different name and/or location for
the copied version.
To save a document:
It's important to save your document whenever you start a new project or make changes to an existing one.
Saving early and often can prevent your work from being lost. You'll also need to pay close attention to where
you save the document so it will be easy to find later.
1. Locate and select the Save command on the Quick Access Toolbar.
2. If you're saving the file for the first time, the Save As pane will appear in Backstage view.
3. You'll then need to choose where to save the file and give it a file name. Click Browse to
select a location on your computer. You can also click OneDrive to save the file to your
OneDrive.
4. The Save As dialog box will appear. Select the location where you want to save the
document.
5. Enter a file name for the document, then click Save.

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 6. The document will be saved. You can click the Save command again to save your changes
as you modify the document.
• You can also access the Save command by pressing Ctrl+S on your keyboard.
Using Save As to make a copy
If you want to save a different version of a document while keeping the original, you can create a copy. For
example, if you have a file named Sales Report, you could save it as Sales Report 2 so you'll be able to edit the
new file and still refer back to the original version.
To do this, you'll click the Save As command in Backstage view. Just like when saving a file for the first time,
you'll need to choose where to save the file and give it a new file name.
To change the default save location:
If you don't want to use OneDrive, you may be frustrated that OneDrive is selected as the default location when
saving. If you find this inconvenient, you can change the default save location so This PC is selected by default.
1. Click the File tab to access Backstage view.
2. Click Options.
3. The Word Options dialog box will appear. Select Save on the left, check the box next
to Save to Computer by default, then click OK. The default save location will be
changed.
Text Basics
If you're new to Microsoft Word, you'll need to learn the basics of typing, editing, and organizing text.
Basic tasks include the ability to add, delete, and move text in your document, as well as how
to cut, copy, and paste.
Using the insertion point to add text
The insertion point is the blinking vertical line in your document. It indicates where you can enter text on the
page. You can use the insertion point in a variety of ways.
• Blank document: When a new blank document opens, the insertion point will appear in
the top-left corner of the page. If you want, you can begin typing from this location.
• Adding spaces: Press the spacebar to add spaces after a word or in between text.
• New paragraph line: Press Enter on your keyboard to move the insertion point to the next
paragraph line.
• Manual placement: Once you begin typing, you can use the mouse to move the insertion
point to a specific place in your document. Simply click the location in the text where you
want to place it.
• Arrow keys: You can also use the arrow keys on your keyboard to move the insertion
point. The left and right arrow keys will move between adjacent characters on the same
line, while the up and down arrows will move between paragraph lines. You can also
press Ctrl+Left or Ctrl+Right to quickly move between entire words.
Selecting text
Before you can move or format text, you'll need to select it. To do this, click and drag your mouse over the text,
then release the mouse. A highlighted box will appear over the selected text.
To select multiple lines of text:
1. Move the mouse pointer to the left of any line so it becomes a right slanted arrow.
2. Click the mouse. The line will be selected.
3. To select multiple lines, click and drag the mouse up or down.

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 4. To select all of the text in your document, choose the Select command on the Home tab,
then click Select All. You can also press Ctrl+A on your keyboard.
• Other shortcuts include double-clicking to select a word and triple-clicking to
select an entire sentence or paragraph.
To delete text:
There are several ways to delete, or remove, text:
• To delete text to the left of the insertion point, press the Backspace key on your keyboard.
• To delete text to the right of the insertion point, press the Delete key on your keyboard.
• Select the text you want to remove, then press the Delete key.
Copying and moving text
Word allows you to copy text that's already in your document and paste it in other places, which can save you a
lot of time and effort. If you want to move text around in your document, you can cut and paste or drag and
drop.
To copy and paste text:
1. Select the text you want to copy.
2. Click the Copy command on the Home tab. You can also press Ctrl+C on your
keyboard.
3. Place the insertion point where you want the text to appear.
4. Click the Paste command on the Home tab. You can also press Ctrl+V on your
keyboard.
5. The text will appear.
To cut and paste text:
1. Select the text you want to cut.
2. Click the Cut command on the Home tab. You can also press Ctrl+X on your
keyboard.
3. Place your insertion point where you want the text to appear.
4. Click the Paste command on the Home tab. You can also press Ctrl+V on your
keyboard.
5. The text will appear.
To drag and drop text:
1. Select the text you want to move.
2. Click and drag the text to the location where you want it to appear. A small
rectangle will appear below the arrow to indicate that you are moving text.
3. Release the mouse, and the text will appear.
Undo and Redo
Word allows you to undo or Redo your most recent action when you make a mistake like this.
• To do this, locate and select the Undo command on the Quick Access Toolbar. You can
also press Ctrl+Z on your keyboard. You can continue using this command to undo
multiple changes in a row.
• By contrast, the Redo command allows you to reverse the last undo. You can also access
this command by pressing Ctrl+Y on your keyboard.
Formatting Text
In Word, you have several options for adjusting text, including font, size, and color. You can also adjust
the alignment of the text to change how it is displayed on the page.
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To change the font size:
1. Select the text you want to modify.
2. On the Home tab, click the Font Size drop-down arrow. Select a font size from the menu. If
the font size you need is not available in the menu, you can click the Font Size box
and type the desired size, then press Enter.
3. The font size will change in the document.
To change the font:
By default, the font of each new document is set to Calibri. However, Word provides many other fonts you can use
to customize text.
1. Select the text you want to modify.
2. On the Home tab, click the drop-down arrow next to the Font box. A menu of font styles
will appear.
3. Select the font style you want to use.
4. The font will change in the document.
To change the font color:
1. Select the text you want to modify.
2. On the Home tab, click the Font Color drop-down arrow. The Font Color menu appears.
3. Select the font color you want to use. The font color will change in the document.
To use the Bold, Italic, and Underline commands:
The Bold, Italic, and Underline commands can be used to help draw attention to important words or phrases.
1. Select the text you want to modify.
2. On the Home tab, click the Bold (B), Italic (I), or Underline (U) command in
the Font group. In our example, we'll click Bold.
3. The selected text will be modified in the document.
To change text case:
When you need to quickly change text case, you can use the Change Case command instead of deleting and
retyping text.
1. Select the text you want to modify.
2. On the Home tab, click the Change Case command in the Font group.
3. A drop-down menu will appear. Select the desired case option from the menu.
4. The text case will be changed in the document.
To highlight text:
Highlighting can be a useful tool for marking important text in your document.
1. Select the text you want to highlight.
2. From the Home tab, click the Text Highlight Color drop-down arrow. The Highlight
Color menu appears.
3. Select the desired highlight color. The selected text will then be highlighted in the document.
• To remove highlighting, select the highlighted text, then click the Text Highlight
Color drop-down arrow. Select No Color from the drop-down menu.
To change text alignment:
By default, Word aligns text to the left margin in new documents. However, there may be times when you want to
adjust text alignment to the center or right.
1. Select the text you want to modify.

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 2. On the Home tab, select one of the four alignment options from the Paragraph group. In
our example, we've selected Center Alignment.
3. The text will be realigned in the document.
Using Find and Replace
When you're working with longer documents, it can be difficult and time consuming to locate a specific
word or phrase. Word can automatically search your document using the Find feature, and it allows you to
quickly change words or phrases using Replace.
To find text:
In our example, we've written an academic paper and will use the Find command to locate all instances of a
particular word.
1. From the Home tab, click the Find command. You can also press Ctrl+F on your
keyboard.
2. The navigation pane will appear on the left side of the screen.
3. Type the text you want to find in the field at the top of the navigation pane. In our example,
we'll type the word we're looking for.
4. If the text is found in the document, it will be highlighted in yellow and a preview of the
results will appear in the navigation pane. You can also click one of the results below the
arrows to jump to it.
5. When you're finished, click X to close the navigation pane. The highlight will disappear.
To replace text:
1. From the Home tab, click the Replace command. You can also press Ctrl+H on your keyboard.
2. The Find and Replace dialog box will appear.
3. Type the text you want to find in the Find what: field.
4. Type the text you want to replace it with in the Replace with: field, then click Find Next.
5. Word will find the first instance of the text and highlight it in gray.
6. Review the text to make sure you want to replace it. In our example, the text is part of the title of
the paper and does not need to be replaced. We'll click Find Next again to jump to the next
instance.
7. If you want to replace it, you can click Replace to change individual instances of text. You can also
click Replace All to replace every instance of the text throughout the document.
8. The text will be replaced.
9. When you're done, click Close or Cancel to close the dialog box.
Indents and Tabs
Indenting text adds structure to your document by allowing you to separate information. Whether you'd
like to move a single line or an entire paragraph, you can use the tab selector and the horizontal ruler to
set tabs and indents.
To indent using the Tab key:
A quick way to indent is to use the Tab key. This will create a first-line indent of 1/2 inch.
1. Place the insertion point at the very beginning of the paragraph you want to indent.
2. Press the Tab key. On the Ruler, you should see the first-line indent marker move to the
right by 1/2 inch.
3. The first line of the paragraph will be indented.

