Computer Excel, Power Point

MS Excel & MS PowerPoint
MICROSOFT EXCEL
Microsoft Excel is a spreadsheet application that can help you create worksheets
and invoices, and do general number calculations; meaning it is designed to help
you calculate the results to formulas and help you analyze numerical data.
Starting Microsoft Excel

 Click start on taskbar, then point to program, then click Microsoft Excel. [If
there is shortcut available for Microsoft Excel on desktop, you can double click
to start it].
 The Excel opening screen appears, displaying a blank workbook (an Excel file
is also called a workbook). Each workbook consists of three worksheets of
cells (where a row and column intersect) into which you can enter data.
Microsoft Excel screen

Title bar, menu bar, standard and formatting toolbars almost same as Microsoft
word. A new bar is also displayed that is called formula bar. When you enter
information into a cell, it appears in the formula bar. You can use the formula bar
to edit the data later. When you apply some formulas to the given values, it is
appeared in the formula bar and result values are appeared in the cell. The cell’s
address is also appears in formula bar.
Workbook window consists of worksheets, rows, columns, and worksheet tabs.
Entering data into the worksheet

There are many types of data that you can enter into your worksheets including
text (also called labels), numbers (also called values), dates, times, formulas and
functions.
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Text is any combination of letters, numbers and spaces. By default, text is

automatically left aligned in a cell. Numbers can include 0-9 and + - / . , ( ) $ %.
Values are automatically right aligned in a cell.
To enter text or values

 Select the cell in which you want to enter data.
 Type of data. As you type, it appears in the cell and in the formula bar.
 Press enter to confirm your entry or press Esc to cancel
 When text does not fit into a cell, it overflows into the next cell. If values does
not fit into a cell, it displays pound signs ########## in cell. You can enlarge
a column width by dragging the column heading.
Entering dates and times

 Select the cell into which you want to enter a date or time.
 To enter a date, use the format MM/DD/YY or MM-DD-YY.
 To enter a time, be sure to specify AM or PM.
Copying the same data by using fill handle

 Select the cell that contains the data you want to copy.
 Click and drag the fill handle down or to the right to copy the data to adjacent
cells.
Entering a series of data by using fill handle

You can enter a series (such as January, February, March or 1998, 1999, 2000 or
Monday; Tuesday, Wednesday) by using fill handle.
 Select the cell that contains an entry e.g. January.
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 Click and drag the fill handle down or to the right to enter a series of the
selected entry to adjacent cells.
If you want to create a series such as 1, 2, 3 or 10, 20 30, and so on, you can:
 Enter the first value in the series in one cell.
 Enter the second value in the series in the next cell.
Select both cells and drag the fill handle. Excel will analyze the two cells and
recreate it.
Moving around in a worksheet and within a

workbook
By default, each workbook starts off with three worksheets. You can add (click
insert then worksheet) or delete (click edit then delete sheet) worksheets from the
workbook as needed.
You can switch between worksheets by clicking their sheet tabs sheet1, sheet2,
sheet3 or press Ctrl + PgDn to move to the next worksheet and Ctrl + PgUp to
move to the previous one.
 One cell up, down, left or right Arrow keys
 Up one screen PgUp
 Down one screen PgDn
 Leftmost cell in a row Home
 Upper-left corner (cell A1) Ctrl + Home
 Lower-right corner of the data area Ctrl + End
 Types cell’s address in name box and press enter A1
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Selection techniques
A single cell Click the cell, or press the arrow keys to move to the cell
A range of cells Click the first cell of the range, and then drag to the last cell
All cells on a worksheet Ctrl + A
Nonadjacent cells or cell ranges Slect the first cell or range of cells, and then hold down CTRL
and select the other cells or ranges
A large range of cells Click the first cell in the range, and then hold down SHIFT and
click the last cell in the range
An entire row Click the row heading
An entire column Click the column heading
Select using keyboard Use arrow key white pressing shift key
Editing worksheets
Making corrections
To make changes to a cell’s data, you do not need to type it again. Just select the
cell and press F2; this puts you in Edit mode. Now you can make changes and
press Enter when finished. You can also make changes to a cell’s data by selecting
the cell and edit the data in formula bar.
Undo & Redo

You can undo just about anything you do while working in MS Excel. To undo a
change, click the Undo. On the standard toolbar or press Ctrl + Z. To undo an
undo (restore a change), click the redo in the standard toolbar or press Ctrl + Y.
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Find & Replace

You can quickly find data in a worksheet and replace it with new data.
1. On the edit menu, click replace. [or press Ctrl + H].
2. In the find what box, enter the data that you want to search for.
3. In the replace with box, enter the replacement data.
4. Click find next, then replace, or replace all to automatically replace all
occurrences.
Check spelling
You can rapidly finds and correct misspellings in a worksheet by pressing F7 or
clicking spelling in the standard toolbar.
Deleting data
1. Select the cells that contain the data you want to delete.
2. Press delete key. Data is deleted.
3. To delete data with formatting, select cells and click edit, then clear and all.
Copying & Pasting Data

1. Select the cells you want to copy.
2. In Edit menu, click Copy (as a shortcut, press Ctrl + C).
3. Click a starting cell, where you want to copy the selected text to.
4. In Edit menu, click Paste (as a shortcut, Press Ctrl + V or press Enter).
Moving text
1. Select the cells you want to move.
2. In Edit menu, click Cut 9as a shortcut, press Ctrl + X).
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3. Click a starting cell, where you want to move the select text.
4. In Edit menu, click Paste (as a shortcut, press Ctrl + V or press Enter).
Copying and moving Data using Drag and Drop

The fastest way to copy something is to drag and drop it.
 Select the cells you want to copy, hold down the Ctrl key, and drag the border
of the range you selected. When you release the mouse button, the contents are
copies to the new location.
 To move the data, repeat the same procedure but do not hold down the Ctrl
key. If you are moving data from one sheet to another, press Alt while
dragging the selection to the worksheet’s tab.
Using the office clipboard to copy or move

multiple items
You can copy paste or move multiple bits no data within Microsoft office
application with the help of office clipboard toolbar by opening the view, the
toolbars, the clipboard.
1. Display the clipboard toolbar. By opening the view ,the toolbar, the
clipboard.
2. Selected the item and copy or move and click the copy or move button .
3. repeat it to copy or move all the items .
4. After you are done collecting the item you want to copy or move , switch
to any office program and click paste all or clipboard toolbar .
5. Clear clipboard clear the office clipboard.
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Magnifying and reducing the worksheet view

In the zoom box, click the size you want, or enter a number from 10 to 400. To
enlarge the selected area to fill the window, click selection. Changing the
magnification does not affect printing.
Freezing columns and row labels

1. To freeze the top horizontal pane, select the row below where you want the
split to appear.
2. To freeze the left vertical pane, select the column to the right of where you
want the split to appear.
3. To freeze both the upper and left panes, click the cell bellow and to the
right of where you want the split to appear.
4. On the window menu, click freeze panes.
Splitting worksheet
1. Point to the split box at the top of the vertical scroll bar.
2. When the pointer changes to drag the split bar to the position you want.
To return to a single window, double click the split bar.
Hiding workbooks, worksheets, columns and

rows
When you hide parts of a workbook, the data is hide from view but is not detected
from the workbook. If you save and close the workbook. If you save and close the
workbook, the hidden data remains hidden the text time the workbook is opened.
If you print the workbook, Microsoft Excel does not print the hidden parts.
Hide a workbook
1. Open the workbook.
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2. On the window menu, click Hide.
When you quite Microsoft Excel and a message asks if you want to save changes
to the hidden workbook, click Yes. The next time you open the workbook, the
workbook window remains hidden.
Hide a sheet
1. Select the sheets you want to hide.
2. On the format menu, point to sheet, and then click Hide.
Hide a row or column

1. Select the row or columns you want to hide.
2. On the format menu, point to either row or column, and then click Hide.
Formatting the data (labels or values)
The formatting toolbar contains several buttons for applying a format to numbers
(values). To use any of them, select the cell and then click the desired button:
Currency style $ $1,000.00
Percent style % 20.5%
Comma style , 1,000.00
If these buttons in formatting toolbar do not offer the exact format you want for
your numbers, do not worry. Excel offers a wide range of number formats,
mentioned below:
Number format Example Descriptions
General 10.6 Excel displays your value as you enter

$499.99
Number 3400.50 Numbers with two decimal places. Negative values are
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-1200.00 preceded by minus sign, in red or parentheses.
Currency $3,300.50 Numbers with two decimal places and a currency sign
-$5,000.75
Accounting $ 3,500.00 Aligns currency sign and decimal points in a column

$ 750.50
Date 11/8 Default date format is the month/day; however you can
select other formats
Time 11:30 You can format to AM or PM too
Percentage 15% Multiplies the values in a cell by 100 and displays the result
with a percent sign
Fraction ½ Use it to display the number of digits as fraction type such

as halves, quarters, eighths and so on
Scientific 3.67E+04 Displays the numbers in scientific notation
Text 1455RV89 Displays both text and numbers in a cell as text
Special 74600 It is designed to display zip/postal codes, phone/fax

numbers etc.
After deciding a suitable format, select the cell of cells you want to format, click
format and then cells. In dialog box, click number tab. Select the format in the
category list, in the example box see a default format for selected category. Make
changes and click Ok.
You can also change the Number format of a cell by using the shortcut menu:
Select the cell or a range, right-click to display the shortcut menu, and choose
format cells.
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Clear formatting
To remove a number format from a cell, select it and click edit menu, select clear
and then select format.
Copying formats with format painter

You can copy formatting of a cell to another cell or range:
1. Select the cells(s) that contain the formatting you want to copy.
2. Click (double-click, if copying to many places) the format painter on the

standard toolbar. Mouse pointer changes into a paintbrush with a plus sign
next to it.
3. Click on one cell or drag over several cells to which you want to apply the
formatting.
4. Repeat same procedure to other cells.
You can change fonts, font size, change the text color, make text bold, italic or
underline by selecting the text and choosing a format from formatting toolbar. It
an also be accomplish by clicking format then cells and then font tab.
Text alignment
Labels and values are aligned automatically. However, you can change both the
vertical and horizontal alignment of data in your cells.
1. Select the cell or range you want to align.
2. Click format, then cells. Format cells dialog box appears, click alignment tab.
3. Choose from the following options to set the alignments.
 Horizontal lets you specify a left/right alignment in the cell. The center
across selection centers a title or other text within a range of cells.
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 Vertical lets you specify how you want the text aligned in relation to the top
and bottom of the cells.
 Orientation lets you flip the text sideways or print it from top to bottom
instead of left to right.
 Wrap text tells Excel to wrap long lines of text within a cell without
changing the width of the cell.
 Shrink to fit shrinks the text to fit within the cell’s current width.
 Merge cells combines several cells into a single cell.
4. Click of
Borders and shadings