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To indent using the Indent commands:
If you want to indent multiple lines of text or all lines of a paragraph, you can use the Indent commands.
The Indent commands will adjust the indent by 1/2-inch increments.
1. Select the text you want to indent.
2. On the Home tab, click the Increase Indent or Decrease Indent command
3. The text will indent.
Tabs
Using tabs gives you more control over the placement of text. By default, every time you press the Tab
key, the insertion point will move 1/2 inch to the right.
Line and Paragraph Spacing

As you design your document and make formatting decisions, you will need to
consider line and paragraph spacing. You can increase spacing to improve readability and reduce it to fit
more text on the page.
Line spacing
Line spacing is the space between each line in a paragraph. Word allows you to customize the line
spacing to be single spaced (one line high), double spaced (two lines high), or any other amount you
want. The default spacing in Word is 1.08 lines, which is slightly larger than single spaced.
To format line spacing:
1. Select the text you want to format.
2. On the Home tab, click the Line and Paragraph Spacing command, then select the
desired line spacing.
3. The line spacing will change in the document.
Paragraph spacing
Just as you can format spacing between lines in your document, you can adjust spacing before and after
paragraphs. This is useful for separating paragraphs, headings, and subheadings.
To format paragraph spacing:
In our example, we'll increase the space before each paragraph to separate them a bit more. This will make it a
little easier to read.
1. Select the paragraph or paragraphs you want to format.
2. On the Home tab, click the Line and Paragraph Spacing command. Click Add Space
Before Paragraph or Remove Space After Paragraph from the drop-down menu. In our
example, we'll select Add Space Before Paragraph.
3. The paragraph spacing will change in the document.
Lists
Bulleted and numbered lists can be used in your documents to outline, arrange, and emphasize text.
To create a bulleted list:
1. Select the text you want to format as a list.
2. On the Home tab, click the drop-down arrow next to the Bullets command. A menu of
bullet styles will appear.
3. Move the mouse over the various bullet styles. A live preview of the bullet style will appear
in the document. Select the bullet style you want to use.
4. The text will be formatted as a bulleted list.

16
Options for working with lists
• To remove numbers or bullets from a list, select the list and click
the Bulleted or Numbered list command.
• When you're editing a list, you can press Enter to start a new line, and the new line will
automatically have a bullet or number. When you've reached the end of your list,
press Enter twice to return to normal formatting.
• By dragging the indent markers on the Ruler, you can customize the indenting of your list
and the distance between the text and the bullet or number.
To create a numbered list:
When you need to organize text into a numbered list, Word offers several numbering options. You can
format your list with numbers, letters, or Roman numerals.
1. Select the text you want to format as a list.
2. On the Home tab, click the drop-down arrow next to the Numbering command. A menu
of numbering styles will appear.
3. Move the mouse over the various numbering styles. A live preview of the numbering style
will appear in the document. Select the numbering style you want to use.
4. The text will format as a numbered list.
Page Layout

Word offers a variety of page layout and formatting options that affect how content appears on the page.
You can customize the page orientation, paper size, and page margins depending on how you want your
document to appear.

Page orientation

Word offers two page orientation options: landscape and portrait. Compare our example below to see
how orientation can affect the appearance and spacing of text and images.
• Landscape means the page is oriented horizontally.
• Portrait means the page is oriented vertically.

To change page orientation:

1. Select the Layout tab.

2. Click the Orientation command in the Page Setup group.
3. A drop-down menu will appear. Click either Portrait or Landscape to change the page
orientation.
4. The page orientation of the document will be changed
Page size

By default, the page size of a new document is 8.5 inches by 11 inches. Depending on your project, you
may need to adjust your document's page size. It's important to note that before modifying the default page
size, you should check to see which page sizes your printer can accommodate.

To change the page size:

Word has a variety of predefined page sizes to choose from.

17
 1. Select the Layout tab, then click the Size command.
2. A drop-down menu will appear. The current page size is highlighted. Click the
desired predefined page size.
3. The page size of the document will be changed.

To use a custom page size:

Word also allows you to customize the page size in the Page Setup dialog box.
1. From the Layout tab, click Size. Select More Paper Sizes from the drop-down menu.
2. The Page Setup dialog box will appear.
3. Adjust the values for Width and Height, then click OK.
4. The page size of the document will be changed.
Page margins
A margin is the space between the text and the edge of your document. By default, a new document's margins are
set to Normal, which means it has a one-inch space between the text and each edge. Depending on your needs,
Word allows you to change your document's margin size.
To format page margins:
Word has a variety of predefined margin sizes to choose from.
1. Select the Layout tab, then click the Margins command.
2. A drop-down menu will appear. Click the predefined margin size you want.
3. The margins of the document will be changed
To use custom margins:
Word also allows you to customize the size of your margins in the Page Setup dialog box.
1. From the Layout tab, click Margins. Select Custom Margins from the drop-down menu.
2. The Page Setup dialog box will appear.
3. Adjust the values for each margin, then click OK.
4. The margins of the document will be changed.
Printing Documents
Once you've created your document, you may want to print it to view and share your work offline. It's
easy to preview and print a document in Word using the Print pane.

To access the Print pane:

1. Select the File tab. Backstage view will appear.

2. Select Print. The Print pane will appear.
• You can also access the Print pane by pressing Ctrl+P on your keyboard.

To print a document:

1. Navigate to the Print pane, then select the desired printer.

2. Enter the number of copies you want to print.
3. Select any additional settings if needed.
4. Click Print.

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Custom printing

Sometimes you may find it unnecessary to print your entire document, in which case custom printing may be
more suited for your needs. Whether you're printing several individual pages or a range of pages, Word allows
you to specify exactly which pages you'd like to print.

To custom print a document:

If you'd like to print individual pages or page ranges, you'll need to separate each entry with a comma (1, 3, 5-7,
or 10-14 for example).
1. Navigate to the Print pane.
2. In the Pages: field, enter the pages you want to print.
3. Click Print
Breaks
1. Place the insertion point where you want to create the page break. In our example, we'll place it at
the beginning of our headings.
2. On the Insert tab, click the Page Break command. You can also press Ctrl+Enter on your
keyboard.
3. The page break will be inserted into the document, and the text will move to the next page.
Section breaks

Section breaks create a barrier between different parts of a document, allowing you to format each section
independently. For example, you may want one section to have two columns without adding columns to the entire
document. Word offers several types of section breaks.

• Next Page: This option inserts a section break and moves text after the break to the next
page of the document.
• Continuous: This option inserts a section break and allows you to continue working on the
same page.
• Even Page and Odd Page: These options add a section break and move the text after the
break to the next even or odd page. These options may be useful when you need to begin a
new section on an even or odd page (like with a new chapter of a book).

To insert a section break:

In our example, we'll add a section break to separate a paragraph from a two-column list.

1. Place the insertion point where you want to create the break. In our example, we'll place it
at the beginning of the paragraph we want to separate from two-column formatting.
2. On the Page Layout tab, click the Breaks command, then select the desired section break
from the drop-down menu. In our example, we'll select Continuous so our paragraph
remains on the same page as the columns.
3. A section break will appear in the document.

19
 4. The text before and after the section break can now be formatted separately. In our
example, we'll apply one-column formatting to the paragraph.
5. The formatting will be applied to the current section of the document. In our example, the
text above the section break uses two-column formatting, while the paragraph below the
break uses one-column formatting.

To delete a break:

By default, breaks are hidden. If you want to delete a break, you'll first need to show the breaks in your document.
1. On the Home tab, click the Show/Hide command.
2. Locate the break you want to delete, then place the insertion point at the beginning of the
break.
3. Press the Delete key. The break will be deleted from the document.
Headers and Footers
The header is a section of the document that appears in the top margin, while the footer is
a section of the document that appears in the bottom margin. Headers and footers
generally contain additional information such as page numbers, dates, an author's name,
and footnotes, which can help keep longer documents organized and make them easier to
read. Text entered in the header or footer will appear on each page of the document.
To create a header or footer:
In our example, we want to display the author's name at the top of each page, so we'll place it in the header.
1. Double-click anywhere on the top or bottom margin of your document. In our example,
we'll double-click the top margin.
2. The header or footer will open, and a Design tab will appear on the right side of
the Ribbon. The insertion point will appear in the header or footer.
3. Type the desired information into the header or footer. In our example, we'll type the
author's name and the date
4. When you're finished, click Close Header and Footer. You can also press the Esc key.
5. The header or footer text will appear.
Page Numbers
Page numbers can be used to automatically number each page in your document. They come in a wide
range of number formats and can be customized to suit your needs. Page numbers are usually placed in
the header, footer, or side margin. When you need to number some pages differently, Word allows you
to restart page numbering.

To add page numbers:

Word can automatically label each page with a page number and place it in a header, footer, or side margin. If you
have an existing header or footer, it will be removed and replaced with the page number.
1. On the Insert tab, click the Page Number command.
2. Open the Top of Page, Bottom of Page, or Page Margins menu, depending on where you
want the page number to be positioned, then select the desired style of header.
3. Page numbering will appear.
4. Press the Esc key to lock the header and footer.
5. If you need to make any changes to your page numbers, simply double-click the header or
footer to unlock it.
20
To hide the page number on the first page:

In some documents, you may not want the first page to show the page number. You can hide the first page
number without affecting the rest of the pages.
1. Double-click the header or footer to unlock it.
2. From the Design tab, place a checkmark next to Different First Page. The header and
footer will disappear from the first page. If you want, you can type something new in the
header or footer, and it will only affect the first page.
Pictures and Text Wrapping

Adding pictures to your document can be a great way to illustrate important information and
add decorative accents to existing text. Used in moderation, pictures can improve the overall appearance
of your document.
To insert a picture from a file:
If you have a specific image in mind, you can insert a picture from a file. In our example, we'll insert a picture
saved locally on our computer.

1. Place the insertion point where you want the image to appear.
2. Select the Insert tab on the Ribbon, then click the Pictures command
3. The Insert Picture dialog box will appear. Navigate to the folder where your image is
located, then select the image and click Insert.
4. The image will appear in the document.

Changing text wrapping settings

When you insert a picture from a file, you may notice that it's difficult to move it exactly where you want. This is
because the text wrapping for the image is set to In Line with Text. You'll need to change the text wrapping
setting if you want to move the image freely, or if you just want the text to wrap around the image in a more
natural way.
To wrap text around an image:

1. Select the image you want to wrap text around. The Format tab will appear on the right
side of the Ribbon.
2. On the Format tab, click the Wrap Text command in the Arrange group, then select the
desired text wrapping option. In our example, we'll select In Front of Text so we can freely
move it without affecting the text. You can also select More Layout Options to fine tune
the layout.
3. The text will wrap around the image. You can now move the image if you want. Just click
and drag it to the desired location. As you move it, alignment guides will appear to help
you align the image on the page.
Formatting Pictures
There are many ways to format pictures in Word. For instance, you can change the size or shape of an
image to better suit your document.
To crop an image:
When you crop an image, part of the picture is removed. Cropping can be useful if you're working with an image
that's too big and you want to focus on only part of it.
21
 1. Select the image you want to crop. The Format tab will appear.

2. From the Format tab, click the Crop command.

3. Cropping handles will appear on the sides and corners of the image. Click and
drag any handle to crop the image. Because the cropping handles are near the resizing
handles, be careful not to drag a resizing handle by mistake.

4. To confirm, click the Crop command again. The image will be cropped.

To crop an image to a shape:

1. Select the image you want to crop, then click the Format tab.
2. Click the Crop drop-down arrow. Hover over Crop to Shape, then select the
desired shape from the drop-down menu.
3. The image will be cropped to the chosen shape.
To add a border to a picture:
1. Select the picture you want to add a border to, then click the Format tab.
2. Click the Picture Border command. A drop-down menu will appear.
3. From here, you can select a color, weight (thickness), and whether the line is dashed.
4. The border will appear around the image.
Tables

A table is a grid of cells arranged in rows and columns. Tables can be used to organize any type of
content, whether you're working with text or numerical data.

To insert a blank table:

1. Place the insertion point where you want the table to appear.
2. Navigate to the Insert tab, then click the Table command.
3. This will open a drop-down menu that contains a grid. Hover over the grid to select the
number of columns and rows you want.
4. Click the grid to confirm your selection, and a table will appear.
5. To enter text, place the insertion point in any cell, then begin typing.
Modifying tables
You can easily change the appearance of your table once you've added one to your document. There are several
options for customization, including adding rows or columns and changing the table style.
To add a row or column:
1. Hover outside the table where you want to add a row or column. Click the plus sign that
appears.
2. A new row or column will be added to the table.
To delete a row or column:
1. Place the insertion point in the row or column you want to delete.
2. Right-click, then select Delete Cells from the menu.
3. A dialog box will appear. Choose Delete entire row or Delete entire column, then
click OK.
4. The row or column will be deleted.
22
To apply a table style:
Table styles let you change the look and feel of your table instantly. They control several design elements,
including color, borders, and fonts.
1. Click anywhere in your table to select it, then click the Design tab on the far right of the
Ribbon.
2. Locate the Table Styles group, then click the More drop-down arrow to see the full list of
styles.
3. Select the table style you want.
4. The table style will appear.
To modify table style options:
Once you've chosen a table style, you can turn various options on or off to change its appearance. There are six
options: Header Row, Total Row, Banded Rows, First Column, Last Column, and Banded Columns.
1. Click anywhere in your table, then navigate to the Design tab.
2. Locate the Table Style Options group, then check or uncheck the desired options.
3. The table style will be modified.
To apply borders to a table:
1. Select the cells you want to apply a border to.
2. Use the commands on the Design tab to choose the desired Line Style, Line Weight,
and Pen Color.
3. Click the drop-down arrow below the Borders command.
4. Choose a border type from the menu.
5. The border will be applied to the selected cells.
Charts
A chart is a tool you can use to communicate information graphically. Including a chart
in your document can help you illustrate numerical data like comparisons and trends so it's
easier for the reader to understand.
Inserting charts
Word utilizes a separate spreadsheet window for entering and editing chart data, much like a spreadsheet in
Excel.
To insert a chart:
1. Place the insertion point where you want the chart to appear.
2. Navigate to the Insert tab, then click the Chart command in the Illustrations group.
3. A dialog box will appear. To view your options, choose a chart type from the left pane,
then browse the charts on the right.
4. Select the desired chart, then click OK.
5. A chart and spreadsheet window will appear.
To change the chart type:
If you find that your chosen chart type isn't suited to your data, you can change it to a different one. In our
example, we'll change the chart type from a column chart to a line chart.
1. Select the chart you want to change. The Design tab will appear.
2. From the Design tab, click the Change Chart Type command.
3. A dialog box will appear. Select the desired chart, then click OK.
4. The new chart type will be applied. In our example, the line chart makes it easier to see
trends over time.

23
To change the chart style:
Word's chart styles give you an easy way to change your chart's design, including the color, style, and certain
layout elements.
1. Select the chart you want to modify. The Design tab will appear.
2. From the Design tab, click the More drop-down arrow in the Chart Styles group.
3. A drop-down menu of styles will appear. Select the style you want.
4. The chart style will be applied.
Checking Spelling and Grammar
To run a Spelling and Grammar check:
1. From the Review tab, click the Spelling & Grammar command.
2. The Spelling and Grammar pane will appear on the right. or each error in your document,
Word will offer one or more suggestions. Click a suggestion to correct the error.
3. Word will move through each error until you have reviewed all of them. After the last error
has been reviewed, a dialog box will appear confirming that the spelling and grammar
check is complete. Click OK.
Ignoring "errors"
The spelling and grammar check is not always correct. Particularly with grammar, there are many errors Word
will not notice. There are also times when the spelling and grammar check will say something is an error when it's
actually not. This often happens with names and other proper nouns, which may not be in the dictionary.
If Word says something is an error, you can choose not to change it. Depending on whether it's a spelling or
grammatical error, you can choose from several options.
For spelling "errors":
• Ignore Once: This will skip the word without changing it.
• Ignore All: This will skip the word without changing it, and it will also skip all other
instances of the word in the document.
• Add to Dictionary: This adds the word to the dictionary so it will never come up as an
error. Make sure the word is spelled correctly before choosing this option.

For grammar "errors":

• Ignore Once: This will skip the word or phrase without changing it.
Automatic spelling and grammar checking
By default, Word automatically checks your document for spelling and grammar errors, so you may not even
need to run a separate check. These errors are indicated by colored lines below the text.
• The red line indicates a misspelled word.
• The blue line indicates a grammatical error, which can include misused words.
To correct spelling errors:
1. Right-click the underlined word, then select the correct spelling from the list of
suggestions.
2. The corrected word will appear in the document.
To correct grammar errors:
1. Right-click the underlined word or phrase, then select the correct spelling or
phrase from the list of suggestions.
2. The corrected phrase will appear in the document.

24
Comments
Sometimes you may want to add a comment to provide feedback instead of editing a document. While it's often
used in combination with Track Changes, you don't necessarily need to have Track Changes turned on to add
comments.
To add comments:
1. Highlight some text, or place the insertion point where you want the comment to appear.
2. From the Review tab, click the New Comment command.
3. Type your comment. When you're done, you can close the comment box by pressing
the Esc key or by clicking anywhere outside the comment box
To delete comments:
1. Select the comment you want to delete.
2. From the Review tab, click the Delete command.
3. The comment will be deleted.
Protecting Documents
Protecting your document
By default, anyone with access to your document will be able to open, copy, and edit its content unless
you protect it. There are several ways to protect a document, depending on your needs.
To protect your document:
1. Click the File tab to go to Backstage view.
2. From the Info pane, click the Protect Document command.
3. In the drop-down menu, choose the option that best suits your needs. In our example, we'll
select Mark as Final. Marking your document as final is a good way to discourage others
from editing the file, while other options give you more control if you need it.
Applying and Modifying Styles
A style is a predefined combination of font style, color, and size that can be applied to any text in your
document. Styles can help your documents achieve a more professional look and feel.
To apply a style:
1. Select the text you want to format, or place your cursor at the beginning of the line.
2. In the Styles group on the Home tab, click the More drop-down arrow.
3. Select the desired style from the drop-down menu.
4. The text will appear in the selected style.
To apply a style set:
Style sets include a combination of title, heading, and paragraph styles. Style sets allow you to format all
elements in your document at once instead of modifying each element separately.
1. From the Design tab, click the More drop-down arrow in the Document
Formatting group.
2. Choose the desired style set from the drop-down menu.
3. The selected style set will be applied to your entire document.
To modify a style:
1. In the Styles group on the Home tab, right-click the style you want to change and
select Modify from the drop-down menu.
2. A dialog box will appear. Make the desired formatting changes, such as font style, size,
and color. If you want, you can also change the name of the style. Click OK to save your
changes.

25
 3. The style will be modified.
Mail Merge

Mail Merge is a useful tool that allows you to produce multiple letters, labels, envelopes, name tags, and
more using information stored in a list, database, or spreadsheet. When performing a Mail Merge, you
will need a Word document (you can start with an existing one or create a new one) and a recipient list,
which is typically an Excel workbook.

To use Mail Merge:

1. Open an existing Word document or create a new one.
2. From the Mailings tab, click the Start Mail Merge command and select Step-by-Step
Mail Merge Wizard from the drop-down menu.

The Mail Merge pane will appear and guide you through the six main steps to complete a merge. The following
example demonstrates how to create a form letter and merge the letter with a recipient list.

Step 1:
• From the Mail Merge task pane on the right side of the Word window, choose the type of
document you want to create. In our example, we'll select Letters. Then click Next:
Starting document to move to Step 2.

Step 2:
• Select Use the current document, then click Next: Select recipients to move to Step 3.

Step 3:

Now you'll need an address list so Word can automatically place each address into the document. The list can be
in an existing file, such as an Excel workbook, or you can type a new address list from within the Mail Merge
Wizard.
1. Select Use an existing list, then click Browse to select the file.
2. Locate your file, then click Open.
3. If the address list is in an Excel workbook, select the worksheet that contains the list, then
click OK.
4. In the Mail Merge Recipients dialog box, you can check or uncheck each box to control
which recipients are included in the merge. By default, all recipients should be selected.
When you're done, click OK.
5. Click Next: Write your letter to move to Step 4.
Step 4:
Now you're ready to write your letter. When it's printed, each copy of the letter will basically be the same; only
the recipient data (such as the name and address) will be different. You'll need to add placeholders for the
recipient data so Mail Merge knows exactly where to add the data.