Each cell is surrounded by gridlines. By default, these gridlines do not print. To
create well defined lines on the printout, you can add borders and shadings to a
range or cell.
To add borders to a cell or range:
1. Select the cells around witch you want a border to appear.
2. Click format, then cells. Dialog box appears, click border tab.
3. Select the desired position style (thickness), and color for the border. You
can click inside the border box itself, or you can click a preset border
pattern button to add your border.
4. Click Ok. (You can also use borders drop down arrow in the formatting
toolbar).
To shade cells with solid colors:
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1. Select the cells you want to apply shading to.
2. Click fill color on the formatting toolbar.
To apply a different color, click the arrow next to fill color, and then click a
color on the palette.
Shade cells with pattern:
1. Select the cells you want to apply shading to.
2. On the format menu, click cells, and then click the pattern tab.
3. To include a background color with the pattern, click a color in the cel
shading box.
4. Click the arrow next to the pattern box, and then click the pattern style and
color you want. (If you do not select a pattern color, the pattern is black).
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Using Auto Format:
To apply an Auto Format to a range:
1. Select the range you want to format.
2. On the format menu, click AutoFormat.
3. Click the format you want.
Applying conditional formatting

If you want to highlight particular values in your worksheet, you can use
conditional formatting. For example, if you want to highlight all sales figures
under a particular value, you could apply a conditional red shading.
To apply conditional formatting:
1. Select a cell to which you want to apply conditional formatting. (Later, you
can copy if to other cells by using format painter).
2. On the format menu, click conditional formatting.
3. Change the operator, values, formula, or formats for each condition.
To change formats, click format for the condition you want to change.
To reselect formats on the current tab of the format cells dialog box, click
clear.
To add a new condition, click add.
To remove one or more conditions, click delete, and then select the check box
for the conditions you want to delete.
To remove all conditional formats as well as all other cell formats for selected
cells, point to clear on the edit menu, and then click formats.
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Naming a range
A group of connected cells is called ‘range’. For example, A5:J10 is a range that
starts from Column A, Row 5 and ends at Row 10 of Column J.
You can give a name to a range to navigate easily through an entire workbook. To
give a name to a range, select it and in name box, type of name for this range and
press enter.
To jump to a named range, select its name from name box.
Inserting & Deleting cells, row & columns

 To insert a single row, click a cell in the row immediately below where you
want the new row. For example, to insert a new row above Row 5, click a cell
in Row 5.
 To insert multiple rows, select rows immediately below where you want the
new rows. Select the same number of rows, as you want to insert.
 On the insert menu, click rows.
Insert columns
 To insert a single column, click a cell in the column immediately to the right of
where you want to insert the new column. For example, to insert a new column
to the left of column B, click a cell in column B.
 To insert multiple columns, select columns immediately to the right of where

you want to insert the new columns. Select the same number of columns, as
you want to insert.
 On the insert menu, click columns.
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Insert moved or copies cells between existing

cells
 Select the cells that contain the data you want to move or copy.
 To move the selection, click cut. To copy the selection, click copy.
 Select eth upper-left cell where you want to place the cut or copied cells.
 On the insert menu, click cut cells or copied cells.
 Click the direction you want to shift the surrounding cells.
 To cancel the moving border after you finish copying, press ESC.
Insert blank cells
 Select a range of existing cells where you want to insert the new bland cells.
 On the insert menu, click cells.
 Click shift cells right or shift cells down.
Delete cells, rows, or columns

 Select the cells, rows, or columns you want to delete.
 On the edit menu, click delete.
 Surrounding cells shift to fill the space.
Microsoft Excel keeps formulas up to date by adjusting absolute references to the

shifted cells to reflect their new locations. However, a formula that refers to a
deleted cell displays the #REF! Error value.
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Merge cells to span several columns or rows

Microsoft Excel places only the upper-left most data in the selected range into the
resulting merged cell. To include all data in the range in the merged cell, copy the
data into the upper-left most cell within the range.
 Select the cells you want to merge.
 To merge cells in a row and center the cell contents, click merge and center on
the formatting toolbar.
 To merge any selection of cells within a row or column, click cells on the
format menu, click the alignment tab, and then select the merge cells check
box.
You can change the text alignment in the merged cell by clicking align left, center
or align right on the formatting toolbar. To make other changes to the text
alignment, including the vertical alignment, use the options on the alignment tab
(cells command, format menu).
Change column width

Drag the boundary on the right side of the column heading until the column is the
width you want. You can also use the following options to change the width of
columns:
 Fit the contents. To make the column width fit the contents, double-click the
boundary to the right of the column heading. To do the same for all columns on
the worksheet, press Ctrl + A to select all, and then double-click a boundary to
the right of one of the column headings.
 Change multiple columns. To change the column width for multiple columns,
select the columns you want to change, and then drag a boundary to the right of
a selected column heading. To change the column width for all columns on the
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worksheet, click the select all button, and then drag the boundary of any
column heading.
 Manually change the width. To manually change the width, select the column,
point to column on the format menu, click width, and then enter a number.
 Copy a width. To copy the width of one column to another, select a cell in the
column, click copy on the standard toolbar, and then select then target column.
On the edit menu, click paste special, and then click column widths.
Managing your worksheets