26
To insert recipient data:
1. Place the insertion point in the document where you want the information to appear.
2. Choose one of the placeholder options. In our example, we'll select Address block.
3. Depending on your selection, a dialog box may appear with various customization options.
Select the desired options, then click OK.
4. A placeholder will appear in your document (for example, «AddressBlock»).
5. Add any other placeholders you want. In our example, we'll add a Greeting
line placeholder just above the body of the letter.
6. When you're done, click Next: Preview your letters to move to Step 5.
Step 5:
1. Preview the letters to make sure the information from the recipient list appears correctly in
the letter. You can use the left and right scroll arrows to view each version of the document.
2. If everything looks correct, click Next: Complete the merge to move to Step 6.
Step 6:
1. Click Print to print the letters.
2. A dialog box will appear. Decide if you want to print All of the letters, the current
document (record), or only a select group, then click OK. In our example, we'll print all of
the letters.
3. The Print dialog box will appear. Adjust the print settings if needed, then click OK. The
letters will be printed.

27
 CHAPTER 4: MICROSOFT EXCEL
Objectives:
• Identify the different components of the Excel worksheet.
• Differentiate between an Excel workbook & worksheet.
• Open an existing workbook and create a new workbook
• Enter text and formulas into an Excel spreadsheet
• Enhance alpha and numeric data in an Excel worksheet
• Move & copy alpha and numeric data
• Construct formulas to manipulate numeric data in an Excel Worksheet
• Create a spreadsheet to tabulate and record numeric values
• Change the appearance of an Excel spreadsheet
• Use the print function to create a printable copy of data stored on an Excel spreadsheet.
• Set up the chart function of Excel to represent numeric data in multiple formats.
• Differentiate between formulas and functions in Excel.
• Use at least four functions that are stored in Excel.
Excel is a spreadsheet program that allows you to store, organize, and analyze information.
The Excel interface
When you open Excel 2016 for the first time, the Excel Start Screen will appear. From here, you'll be able to
create a new workbook, choose a template, and access your recently edited workbooks.
• From the Excel Start Screen, locate and select Blank workbook to access the Excel
interface.

Working with the Excel environment

The Ribbon and Quick Access Toolbar are where you will find the commands to perform common tasks in
Excel. The Backstage view gives you various options for saving, opening a file, printing, and sharing your
document.
The Ribbon
Excel uses a tabbed Ribbon system instead of traditional menus. The Ribbon contains multiple tabs, each with
several groups of commands. You will use these tabs to perform the most common tasks in Excel.
• Each tab will have one or more groups.

28
 • Some groups will have an arrow you can click for more options.

• Click a tab to see more commands.

• You can adjust how the Ribbon is displayed with the Ribbon Display Options.

To change the Ribbon Display Options:

The Ribbon is designed to respond to your current task, but you can choose to minimize it if you find that it takes
up too much screen space. Click the Ribbon Display Options arrow in the upper-right corner of the Ribbon to
display the drop-down menu.

There are three modes in the Ribbon Display Options menu:

• Auto-hide Ribbon: Auto-hide displays your workbook in full-screen mode and completely
hides the Ribbon. To show the Ribbon, click the Expand Ribbon command at the top of
screen.
• Show Tabs and Commands: This option maximizes the Ribbon. All of the tabs and
commands will be visible. This option is selected by default when you open Excel for the
first time.
The Quick Access Toolbar
Located just above the Ribbon, the Quick Access Toolbar lets you access common commands no matter which
tab is selected. By default, it includes the Save, Undo, and Repeat commands. You can add other commands
depending on your preference.
To add commands to the Quick Access Toolbar:
1. Click the drop-down arrow to the right of the Quick Access Toolbar.
2. Select the command you want to add from the drop-down menu. To choose from more
commands, select More Commands.
3. The command will be added to the Quick Access Toolbar.
Worksheet views
Excel has a variety of viewing options that change how your workbook is displayed. These views can be useful for
various tasks, especially if you're planning to print the spreadsheet. To change worksheet views, locate the
29
commands in the bottom-right corner of the Excel window and select Normal view, Page Layout view, or Page
Break view.
• Normal view is the default view for all worksheets in Excel.
• Page Layout view displays how your worksheets will appear when printed. You can also add
headers and footers in this view.
• Page Break view allows you to change the location of page breaks, which is especially helpful
when printing a lot of data from Excel.
Creating and Opening Workbooks
Excel files are called workbooks. Whenever you start a new project in Excel, you'll need to create a new
workbook. There are several ways to start working with a workbook in Excel. You can choose to create a
new workbook—either with a blank workbook or a predesigned template—or open an
existing workbook.

To create a new blank workbook:

1. Select the File tab. Backstage view will appear.
2. Select New, then click Blank workbook.
3. A new blank workbook will appear.
To open an existing workbook:
1. Navigate to Backstage view, then click Open.
2. Select Computer, then click Browse.
3. The Open dialog box will appear. Locate and select your workbook, then click Open.
Using templates
A template is a predesigned spreadsheet you can use to create a new workbook quickly. Templates often
include custom formatting and predefined formulas, so they can save you a lot of time and effort when starting
a new project.
To create a new workbook from a template:
1. Click the File tab to access Backstage view.
2. Select New. Several templates will appear below the Blank workbook option.
3. Select a template to review it.
4. A preview of the template will appear, along with additional information on how the
template can be used.
5. Click Create to use the selected template.
6. A new workbook will appear with the selected template.
Saving
Save and Save As
Excel offers two ways to save a file: Save and Save As. These options work in similar ways, with a few important
differences:
• Save: When you create or edit a workbook, you'll use the Save command to save your
changes. You'll use this command most of the time. When you save a file, you'll only need
to choose a file name and location the first time. After that, you can just click the Save
command to save it with the same name and location.
• Save As: You'll use this command to create a copy of a workbook while keeping the
original. When you use Save As, you'll need to choose a different name and/or location for
the copied version.

30
To save a workbook:
It's important to save your workbook whenever you start a new project or make changes to an existing one.
Saving early and often can prevent your work from being lost. You'll also need to pay close attention to where
you save the workbook so it will be easy to find later.
1. Locate and select the Save command on the Quick Access Toolbar.
2. If you're saving the file for the first time, the Save As pane will appear in Backstage view.
3. You'll then need to choose where to save the file and give it a file name. To save the
workbook to your computer, select Computer, then click Browse. Alternatively, you can
click OneDrive to save the file to your OneDrive.
4. The Save As dialog box will appear. Select the location where you want to save the
workbook.
5. Enter a file name for the workbook, then click Save.
6. The workbook will be saved. You can click the Save command again to save your changes
as you modify the workbook.
• You can also access the Save command by pressing Ctrl+S on your keyboard.
Using Save As to make a copy
If you want to save a different version of a workbook while keeping the original, you can create a copy. For
example, if you have a file named Sales Data, you could save it as Sales Data 2 so you'll be able to edit the new
file and still refer back to the original version.

To do this, you'll click the Save As command in Backstage view. Just like when saving a file for the first time,
you'll need to choose where to save the file and give it a new file name.

To change the default save location:

If you don't want to use OneDrive, you may be frustrated that OneDrive is selected as the default location when
saving. If you find it inconvenient to select Computer each time, you can change the default save
location so Computer is selected by default.
1. Click the File tab to access Backstage view.
2. Click Options.
3. The Excel Options dialog box will appear. Select Save, check the box next to Save to
Computer by default, then click OK. The default save location will be changed.
Cell Basics
Whenever you work with Excel, you'll enter information—or content—into cells. Cells are
the basic building blocks of a worksheet. You'll need to learn the basics of cells and cell
content to calculate, analyze, and organize data in Excel.
Understanding cells
Every worksheet is made up of thousands of rectangles, which are called cells. A cell is the intersection of
a row and a column—in other words, where a row and column meet.
Columns are identified by letters (A, B, C), while rows are identified by numbers (1, 2, 3). Each cell has its
own name—or cell address—based on its column and row. In the example below, the selected cell
intersects column C and row 5, so the cell address is C5.

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Note that the cell address also appears in the Name box in the top-left corner, and that a cell's column and row
headings are highlighted when the cell is selected.
You can also select multiple cells at the same time. A group of cells is known as a cell range. Rather than a single
cell address, you will refer to a cell range using the cell addresses of the first and last cells in the cell range,
separated by a colon. For example, a cell range that included cells A1, A2, A3, A4, and A5 would be written
as A1:A5. Take a look at the different cell ranges below:
• Cell range A1:A8

• Cell range A1:F1

• Cell range A1:F8

To select a cell:
To input or edit cell content, you'll first need to select the cell.
1. Click a cell to select it. In our example, we'll select cell D9.
2. A border will appear around the selected cell, and the column heading and row
heading will be highlighted. The cell will remain selected until you click another cell in the
worksheet.
• You can also select cells using the arrow keys on your keyboard.
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To select a cell range:
Sometimes you may want to select a larger group of cells, or a cell range.
1. Click and drag the mouse until all of the adjoining cells you want to select
are highlighted. In our example, we'll select the cell range B5:C18.
2. Release the mouse to select the desired cell range. The cells will remain selected until you
click another cell in the worksheet.
Cell content
Any information you enter into a spreadsheet will be stored in a cell. Each cell can contain different types
of content, including text, formatting, formulas, and functions.
• Text: Cells can contain text, such as letters, numbers, and dates.
• Formatting attributes: Cells can contain formatting attributes that change the way
letters, numbers, and dates are displayed. For example, percentages can appear as 0.15 or 15%. You
can even change a cell's text or background color.
• Formulas and functions: Cells can contain formulas and functions that calculate cell
values. In our example, SUM(B2:B8) adds the value of each cell in the cell range B2:B8 and
displays the total in cell B9.
To insert content:
1. Click a cell to select it. In our example, we'll select cell F9.
2. Type something into the selected cell, then press Enter on your keyboard. The content will
appear in the cell and the formula bar. You can also input and edit cell content in the
formula bar.
To delete (or clear) cell content:
1. Select the cell(s) with content you want to delete. In our example, we'll select the cell
range A10:H10.
2. Select the Clear command on the Home tab, then click Clear Contents.
3. The cell contents will be deleted.
To delete cells:
There is an important difference between deleting the content of a cell and deleting the cell itself. If you delete the
entire cell, the cells below it will shift to fill in the gaps and replace the deleted cells.
1. Select the cell(s) you want to delete. In our example, we'll select A10:H10.
2. Select the Delete command from the Home tab on the Ribbon.
3. The cells below will shift up and fill in the gaps.
To copy and paste cell content:
Excel allows you to copy content that is already entered into your spreadsheet and paste that content to other cells,
which can save you time and effort.
1. Select the cell(s) you want to copy. In our example, we'll select F9.
2. Click the Copy command on the Home tab, or press Ctrl+C on your keyboard.
3. Select the cell(s) where you want to paste the content. In our example, we'll
select F12:F17. The copied cell(s) will have a dashed box around them.
4. Click the Paste command on the Home tab, or press Ctrl+V on your keyboard.
5. The content will be pasted into the selected cells.
To cut and paste cell content:
Unlike copying and pasting, which duplicates cell content, cutting allows you to move content between cells.
1. Select the cell(s) you want to cut. In our example, we'll select G5:G6.

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 2. Right-click the mouse and select the Cut command. Alternatively, you can use the
command on the Home tab, or press Ctrl+X on your keyboard.
3. Select the cells where you want to paste the content. In our example, we'll select F10:F11.
The cut cells will now have a dashed box around them.
4. Right-click the mouse and select the Paste command. Alternatively, you can use the
command on the Home tab, or press Ctrl+V on your keyboard.
5. The cut content will be removed from the original cells and pasted into the selected cells.
To drag and drop cells:
Instead of cutting, copying, and pasting, you can drag and drop cells to move their contents.
1. Select the cell(s) you want to move. In our example, we'll select H4:H12.
2. Hover the mouse over the border of the selected cell(s) until the mouse changes to
a pointer with four arrows.
3. Click and drag the cells to the desired location. In our example, we'll move them
to G4:G12.
4. Release the mouse. The cells will be dropped in the selected location.
To use the fill handle:
If you're copying cell content to adjacent cells in the same row or column, the fill handle is a good alternative to
the copy and paste commands.
1. Select the cell(s) containing the content you want to use, then hover the mouse over
the lower-right corner of the cell so the fill handle appears.
2. Click and drag the fill handle until all of the cells you want to fill are selected. In
our example, we'll select G13:G17.
3. Release the mouse to fill the selected cells.
To continue a series with the fill handle:
The fill handle can also be used to continue a series. Whenever the content of a row or column follows a
sequential order, like numbers (1, 2, 3) or days (Monday, Tuesday, Wednesday), the fill handle can guess what
should come next in the series. In most cases, you will need to select multiple cells before using the fill handle to
help Excel determine the series order. Let's take a look at an example:
1. Select the cell range that contains the series you want to continue. In our example, we'll
select E4:G4.
2. Click and drag the fill handle to continue the series.
3. Release the mouse. If Excel understood the series, it will be continued in the selected cells.
In our example, Excel added Part 4, Part 5, and Part 6 to H4:J4.
Modifying Columns, Rows, and Cells

By default, every row and column of a new workbook is set to the same height and width. Excel allows
you to modify column width and row height in different ways, including wrapping text and merging
cells.
To modify column width:
In our example below, column C is too narrow to display all of the content in these cells. We can make all of this
content visible by changing the width of column C.
1. Position the mouse over the column line in the column heading so the cursor becomes
a double arrow.
2. Click and drag the mouse to increase or decrease the column width.
3. Release the mouse. The column width will be changed.
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 ▪ With numerical data, the cell will display pound signs (#######) if the column is
too narrow. Simply increase the column width to make the data visible.
To AutoFit column width:

The AutoFit feature will allow you to set a column's width to fit its content automatically.

1. Position the mouse over the column line in the column heading so the cursor
becomes a double arrow.
2. Double-click the mouse. The column width will be changed automatically to fit
the content.

To modify row height:

1. Position the cursor over the row line so the cursor becomes a double arrow.
2. Click and drag the mouse to increase or decrease the row height.
3. Release the mouse. The height of the selected row will be changed
To modify all rows or columns:
Instead of resizing rows and columns individually, you can modify the height and width of every row and column
at the same time. This method allows you to set a uniform size for every row and column in your worksheet. In
our example, we will set a uniform row height.
1. Locate and click the Select All button just below the name box to select every cell in the
worksheet.
2. Position the mouse over a row line so the cursor becomes a double arrow.
3. Click and drag the mouse to increase or decrease the row height, then release the mouse
when you are satisfied. The row height will be changed for the entire worksheet.

Inserting, deleting, moving, and hiding

After you've been working with a workbook for a while, you may find that you want to insert new columns or
rows, delete certain rows or columns, move them to a different location in the worksheet, or even hide them.
To insert rows:
1. Select the row heading below where you want the new row to appear. In this example, we
want to insert a row between rows 4 and 5, so we'll select row 5.
2. Click the Insert command on the Home tab.
3. The new row will appear above the selected row.
To insert columns:
1. Select the column heading to the right of where you want the new column to appear. For
example, if you want to insert a column between columns D and E, select column E.
2. Click the Insert command on the Home tab.
3. The new column will appear to the left of the selected column.
To delete a row or column:
It's easy to delete a row or column that you no longer need. In our example we'll delete a row, but you can delete a
column the same way.
1. Select the row you want to delete. In our example, we'll select row 9.
2. Click the Delete command on the Home tab.
3. The selected row will be deleted, and those around it will shift. In our
example, row 10 has moved up, so it's now row 9.
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To move a row or column:
Sometimes you may want to move a column or row to rearrange the content of your worksheet. In our example
we'll move a column, but you can move a row in the same way.
1. Select the desired column heading for the column you want to move.
2. Click the Cut command on the Home tab, or press Ctrl+X on your keyboard.
3. Select the column heading to the right of where you want to move the column. For
example, if you want to move a column between columns E and F, select column F.
4. Click the Insert command on the Home tab, then select Insert Cut Cells from the drop-
down menu.
5. The column will be moved to the selected location, and the columns around it will shift.
To hide and unhide a row or column:
At times, you may want to compare certain rows or columns without changing the organization of your
worksheet. To do this, Excel allows you to hide rows and columns as needed. In our example we'll hide a few
columns, but you can hide rows in the same way.
1. Select the columns you want to hide, right-click the mouse, then select Hide from
the formatting menu. In our example, we'll hide columns C, D, and E.
2. The columns will be hidden. The green column line indicates the location of the hidden
columns.
3. To unhide the columns, select the columns on both sides of the hidden columns. In our
example, we'll select columns B and F. Then right-click the mouse and select Unhide from
the formatting menu.
4. The hidden columns will reappear.
Wrapping text and merging cells
Whenever you have too much cell content to be displayed in a single cell, you may decide to wrap the
text or merge the cell rather than resize a column. Wrapping the text will automatically modify a cell's row
height, allowing cell contents to be displayed on multiple lines. Merging allows you to combine a cell with
adjacent empty cells to create one large cell.
To wrap text in cells:
1. Select the cells you want to wrap. In this example, we'll select the cells in column C.
2. Click the Wrap Text command on the Home tab.
3. The text in the selected cells will be wrapped.
▪ Click the Wrap Text command again to unwrap the text.
To merge cells using the Merge & Center command:
1. Select the cell range you want to merge. In our example, we'll select A1:F1.
2. Click the Merge & Center command on the Home tab. In our example, we'll select the
cell range A1:F1.
3. The selected cells will be merged, and the text will be centered.
To access more merge options:
If you click the drop-down arrow next to the Merge & Center command on the Home tab, the Merge drop-down
menu will appear.
From here, you can choose to:
• Merge & Center: merges the selected cells into one cell and centers the text
• Merge Across: merges the selected cells into larger cells while keeping each row separate
• Merge Cells: merges the selected cells into one cell but does not center the text

36
 • Unmerge Cells: unmerges selected cells
To center across selection:
Merging can be useful for organizing your data, but it can also create problems later on. For example, it can be
difficult to move, copy, and paste content from merged cells. A good alternative to merging is Center Across
Selection, which creates a similar effect without actually combining cells.
1. Select the desired cell range. In our example, we'll select A1:F1. Note: If you already
merged these cells, you should unmerge them before continuing to step 2.
2. Click the small arrow in the lower-right corner of the Alignment group on the Home tab.
3. A dialog box will appear. Locate and select the Horizontal drop-down menu, select Center
Across Selection, then click OK.
4. The content will be centered across the selected cell range. As you can see, this creates the
same visual result as merging and centering, but it preserves each cell within A1:F1.

Formatting Cells

All cell content uses the same formatting by default, which can make it difficult to read a workbook with
a lot of information. Basic formatting can customize the look and feel of your workbook, allowing you to
draw attention to specific sections and making your content easier to view and understand.