Here’s how you can copy, move, rename, add and delete worksheets within
workbooks:
Selecting worksheets
 To select a single sheet, click its tab.
 To select adjoining sheets, click on the tab of the first sheet, and then hold
down the shift key and click the tab of the last sheet.
 To select multiple sheets, hold down the Ctrl key and click each worksheet’s
tab.
Inserting worksheets
To add a single worksheet, click worksheet on the insert menu. To add multiple
worksheets, hold down SHIFT, and then click the number of worksheet tabs you
want to add in the open workbook. Then click worksheet on the insert menu.
Deleting worksheets
To delete a worksheet, double-click on its tab and then type a new name and press
Enter.
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Moving or copying worksheets

Be careful when you move or copy sheets. Calculations or charts based on data on
a worksheet might become inaccurate if you move the worksheet.
To move sheets within the current workbook, you can drag the selected sheets
along the row of sheet tabs. To copy the sheets, hold down CTRL, and then drag
the sheets; release the mouse button before you release the Ctrl Key.
To move or copy sheets to another existing workbook:
1. Open the workbook that will receive the sheets.
2. Switch to the workbook that contains the sheets you want to move or copy,
and then select the sheets.
3. On the edit menu, click move o copy sheet.
4. In the edit menu, click the workbook to receive the sheets. To move or copy
the selected sheets to a new workbook, click new book.
5. In the before sheet box, click the sheet before which you want to insert the
moved or copied sheets.
 To copy the sheets instead of move them, select eh create a copy check box.
Short Menu
Right-click on the worksheet tab, a shortcut menu appears that helps you to
quickly insert, delete, rename, move or copy sheets.
Performing calculations
Microsoft Excel can help you perform calculations on the data you enter. With
formulas, you can perform addition, subtraction, multiplication and division using
the values contained in various cells. For example, if you want to determine the
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average of four values contained in cell B5, C5, D5 and E5, you would type the
following formula in the cell where you want the result to appear;
= (B5+C5+D5+E5) / 4
Remember, every formula must begin with an equal sign (=)
Here are some formulas to study:
Exponentiation A1∧3 Enters the result of raising the value in cell A1 to the
third power
Addition A1 + A2 Enters the total of the values in cells A1 and A2.
Subtraction A1 - A2 Subtracts the value in cell A2 from the value in cell

A1
Multiplication A2*6 Multiplies the values in cell A2 by 6
Division A1/50 Divides the value in cell A1 by 50
Combination (A1+A2+A3)*3 Adds the values in cell A1, A2 and A3 first, and then
multiplies the total by 3.
Excels performs the operations within a formula in the following order:
1st Exponential and equations within parentheses
2nd Multiplication and division
3rd Addition and subtraction
Keep this order of operations in mind when you are applying a formula because it
determines the result.
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Auto Calculate
Auto Calculate is feature of Microsoft Excel that shows the sum, average,
minimum, maximum and count of a range of cells, on the status bar, when you
select the cells. Sum is displayed as default, to display something other than the
sum, right click the status bar and select the option you want from the shortcut
menu.
Displaying formulas in cells

Normally, Excel shows the actual formula in formula bar, the result of the formula
is displayed in the cell. However, if you are trying to review all the formulas in a
large worksheet, it would be easier if you could see them all at once. To toggle
between viewing formulas and viewing values, hold down the Ctrl key and press `
(the accent key). When you no longer need to view formulas, press Ctrl + again.
Editing formulas
You can edit a formula by selecting the cell and press F2 or by clicking in formula
bar.
Copying formulas
When you copy a formula, the formula is adjusted to relate to the cell to which it is
copied. This is called relative addressing, because the addresses of the cells in the
original formula are adjusted to reflect their new column or row.
You can copy formulas using the copy and paste command or using fill handle:
 Select the cell that contains the formula you want to copy.
 Click copy.
 Select the cell or cells where you want to copy the formula.
 Click paste
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Do not press ENTER after you click OK. If you do, the entire cells within the
moving border are copied to the paste area. To cancel the moving border, press
ESC.
OR
 Select the cell that contains the formula you want to copy.
 Click and drag the fill handle across the cells into which you want to copy the
formula. (It works only when cells are adjoining).
Absolute versus relative references

An absolute reference is a cell reference in a formula that does not change when
copied to new location. A relative reference is a cell reference in a formula that is
adjusted when the formula is copied. Depending on the task you want to perform
in Excel, you can use either relative cell references, or absolute references, which
are cell references that always refer to cells in a specific location. If a dollar sign
precedes the letter and/or number, such as $A$1, the column and/or row reference
is absolute. Relative references automatically adjust when you copy them, and
absolute references do not.
A reference that is only partially absolute, such as A$2 or $A2. When a formula
that uses a mixed reference is copied to another cell only part of the cell reference
(the relative part) is adjusted.
Relative reference
= B5*4 When copies to adjoining cells = C5*4, and so on.
Absolute reference
= $B$5*C1 When copies to adjoining cells =$B$C2,=$B$5*C3, and so on
Mixed reference
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= B$5*$C1 When copies to adjoining cells =C$5*$C2, D$5C3, E$5*$C4 and

so on.
Recalculating the worksheet

Excel automatically recalculates formulas in a worksheet every time you edit a
value in a cell. However, on a large worksheet, you may not want Excel to
recalculate until you have entered all of your changes. To change the recalculation
setting.
 Click tools menu and then click options.
 Click the calculation tab.
 Select automatic (default), automatic except tables (recalculates everything

except formulas in a data table), or manual (when you say to recalculate by
press Calc Now F9).
 Click ok
Performing calculations with functions

Functions are complex read-made formulas that perform a series of operations on
a specified range or values. For example, to determine the sum of a series of
number in cells A1 through H1, you can enter the function = SUM (A1:H1)
instead of entering = A1+B1+C1 and so on.
Microsoft Excel provides a fast way to enter sum of values called AutoSum. To
use AutoSum:
 Select the cells in which you want the sum inserted i.e. normally at the end of a
row or column.
 Click the AutoSum in the standard toolbar.
 If the range is incorrect, drag over the right range and press Enter.
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Here are some functions that you use most often in your worksheets:
Functions Example Description
Average =Average (A5:A15) Calculates the average of a group of numbers
Count =Count (A10:A34) Counts how many numeric values in a range
Count Blank =Count Blank (C4:C45) Counts the cells in a range that are not blanks e.g.
empty cells or that contains zero.
IF =IF (A3>=500,A3*10%,A3*5%) It is a conditional formula. If A3 is greater than or

equal to 5000, the formula A3*10% is used.
otherwise A3*5% is used.
Max =Max (B4:G4) Returns the maximum value in a range
MIN =MIN (B4:G4) Returns the minimum value in a range
SUM =SUM (A6:A17) Calculates the total in a range
SUMIF =SUMIF (A1:A4, “>160000”, Suppose A1:A4 contain the following property
B1:B4) values for four homes: $ 100,000,
$200,000,$300,000, $400,000, respectively.
B1:B4 contain the following sales commissions

on each of the corresponding property values:
$7,000, $14,000, $21,000, $28,000
SUMIF (A1:A4,”>160000”, B1:B4 equals

$63,000
Using the function wizard

Although you can type of function directly into a cell just as you can type
formulas, you will find it easier to use the function wizard. It leads you through
the process of inserting a function. Select the cell in which you want to insert a
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function and click function wizard in the standard toolbar, and then follow the
simple steps to implement a function.
Printing you workbook

Previewing a worksheet before printing
After you have finished a particular worksheet and want to make hardcopy of it,
first have a preview. Click on File menu and click print preview or click print
preview on the standard toolbar. Your worksheet appears, as it will when printed.
Zoom in on any area of the preview by clicking it with the mouse pointer (which
looks like a magnifying glass). Or use the zoom button at the top of the print
preview screen.
Changing the page setup

After you preview you worksheet, you may want to adjust page settings. Click file
menu and select page setup. Page setup dialog box appears. It has many options
you can set:
Scaling a worksheet to fit on a page

If your worksheet is too large to print on one page even after you change the
orientation and margins, you might consider using the Fit To option. This option
shrinks the worksheet to make it fit on the specified number of pages. you can
specify the document width and height.
In the fit to xx page(s) wide by xx tall text boxes, enter the number of pages into
which you want Excel to fit you data. Or you can manually adjust the size of
document in percent using adjust to. Type the suitable percentage to reduce or
enlarge the document. And finally click on ok.
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Adding headers and footers

Headers and footers are printed at the top and bottom of every page. The
information can include any text, page numbers, current date and time, the
worksheet and workbook name etc.
To add headers and footers:
 Click file menu, then page setup. In page setup, click header/footer tab.
 To select a header, click the header drop down arrow. Excel displays a list of
suggested header information. Scroll through the list and click a header you
want. The sample header appears at the top of header/footer tab.
 To select a footer, click the footer drop down arrow. Excel displays a list of
suggested footer information. Scroll through the list and click a footer you
want. The sample footer appears at the bottom of header/footer tab.
 Click Ok.
If you do not want header or footers any more, choose none in header and footer
list. If none of the suggested headers or footers suits you, click the custom header
or custom footer button and enter you own.
Create custom headers and footer

You can have only one custom header and one custom footer on each worksheet.
If you create a new custom header or footer, it replaces any existing custom header
or footer on the worksheet.
1. Click the worksheet.
2. On the view menu, click header and footer.
3. Click custom header or custom footer.
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4. Click in the left section, center section, or right section box, and then click
the buttons to insert the header or footer information – such as the page
number – that you want in that section.
5. To enter additional text for the header or footer, enter the text in the left
section, center section, or right section box.
To start a new line in one of the section boxes, press ENTER.
To delete a section of a header or footer, select the section that you want to delete
in the section box, and then press BACKSPACE.
Make sure the header or footer margin allows enough space for the custom header
or footer.
Printing column and row labels on every page

1. Click the worksheet.
2. On the file menu, click page setup, and then click the sheet tab.
3. To repeat column labels on every page, click row to repeat at top, and then
enter the rows that contain the column labels.
4. To repeat row labels on every page, click columns to repeat at left, and then
enter the columns that contain the row labels.
Microsoft Excel prints repeating row and column labels only on the pages that
include the labeled rows or columns. Pages for rows below the labeled rows or
columns to the right of the labeled columns are printed without the repeating
labels.
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Adjusting page breaks