To change the font size:

1. Select the cell(s) you want to modify.
2. On the Home tab, click the drop-down arrow next to the Font Size command, then select
the desired font size. In our example, we will choose 24 to make the text larger.
3. The text will change to the selected font size.
▪ You can also use the Increase Font Size and Decrease Font Size commands or
enter a custom font size using your keyboard.
To change the font:
By default, the font of each new workbook is set to Calibri. However, Excel provides many other fonts you can
use to customize your cell text. In the example below, we'll format our title cell to help distinguish it from the rest
of the worksheet.
1. Select the cell(s) you want to modify.
2. On the Home tab, click the drop-down arrow next to the Font command, then select the
desired font. In our example, we'll choose Century Gothic.
3. The text will change to the selected font.
To change the font color:
1. Select the cell(s) you want to modify.
2. On the Home tab, click the drop-down arrow next to the Font Color command, then
select the desired font color. In our example, we'll choose Green.
3. The text will change to the selected font color.
To use the Bold, Italic, and Underline commands:
1. Select the cell(s) you want to modify.

37
 2. Click the Bold (B), Italic (I), or Underline (U) command on the Home tab. In our
example, we'll make the selected cells bold.
3. The selected style will be applied to the text.
▪ You can also press Ctrl+B on your keyboard to make selected
text bold, Ctrl+I to apply italics, and Ctrl+U to apply an underline.
Cell borders and fill colors
Cell borders and fill colors allow you to create clear and defined boundaries for different sections of your
worksheet. Below, we'll add cell borders and fill color to our header cells to help distinguish them from the rest of
the worksheet.
To add a fill color:
1. Select the cell(s) you want to modify.
2. On the Home tab, click the drop-down arrow next to the Fill Color command, then select
the fill color you want to use. In our example, we'll choose a dark gray.
3. The selected fill color will appear in the selected cells. We've also changed the font
color to white to make it more readable with this dark fill color.
To add a border:
1. Select the cell(s) you want to modify.
2. On the Home tab, click the drop-down arrow next to the Borders command, then select
the border style you want to use. In our example, we'll choose to display All Borders.
3. The selected border style will appear.
Cell styles
Instead of formatting cells manually, you can use Excel's predesigned cell styles. Cell styles are a quick way to
include professional formatting for different parts of your workbook, such as titles and headers.
To apply a cell style:
In our example, we'll apply a new cell style to our existing title and header cells.
1. Select the cell(s) you want to modify.
2. Click the Cell Styles command on the Home tab, then choose the desired style from the
drop-down menu.
3. The selected cell style will appear.
To change horizontal text alignment:
1. Select the cell(s) you want to modify.
2. Select one of the three horizontal alignment commands on the Home tab. In our example, we'll
choose Center Align.
3. The text will realign.
To change vertical text alignment:
1. Select the cell(s) you want to modify.
2. Select one of the three vertical alignment commands on the Home tab. In our example,
we'll choose Middle Align.
3. The text will realign.
Format Painter
If you want to copy formatting from one cell to another, you can use the Format Painter command on
the Home tab. When you click the Format Painter, it will copy all of the formatting from the selected cell. You
can then click and drag over any cells you want to paste the formatting to.
Understanding Number Formats
38
Whenever you're working with a spreadsheet, it's a good idea to use appropriate number formats for your data.
Number formats tell your spreadsheet exactly what type of data you're using, like percentages (%), currency ($),
times, dates, and so on.
Applying number formats
Just like other types of formatting, such as changing the font color, you'll apply number formats by selecting cells
and choosing the desired formatting option. There are two main ways to choose a number format:
• Go to the Home tab, click the Number Format drop-down menu in the Number group,
and select the desired format.

• You can also click one of the quick number-formatting commands below the drop-down
menu.

Working with Multiple Worksheets

Every workbook contains at least one worksheet by default. When working with a large amount of data, you can
create multiple worksheets to help organize your workbook and make it easier to find content. You can
also group worksheets to quickly add information to multiple worksheets at the same time.
To insert a new worksheet:
1. Locate and select the New sheet button near the bottom-right corner of the Excel window.
2. A new blank worksheet will appear.

To copy a worksheet:

If you need to duplicate the content of one worksheet to another, Excel allows you to copy an existing worksheet.

1. Right-click the worksheet you want to copy, then select Move or Copy from the worksheet
menu.

2. The Move or Copy dialog box will appear. Choose where the sheet will appear in
the Before sheet: field. In our example, we'll choose (move to end) to place the worksheet
to the right of the existing worksheet.

3. Check the box next to Create a copy, then click OK.

4. The worksheet will be copied. It will have the same title as the original worksheet, as well
as a version number. In our example, we copied the November worksheet, so our new
worksheet is named November (2). All content from the November worksheet has also
been copied to the new worksheet.
To rename a worksheet:
1. Right-click the worksheet you want to rename, then select Rename from the worksheet
menu.

2. Type the desired name for the worksheet.

3. Click anywhere outside the worksheet tab, or press Enter on your keyboard. The
worksheet will be renamed.

39
To move a worksheet:
1. Click and drag the worksheet you want to move until a small black arrow appears above
the desired location.

2. Release the mouse. The worksheet will be moved.

To change the worksheet tab color:

1. Right-click the desired worksheet tab, and hover the mouse over Tab Color.
The Color menu will appear.

2. Select the desired color.

3. The worksheet tab color will be changed.

To delete a worksheet:
1. Right-click the worksheet you want to delete, then select Delete from the worksheet menu.

2. The worksheet will be deleted from your workbook.

Switching between worksheets

If you want to view a different worksheet, you can simply click the tab to switch to that worksheet. However,
with larger workbooks this can sometimes become tedious, as it may require scrolling through all of the tabs to
find the one you want. Instead, you can simply right-click the scroll arrows in the lower-left corner, as shown
below.

Using Find & Replace

When working with a lot of data in Excel, it can be difficult and time consuming to locate specific
information. You can easily search your workbook using the Find feature, which also allows you to
modify content using the Replace feature.

To find content:
1. From the Home tab, click the Find and Select command, then select Find from the
drop-down menu.
2. The Find and Replace dialog box will appear. Enter the content you want to find.
In our example, we'll type the department's name.
3. Click Find Next. If the content is found, the cell containing that content will
be selected.
4. Click Find Next to find further instances or Find All to see every instance of the
search term.
5. When you are finished, click Close to exit the Find and Replace dialog box.

To replace cell content:

1. From the Home tab, click the Find and Select command, then
select Replace from the drop-down menu.
2. The Find and Replace dialog box will appear. Type the text you want to
find in the Find what: field.
40
 3. Type the text you want to replace it with in the Replace with: field, then
click Find Next.
4. If the content is found, the cell containing that content will be selected.
5. Review the text to make sure you want to replace it.
6. If you want to replace it, select one of
the replace options. Choosing Replace will replace individual instances,
while Replace All will replace every instance of the text throughout the
workbook. In our example, we'll choose this option to save time.
7. A dialog box will appear, confirming the number of replacements made.
Click OK to continue.
8. The selected cell content will be replaced.
9. When you are finished, click Close to exit the Find and Replace dialog box.
Page Layout and Printing
There may be times when you want to print a workbook to view and share
your data offline. Once you've chosen your page layout settings, it's easy to
preview and print a workbook from Excel using the Print pane.

To access the Print pane:

1. Select the File tab. Backstage view will appear.
2. Select Print. The Print pane will appear.
To print a workbook:
1. Navigate to the Print pane, then select the desired printer.
2. Enter the number of copies you want to print.
3. Select any additional settings if needed
4. Click Print.

Choosing a print area

Before you print an Excel workbook, it's important to decide exactly what information you want to print. For
example, if you have multiple worksheets in your workbook, you will need to decide if you want to print
the entire workbook or only active worksheets. There may also be times when you want to print only
a selection of content from your workbook.
To print active sheets:
Worksheets are considered active when selected.
1. Select the worksheet you want to print. To print multiple worksheets, click the first
worksheet, hold the Ctrl key on your keyboard, then click any other worksheets you want
to select.
2. Navigate to the Print pane.
3. Select Print Active Sheets from the Print Range drop-down menu.
4. Click the Print button.
To print the entire workbook:
1. Navigate to the Print pane.
2. Select Print Entire Workbook from the Print Range drop-down menu.
3. Click the Print button.
To print a selection:
1. Select the cells you want to print.
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 2. Navigate to the Print pane.
3. Select Print Selection from the Print Range drop-down menu.
4. A preview of your selection will appear in the Preview pane.
5. Click the Print button to print the selection
Adjusting content
On occasion, you may need to make small adjustments from the Print pane to fit your workbook content neatly
onto a printed page. The Print pane includes several tools to help fit and scale your content, such
as scaling and page margins.
To change page orientation:
Excel offers two page orientation options: landscape and portrait. Landscape orients the page horizontally,
while portrait orients the page vertically. In our example, we'll set the page orientation to landscape.
1. Navigate to the Print pane.
2. Select the desired orientation from the Page Orientation drop-down menu. In our example,
we'll select Landscape Orientation.
3. The new page orientation will be displayed in the Preview pane.
Intro to Formulas
One of the most powerful features in Excel is the ability to calculate numerical information
using formulas. Just like a calculator, Excel can add, subtract, multiply, and divide. In this lesson, we'll
show you how to use cell references to create simple formulas.
Mathematical operators
Excel uses standard operators for formulas, such as a plus sign for addition (+), a minus sign for subtraction (-),
an asterisk for multiplication (*), a forward slash for division (/), and a caret (^) for exponents.
• All formulas in Excel must begin with an equals sign (=). This is because the cell
contains, or is equal to, the formula and the value it calculates.

Understanding cell references

While you can create simple formulas in Excel using numbers (for example, =2+2 or =5*5), most of the time you
will use cell addresses to create a formula. This is known as making a cell reference. Using cell references will
ensure that your formulas are always accurate because you can change the value of referenced cells without having
to rewrite the formula.
• In the formula below, cell A3 adds the values of cells A1 and A2 by making cell references:

• When you press Enter, the formula calculates and displays the answer in cell A3:

42
 • If the values in the referenced cells change, the formula automatically recalculates:

To create a formula:
In our example below, we'll use a simple formula and cell references to calculate a budget.
1. Select the cell that will contain the formula. In our example, we'll select cell D12.