Page break preview shows where page breaks occur on the worksheet and which
area of the worksheet will be printed. Page breaks you set are solid blue lines, and
automatic page breaks set by Microsoft Excel are dashed blue lines.
When to remove page breaks. To fit one or two more lines on the current page,
move the page break. In page break preview, this automatically shrinks the data to
fit on the page. You may want to preview the page again to make sure the font size
is not too small.
Forcing page breaks. To end a page at a particular point and start a new page, you
can set a new page break.
Selecting a large worksheet print area

 On the view menu, click page break preview.
 Select the area you want to print.
 Right click a cell within the selection, and then click set print area on the
shortcut menu.
You can add additional cells to a print area in page break preview. If the cells you
want to add are adjacent to the current print area, drag the thick blue border to
include the cells. To include other cells, select the cells you want to add, right
click a cell in the selection, and then click add to print area on the shortcut menu.
Printing
After have set margins, orientation, scaling, paper size, header and footer etc. and
you are ready to print. Click file and the click print.
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Print dialog box appears; here you can select the printer, print range (all or
selected pages), print what (selection, entire workbook or active worksheet), and
number of copies etc. and finally press Ok.
Short Keys
F5 Go To
Ctrl + F Find
Ctrl + P Print
Shift + F11 Inserts a new worksheet
F4 or Ctrl + Y Repeats last action
F2 To edit the data or formula in current cell
Alt + = Inserts the AutoSum formula
Ctrl + ; Enter the date
Ctrl + Shift + : Enter the time
Ctrl + 1 Format cell dialog box
F7 Spelling
Shift + F10 Displays the shortcut men
Ctrl + S Save
Alt + F4 Quits Excel
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MICROSOFT POWER POINT
What is the Microsoft Power Point?

Microsoft Power Point is a presentation tool that is used to convey your thoughts
and ideas, conduct seminar and meetings, and provide training on any topic in an
interested, attracted and colorful way. Lecturers, sometimes, bore the audience.
Microsoft Power Point adds excitement in your lectures, seminars, meetings and
training sessions by adding colorful effects, page transitions, sounds and
animations. You can create, edit and show presentation using Microsoft Power
Point.
Starting Microsoft Power Point

 Click start on task bar, then point to program, then click Microsoft Power
Point. [If there is shortcut available for Microsoft Power Point on desktop, you
can double click to start Microsoft Power Point].
 A dialog box appears. Here you can choose Auto Content Wizard (in which
you begin with a presentation that contains suggested content and design),
design template (in which you can select a pre designed template style, but
does not include contents), blank presentation or open an existing presentation
(that shows the list of recently used presentations or you can open other
existing presentation from your computer).
Create a presentation by using AutoContent

Wizard
Auto Content wizard asks you some questions in different steps and designs a
presentation for you according to the answers you provided.
This presentation contains suggested content and design.
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Later, you can change the contents of slides, add more slides, change layouts, or
apply the designs you prefer.
You can also start AutoContent wizard by clicking file, new, general tab, and then
selecting auto content wizard. Power Point opens a sample presentation that you
can add you own words and pictures to. Change the sample presentation to suit
your needs. For example, type your text in place of the sample text, add or delete
slides, and add pictures or other items that you want. When you finish, click save
on the file menu. Name your presentation, and then click save.
Create a presentation based on a design

template
1. On the file menu, click new, and then click the design templates tab.
2. Scroll to see all the design templates, click the one you want, and then click
Ok.
3. Scroll to see the slide layouts, and then select a layout for your title slide.
4. Type the title and any other content you want on the title slide.
5. On the formatting toolbar, click common tasks, click New Slide Ctrl + M,
and then select a layout for the next slide.
6. Add the content you want.
7. Repeat steps 5 and 6 for each new slide.
8. When you finish, click save on the file menu.
9. Name you presentation, and then click save.
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Create a blank presentation
1. On the standard toolbar, click New, and then select the layout you want for
your title slide.
2. Type the title and any other content you want on the title slide. You can add
text in either the slide pane or the outline pane.
3. Click common tasks on the formatting toolbar, and then click new slide.
Scroll to see more layouts, and then select a layout for the next slide.
4. Add the contents you want.
5. Repeat steps 3 and 4 for each new slide.
6. Change the presentation to suit your needs.
7. When you finish, click save on the file menu.
8. Name you presentation, and then click save.
Microsoft Power Point views

Microsoft Power Point comes with different views to help you while you are
creating a presentation. The two main views you use in Power Point are normal
view and slide sorter view. To easily switch between views, you click the buttons
at the lower left of the Power Point window.
Normal view
Normal view contains three panes: the outline pane, the slide pane, and the notes
pane, these panes let you work on all aspects of your presentation in one place.
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Outline pane
Use the outline pane to organize and develop the content of your presentation. You
can type all of the text of your presentation and rearrange bullet points,
paragraphs, and slides. It is as same as outline view.
Slide pane
In the slide pane, you can see how your text looks on each slide. You can add
graphics, movies, and sounds, create hyperlinks, and add animations to individual
slides. It is as same as slide view.
Note pane
The notes pane lets you add your speaker notes or information you want to share
with the audience.
Slide sorter view
In slide sorter view, you see all the slides in your presentation on screen at the
same time, displayed in small size. This makes it easy to add, delete, and move
slides, add timings, and selecting the slides you want to preview and then clicking
animation preview on the slide show menu.
Slide shows
Slide show button is used to run the presentation. You can also press F5 as a
shortcut to run a slide.
Adding, editing and formatting text