2. Type the equals sign (=). Notice how it appears in both the cell and the formula bar.

3. Type the cell address of the cell you want to reference first in the formula: cell D10 in our example.
A blue border will appear around the referenced cell.

4. Type the mathematical operator you want to use. In our example, we'll type the addition
sign (+).

5. Type the cell address of the cell you want to reference second in the formula: cell D11 in our
example. A red border will appear around the referenced cell.

43
 6. Press Enter on your keyboard. The formula will be calculated, and the value will be displayed in the cell.
If you select the cell again, notice that the cell displays the result, while the formula bar displays the
formula.

Copying formulas with the fill handle

Formulas can also be copied to adjacent cells with the fill handle, which can save a lot of time and effort if you
need to perform the same calculation multiple times in a worksheet. The fill handle is the small square at the
bottom-right corner of the selected cell(s).
1. Select the cell containing the formula you want to copy. Click and drag the fill handle over
the cells you want to fill.
2. After you release the mouse, the formula will be copied to the selected cells.
To edit a formula:
Sometimes you may want to modify an existing formula. In the example below, we've entered an incorrect cell
address in our formula, so we'll need to correct it.
1. Select the cell containing the formula you want to edit.
2. Click the formula bar to edit the formula. You can also double-click the cell to view and
edit the formula directly within the cell.
3. A border will appear around any referenced cells.
4. When you're finished, press Enter on your keyboard or select the Enter command in the
formula bar.
5. The formula will be updated, and the new value will be displayed in the cell.
Relative and Absolute Cell References

There are two types of cell references: relative and absolute. Relative and absolute references behave
differently when copied and filled to other cells. Relative references change when a formula is copied to
another cell. Absolute references, on the other hand, remain constant no matter where they are copied

44
Relative references
By default, all cell references are relative references. When copied across multiple cells, they change based on
the relative position of rows and columns. For example, if you copy the formula =A1+B1 from row 1 to row 2, the
formula will become =A2+B2. Relative references are especially convenient whenever you need to repeat the
same calculation across multiple rows or columns.
To create and copy a formula using relative references:

In the following example, we want to create a formula that will multiply each item's price by the quantity. Instead
of creating a new formula for each row, we can create a single formula in cell D4 and then copy it to the other
rows. We'll use relative references so the formula calculates the total for each item correctly.

1. Select the cell that will contain the formula. In our example, we'll select cell D4.

2. Enter the formula to calculate the desired value. In our example, we'll type =B4*C4.

3. Press Enter on your keyboard. The formula will be calculated, and the result will be displayed in
the cell.

4. Locate the fill handle in the bottom-right corner of the desired cell. In our example, we'll locate the
fill handle for cell D4.

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 5. Click and drag the fill handle over the cells you want to fill. In our example, we'll select
cells D5:D13.

6. Release the mouse. The formula will be copied to the selected cells with relative references,
displaying the result in each cell.

Absolute references
There may be times when you do not want a cell reference to change when filling cells. Unlike relative
references, absolute references do not change when copied or filled. You can use an absolute reference to keep a
row and/or column constant.
An absolute reference is designated in a formula by the addition of a dollar sign ($) before the column and row. If
it precedes the column or row (but not both), it's known as a mixed reference.

To create and copy a formula using absolute references:

In the example below, we're going to use cell E2 (which contains the tax rate at 7.5%) to calculate the sales tax for
each item in column D. To make sure the reference to the tax rate stays constant—even when the formula is
copied and filled to other cells—we'll need to make cell $E$2 an absolute reference.

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 1. Select the cell that will contain the formula. In our example, we'll select cell D4.

2. Enter the formula to calculate the desired value. In our example, we'll type =(B4*C4)*$E$2,
making $E$2 an absolute reference.

3. Press Enter on your keyboard. The formula will calculate, and the result will display in the cell.
4. Locate the fill handle in the bottom-right corner of the desired cell. In our example, we'll locate the
fill handle for cell D4.

5. Click and drag the fill handle over the cells you want to fill (cells D5:D13 in our example).

6. Release the mouse. The formula will be copied to the selected cells with an absolute reference,
and the values will be calculated in each cell.

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Using cell references with multiple worksheets
Excel allows you to refer to any cell on any worksheet, which can be especially helpful if you want to reference a
specific value from one worksheet to another. To do this, you'll simply need to begin the cell reference with
the worksheet name followed by an exclamation point (!). For example, if you wanted to reference
cell A1 on Sheet1, its cell reference would be Sheet1!A1.
To reference cells across worksheets:
In our example below, we'll refer to a cell with a calculated value between two worksheets. This will allow us to
use the exact same value on two different worksheets without rewriting the formula or copying data.
1. Locate the cell you want to reference, and note its worksheet. In our example, we want to
reference cell E14 on the Menu Order worksheet.

2. Navigate to the desired worksheet. In our example, we'll select the Catering Invoice worksheet.

3. Locate and select the cell where you want the value to appear. In our example, we'll select cell C4.

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 4. Type the equals sign (=), the sheet name followed by an exclamation point (!), and the cell address. In
our example, we'll type ='Menu Order'!E14.

5. Press Enter on your keyboard. The value of the referenced cell will appear. Now, if the value of cell E14
changes on the Menu Order worksheet, it will be updated automatically on the Catering Invoice worksheet.

• If you rename your worksheet at a later point, the cell reference will be updated
automatically to reflect the new worksheet name.
Functions
A function is a predefined formula that performs calculations using specific values in a particular order. Excel
includes many common functions that can be used to quickly find the sum, average, count, maximum value,
and minimum value for a range of cells.
The parts of a function
In order to work correctly, a function must be written a specific way, which is called the syntax. The basic syntax
for a function is the equals sign (=), the function name (SUM, for example), and one or more arguments.

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Arguments contain the information you want to calculate. The function in the example below would add the
values of the cell range A1:A20.

Working with arguments

Arguments can refer to both individual cells and cell ranges and must be enclosed within parentheses. You can
include one argument or multiple arguments, depending on the syntax required for the function.
• For example, the function =AVERAGE(B1:B9) would calculate the average of the values
in the cell range B1:B9. This function contains only one argument.
• Multiple arguments must be separated by a comma. For example, the
function =SUM(A1:A3, C1:C2, E1) will add the values of all of the cells in the three
arguments.
Creating a function
There are a variety of functions available in Excel. Here are some of the most common functions you'll use:
• SUM: This function adds all of the values of the cells in the argument.
• AVERAGE: This function determines the average of the values included in the argument.
It calculates the sum of the cells and then divides that value by the number of cells in the
argument.
• COUNT: This function counts the number of cells with numerical data in the argument.
This function is useful for quickly counting items in a cell range.
• MAX: This function determines the highest cell value included in the argument.
• MIN: This function determines the lowest cell value included in the argument.
To create a function using the AutoSum command:
The AutoSum command allows you to automatically insert the most common functions into your formula,
including SUM, AVERAGE, COUNT, MIN, and MAX. In the example below, we'll use the SUM function to
calculate the total cost for a list of recently ordered items.
1. Select the cell that will contain the function. In our example, we'll select cell D13.

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 2. In the Editing group on the Home tab, click the arrow next to the AutoSum command. Next,
choose the desired function from the drop-down menu. In our example, we'll select Sum.

3. Excel will place the function in the cell and automatically select a cell range for the argument. In our
example, cells D3:D12 were selected automatically; their values will be added to calculate the total cost. If
Excel selects the wrong cell range, you can manually enter the desired cells into the argument.
4. Press Enter on your keyboard. The function will be calculated, and the result will appear in the cell. In
our example, the sum of D3:D12 is $765.29.
• NB: All other functions are same as doing Sum
Freezing Panes
To freeze rows:
You may want to see certain rows or columns all the time in your worksheet, especially header cells.
By freezing rows or columns in place, you'll be able to scroll through your content while continuing to view the
frozen cells.
1. Select the row below the row(s) you want to freeze. In our example, we want to freeze
rows 1 and 2, so we'll select row 3.

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 2. On the View tab, select the Freeze Panes command, then choose Freeze Panes from the drop-down menu.
3. The rows will be frozen in place, as indicated by the gray line. You can scroll down the worksheet while
continuing to view the frozen rows at the top. In our example, we've scrolled down to row 18.
To freeze columns:
1. Select the column to the right of the column(s) you want to freeze. In our example, we
want to freeze column A, so we'll select column B.

2. On the View tab, select the Freeze Panes command, then choose Freeze Panes from the drop-down menu.
3. The column will be frozen in place, as indicated by the gray line. You can scroll across the worksheet
while continuing to view the frozen column on the left. In our example, we've scrolled across to column E.
To unfreeze panes:
If you want to select a different view option, you may first need to reset the spreadsheet by unfreezing panes.
To unfreeze rows or columns, click the Freeze Panes command, then select Unfreeze Panes from the drop-down
menu.
Sorting Data
Types of sorting
When sorting data, it's important to first decide if you want the sort to apply to the entire worksheet or just a cell
range.
• Sort sheet organizes all of the data in your worksheet by one column. Related information
across each row is kept together when the sort is applied. In the example below,
the Contact Name column (column A) has been sorted to display the names in alphabetical
order.

• Sort range sorts the data in a range of cells, which can be helpful when working with a sheet that
contains several tables. Sorting a range will not affect other content on the worksheet.
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To sort a sheet:
In our example, we'll sort a T-shirt order form alphabetically by Last Name (column C).
1. Select a cell in the column you want to sort by. In our example, we'll select cell C2.

2. Select the Data tab on the Ribbon, then click the A-Z command to sort A to Z, or the Z-A command to
sort Z to A. In our example, we'll sort A to Z.
3. The worksheet will be sorted by the selected column. In our example, the worksheet is now sorted by last
name.
Tables
To format data as a table:
1. Select the cells you want to format as a table. In our example, we'll select the cell
range A2:D9.