Text appears on a slide in a text box. All other objects appear on slide in their own
boxes for easy manipulation. Most often, the easiest way to add or edit text to a
slide is to type or edit it directly into any placeholder on the slide. If you want to
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add text outside a placeholder or shape, you can use the text box button on the
drawing toolbar.
You can enhance your text by using the font dialog box or by using the formatting
toolbar. Use the font dialog box if you want to add several enhancements to your
text at once. Use the formatting toolbar to add one enhancement at time.
In formatting toolbar, there are different tools you have used in Microsoft word
and Excel to change text font, sizes, make it bold, italic, underline etc. Click to
apply text shadow. Use A to increase/decrease font size, to increase/decrease
indent, for left, center and right alignments and to apply numbers and bullets to a
list of items. To change line spacing, click format then line spacing. You can use
font color in drawing toolbar to change the color of selected fonts. Apply same
formats to other locations by using format painter in the standard toolbar.
Sometimes, you want to move a placeholder (textbox) or delete it with its

contents. Click anywhere inside the textbox, a selection box appears around it.
When you click the selection box border, handles appear around the text box. You
can drag the box’s border to move the box or drag a handle to resize it. You can
also delete a textbox by pressing delete key.
Creating a table
1. One the standard toolbar, click insert table.
2. Drag to select the number of rows and columns you want.
3. Type the text you want in the table.
Power Point comes with a slide layout that includes a placeholder for a table. To
use this layout, click slide layout on the format menu, click the table layout, and
then click apply.
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Adding WordArt and ClipArt

You can add graphics and stylish text formats by using ClipArt and WordArt in
Drawing toolbar, in the same way as you did in Microsoft word and Excel.
Working in the Outline Pane or Outline View

In the outline pane, your presentation appears as an outline made up of the titles
and main text from each slide. You can type an outline in Power Point, begin with
an outline from the AutoContent Wizard, or import an outline from another
program, such as Microsoft Word.
Each slide title like this introduction appears next to a number and an icon. Body
text, indented up to five levels, appears below each title.
Working with an outline is the best way to organize and develop the content of
your presentation because you can see all titles and main text on the screen as you
work. You can rearrange points within a slide, move entire slides from one
position to another, and edit titles and body text. For example, to rearrange slides
or bullet items, just select the slide icon or bullet for the text you want to move,
and then drag it to its new location.
When you select text in the outline pane, buttons for working outlines become
available on the standard and formatting toolbars. You can use these buttons to
quickly organize your presentation – for example, click promote or demote to
increase or decrease the indent level of a bullet. You can click show formatting to
turn formatting On or off in the outline expand. Expanded all lets you show all the
detailed in your outline or see just slide titles. You can also display all the buttons
for working with outlines on a single toolbar called outlining toolbar. On the view
menu, point to toolbars, and then click outlining.
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Changing the presentation ,s look
Using auto layout

When you stare Microsoft PowerPoint and choose blank presentation, and press ok
,new slide dialing box is appeared d, here you can choose an auto layout for your
slide.
You can change a slide layout later by clicking format menu then slide layout...
Apply design templates

You can change the styles and designs of all the slides in your presentation in
Microsoft power point .Microsoft power point has a lot of built –in design
templates that you can choose to change the stably and design of your
presentation. to change the design template, form the format menu click apply
design templates...a dialog box appears, form the right side its , preview is
displayed. Choose one that you like and click apply. The style, including fonts,
bullets, colors and backgrounds will be changed of all the slides.
Adding sounds and movies to a slide

Sounds, music, videos, and animated gif pictures are available in the Microsoft
clip gallery. To use the clip gallery, point to movies and sounds on the insert
menu, and then click either movie form gallery –to insert movies and animated gif
pictures- or sound form gallery to insert music and sound. You insert a music,
sound, or video on a slide where you want it to play during a slide show. You can
choose either to have the sound or video start automatically when you move to the
slide, or to have the sound or vides start only when you click its icon during a slide
show. To change how the clip start, click action settings on the slide show menu.
You can also add animation effects and change play settings by clicking custom
animation on the slide show menu. For example, you can set a sound or video or
play automatically in an animayion sequence.
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Insert music or sound on a slide

1. display the slide you want to add music or sound to.
2. on the insert menu, point to movies and sound.
3. To insert a sound form the clip gallery, click sound form gallery, and then
locate and insert the sound you want.
Or
To insert a sound form another location, click sound form file, locate the folder
that contains the sound and then double-click the sound you want .
4. A sound icon appears on the slide.
5. A message is displayed .if you want the sound to play automatically when you
go to the slide, click yes, if you want the sound to play only when you click the
sound icon during a slide show, click no.
6. To preview the sound in normal view, double-click the sound icon.
Insert a video on a slide

1. display the slide you want to add the video to.
2. On the insert menu, point to movies and sounds.
3. To insert a video form the clip gallery ,click movie form gallery, and then
locate and insert the video you want.
Or
To insert a video form another location, click movie form file, locate the folder
that contains the vide, and then double-click the video want.
4. a message is displayed . if you want the movie to play automatically when you
move to the slide, click yes, if you want the movie to play only when you click
the movie during a slide show, click no.
5. to preview the movie in normal view, double-click the movie.
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Inserting, deleting, and copying slides