2. From the Home tab, click the Format as Table command in the Styles group.

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 3. Select a table style from the drop-down menu.
4. A dialog box will appear, confirming the selected cell range for the table.
5. If your table has headers, check the box next to My table has headers, then click OK.
6. The cell range will be formatted in the selected table style.
Charts
It can be difficult to interpret Excel workbooks that contain a lot of data. Charts allow you to illustrate your
workbook data graphically, which makes it easy to visualize comparisons and trends.
To insert a chart:
1. Select the cells you want to chart, including the column titles and row labels. These cells
will be the source data for the chart. In our example, we'll select cells A1:F6.

2. From the Insert tab, click the desired Chart command. In our example, we'll select Column.
3. Choose the desired chart type from the drop-down menu.
4. The Selected chart will be inserted into the worksheet.

Chart and layout style

After inserting a chart, there are several things you may want to change about the way your data is displayed. It's
easy to edit a chart's layout and style from the Design tab.
• Excel allows you to add chart elements—such as chart titles, legends, and data labels—
to make your chart easier to read. To add a chart element, click the Add Chart
Element command on the Design tab, then choose the desired element from the drop-
down menu.
• To edit a chart element, like a chart title, simply double-click the placeholder and begin typing.
• If you don't want to add chart elements individually, you can use one of Excel's predefined layouts.
Simply click the Quick Layout command, then choose the desired layout from the drop-down
menu.
• Excel also includes several chart styles, which allow you to quickly modify the look and feel of
your chart. To change the chart style, select the desired style from the Chart styles group. You can
also click the drop-down arrow on the right to see more styles.
Other chart options
There are many other ways to customize and organize your charts. For example, Excel allows you to rearrange a
chart's data, change the chart type, and even move the chart to a different location in a workbook.

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 CHAPTER 5: MICROSOFT POWERPOINT

Objectives:
• Identify the names and functions of the PowerPoint interface.
• Create, edit, save, and print presentations.
• Format presentations.
• Add a graphic to a presentation.
• Create and manipulate simple slide shows with outlines and notes.
• Create slide presentations that include text, graphics, animation, and transitions.
• Use design layouts and templates for presentations.
• Create a PowerPoint presentation.
Viewing a Presentation
When you create a Blank Presentation in PowerPoint, the workspace opens in Normal view.
Normal view is divided into three areas:
1) Slide Pane - shows the full layout of a slide
2) Thumbnails – shows slide thumbnails
3) Notes Pane – used to input text relevant to a specific slide
Other views include Slide Sorter view which shows thumbnails of the entire presentation and
Slide Show view where you preview your presentation as your audience will see it.

Slide Pane

Thumbnails

Notes Pane

Sorter View Show View

NormalView

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Creating a New Presentation
To Create a New Presentation:
1) Click on the File tab
2) Click on New
3) Select either a Blank Presentation, a featured theme or search for online templates and
themes
4) Double-click Blank Presentation to create a new presentation
Entering Text on a Slide
When you create a new presentation, the first slide to appear is a Title slide. It contains two
placeholders: a title placeholder and a subtitle placeholder. To add text, click within the
placeholder and type.
Formatting
PowerPoint provides a wide variety of themes that apply a distinctive look to the text, bullets,
background colors, and graphics in a presentation. Using a theme is a big time-saver and immediately
adds a professional touch to your presentation. You can apply a theme when you create a new
presentation and you can change the theme as many times as you want.
To Apply a Theme:
1) Click on the Design tab
2) Select one of the themes in the Themes group To see more themes, click on the dialog box
launcher.

To Format Text:
1) Click within the placeholder
2) Select the text to format
3) Click on the Home tab
4) Click on the formatting buttons in either the Font or Paragraph groups
5) You can also use the Mini Tool Bar that appears when the text is selected
Adding New Slides
Each slide in PowerPoint has a slide layout. Slide layouts contain formatting, positioning, and
placeholders for all of the content that appears on a slide.
PowerPoint includes nine built-in slide layouts:
To Add New Slides:
1) Click on the Home tab
2) Click on New Slide in the Slides group
3) Choose a slide layout
Content Slides:
If you choose a slide with content, you will have six types of content to choose from.
Tables Charts Smart Art Pictures Online Video
Graphics Pictures

56
 Click on the type of content you want to create and PowerPoint will provide the tools needed to
create it.

Applying Slide Transitions

A transition is a special effect that determines how a slide appears as it enters or leaves the
screen.

To Apply Transitions:
1) Click on the Transitions tab
2) Click on the drop down arrow in the Transition to This Slide group to see a listing of all
available transitions
3) Click on the transition you want to apply
4) Click on Apply to All to apply the transition effect to the entire presentation

Charts
Use a chart to graphically demonstrate comparisons, activity, and trends.
1. To add a chart, click on the Chart tool and select a chart style.
2. The chart object will be inserted on the slide and Excel will open so that you can edit
the chart data and display criteria.

3. Close the Excel window to finish editing and to return to the PowerPoint slide.

4. You can always return to editing the chart data and

display criteria by clicking on Edit Data in the
Data group in the Chart Tools Contextual Tab.

Header & Footer

Here you can also insert a Footer to have a slide number,
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 date or other text appear on a slide. You can also set up
notes and handouts to have both headers and footers.
Headers appear in the top margin; footers in the bottom
margin.

1. Click on Header & Footer from the

Text group in the Insert tab. Click on
the first tab for Slides.
a. Here there are choices to add to the
Footer for a single slides or all
slides. You can add the date, slide
number and a text footer.
Click Apply to All to add the footer to every slide or Apply to add the footer to the
current slide.

2. Now click on the tab for Notes and

Handouts.
a. Here you can set up a header
and/or footer for your printable
handouts or notes. Date and Time
and Header are set to appear in the
upper or header portion of the
document.
b. Page Number and Footer
are set to appear in the
lower or footer portion of the document. Here you can only apply the
settings to all of the pages.

Animations Tab

The Animations tab contains groups for the tools relating to adding custom animations to slide
objects within a slide.
Adding animation: Choose to have text dissolve onto the screen, art objects fly in from
an angle, or sound build as a slide is presented.
1. On your slide you can add animations to text boxes, images, shapes or charts (called
Slide Objects). Click once on one of the Slide Objects (text or images) to select it.

58
 2. In the Animations tab click Add Animation to bring up a listing of common effects
to add.

3. Once you have selected this

option, the appropriate
palette will appear on the
right side of the slide.
4. Now you can single click on
any animation and preview
the effect on the selected
object. This window also
shows the full range of
effects that are available.
Click OK to add the effect.

Transitions Tab

In the Transition tab, you can set up effects for transitioning from one slide to the next. The
default transition doesn’t involve any special effects.
1. Select the slide from the thumbnails on the left.

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 2. Click on the selection to apply the effect on the current slide. The effect occurs between
the selected and previous slide.

3. You can then select Effect Options for the transition and slide advancement settings in
the tools to the right of the transitions. Click Apply to All to apply the settings to all
slides.

Slideshow Tab

The Slideshow tab contains tools for setting up and viewing the slideshow presentation. Here you
can view the slide show from the beginning or from a current selected slide.
Review Tab

The Review tab contains tools to help proof your document like the spell check and
thesaurus tools.
Spelling & Grammar
Automatic Spell Checking is enabled by default. With Automatic Spell Checking enabled,
misspelled words are underlined in red. To correct a misspelling, right click on the misspelled
word and choose from the available options.
Use Spelling & Grammar to scan an entire document, a particular word(s) (by selecting it) and
general grammatical errors. You can disable the grammar check in the Spelling & Grammar
dialog.
Start Spelling & Grammar by clicking on the tool in the Review tab.
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 Spelling dialog Options:
Option Description
Change Replaces word with suggested word
Change All Replaces the misspelled word anywhere in the document
Ignore once Skips once
Ignore All Skips word throughout the document AutoCorrect
Adds the word to your AutoCorrect dictionary Suggestions
Have PowerPoint suggest words close to the word
Add to Dictionary Adds word to PowerPoint’s supplementary dictionary
Options Choose Options to have PowerPoint take you to the
Spelling options tab for creating or modifying a dictionary.
View Tab
The View tab contains the groups with tools for manipulating the viewing of a document. We
have already mentioned the Presentation Views group and the Zoom tool but there are also tools
to show/hide items like the slide ruler and gridlines. Here you will also find the tools for creating
a master slide, notes or handout.

Slide Masters
Use the Slide Master feature in PowerPoint to help develop consistency in your presentation by
adding a new style/format to one slide then have it apply to all slides in the presentation.
With the Slide Master feature, you can:
Change the default typeface style and color for all slides in a presentation
Add a company logo, name, department or date to a presentation
Add headers, footers and notes to all slides in a presentation

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To change to a Slide Master, click on the Slide Master button in the Presentation Views

group. Make desired changes then click on the Close Master View button to finish.

Notes Page:
The Notes Page view allows you to enter
information regarding a slide for either
distribution or presenter notes.

Printing a Slide Show

Select Print from the File Tab to choose from a variety of printing options.
Under Print All Slides, choose All Slides, Current Slide, or a specific range of Slides, i.e., 2-6.
Under Full Page Slides, you can choose Handouts so that your audience and take a printed copy
of your presentation with them. Here you can choose how many slides per page.
TIP: 3 slides per page provides a lined space alongside miniature versions of each slide for note taking.

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Save as a PDF
PowerPoint 2016 has built in PDF support
so you can save your presentation as a
PDF. Select Export in the File Tab and
select Create PDF/XPS Document.
Click on the icon labeled Create
PDF/XPS to continue.

In the dialog box select the location to save your PDF and the quality level of the PDF export.
You can also click on the Options button to configure how your presentation exports to PDF.
Click OK to exit the Options window and then Publish to finish exporting your PDF.

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