Inserting a slide
1. on the insert menu, click new slide. Or click new slide on the standard toolbar.
Or press ctrl + M as a shortcut.
2. Scroll through the layouts, and then click the one you want.
Mark a duplicate slide

1. select the slide or slides you want to duplicate.
2. On the insert menu, click duplicate slide. Or you can also duplicate slide. Or
you can also duplicate slides by suing the keyboard shortcut CTRL +D.
Adding slides from another presentation
1. Display the slide that will precede the slide you want to insert.
2. On the insert menu, click slides from files.
3. Find and select the presentation you want to copy a slide form.
4. Click display.
5. Select the slide or slides you want to copy, and then click insert.
6. To copy an entire presentation, click insert All.
Click add to favorites to add the presentation currently selected to your list of
favorite presentations.
Creating slides from a document outline

If you have a word processing document with outline style heading in it, Power
Point can get the headings from the documents and use them to create slides with
bulleted lists. To create slides from a document outline, follow these steps:
1. In the outline pane, click the slide you want the outline to appear after.
2. On the insert menu, click slides from outline.
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3. Go to the folder where you have stored the document you want to use as an
outline.
4. Double click the document you want to insert.
Deleting slides
1. Select the slide or slides you want to delete.
2. On the edit menu, click delete slide. Or press delete key as a shortcut.
Re-ordering slides
To change the order of slides in a presentation, do one of the following:
 In the outline pane, drag the slide icon to a new location.
 In the slide sorter view, drag the slide to a new location.
Hide/Unhide a Slide
Select the slide or slides you want to hide:
On the slide show menu, click hide slide. If you are in slide sorter view, the hidden
slide’s number appears in a box with a line through it.
To unhide the slide or slides, in slide sorter view, select the slide(s), and click hide
slide again in slide show menu.
You can also use hide slide button in slide sorter toolbar to hide or unhide a slide.
Editing the slide master

Power Point comes with a special type of slide called the slide master. The slide
master control certain text characteristics – such as font type, size, and color –
called “master text,” as well as background color and certain special effects, such
as shadowing and bullet style.
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The slide master contains text placeholders and placeholders for footers, such as
the date, time, and slide number. When you want to make a global change to the
look of your slides, you do not have to change each slide individually. Just make
the change once on the slide master, and Power Point automatically updates the
existing slides and applies the changes to any new slides you add.
To change the formatting of the text, select the text in the placeholders and make
the changes you want. For example, if you change the color of the placeholders
text to blue, text on existing and new slides will be changed to blue automatically.
Use the slide master to do the following: add a picture, change the background:
adjust the size of the placeholders; and change font style, size and color.
To have art or text – for example, a company name or logo – appear on every
slide, put it on the slide master. Objects appear on slides in the same location as
they do on the slide master. To add the same text to every slide, add the text to the
slide master by clicking the text box button on the drawing toolbar – do not type in
the text placeholders. The look of text you have added with the text box button is
not governed by the master.
To modify the slide master, do the following:
 On the view menu, point to master and then click slide master.
 Make the changes you want. For example, change the font type, change the
color or size of the text, change the bullet character, or add a picture or text
box. Be sure you do not delete or add characters in the placeholder text.
 On the master toolbar, click close.
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Printing presentations, notes and handouts

The quickest way to print is to click print button on the standard toolbar. When
you use this method for printing, you get a printout of your entire presentation in
whatever view is on screen and whatever pane is active.
You can customize your printouts, before printing by using page setup.
1. On the file menu, click page setup.
2. In the slides sized for box, click the option you want. If you click custom,
enter the measurements you want in the width and height boxes.
3. Under slides, click portrait or landscape. All slides in a presentation must

be in one orientation.
4. Under notes, handouts, and outline, click portrait or landscape. You can
print notes, handouts, and outlines in portrait orientation even if you have
selected landscape orientation for your slides.
5. To number your slides beginning with a number other than 1, type that
number in the number slides from box.
6. Click Ok.
When you have setup slide for printing, on file menu, click Print. In the Print what
box, slides per page and whether the order should be horizontal or vertical. Select
any other options you want and click Ok.
Presenting an onscreen slide show

Before you show your presentation to the audience, make it more attractive by
adding transition and animation effects. Here is how you do this:
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Add transition to the slides

Transitions are the special effects that introduce a slide (bring a slide on screen
with animations) in a slide show.
Here’s how can add transition effects to a slide or all slides:
 In slide or sorter view, select the slide or slides you want to add a transition to.
 On the slide show menu, click slide transition.
 In the effect box, click the transition you want.
 To apply the transition to the selected slide, click apply.
 To apply the transition to all the slides, click apply to all.
 Repeat the process for each slide you want to add a transition to.
 To view the transitions, on the slide show menu, click animation preview.
Add animation effects to the contents of slides

Animation effects are the sounds and movements of text and objects (clipart,
graph etc.) that are applied to the contents of a slide.
Here’s how you can add animation effects to a slide contents:
 In slide sorter view; select the slide or slides you want to add animation effects
to.
 On the slide sorter toolbar, select an animation style from preset animations.
 The animation style you select will be applied to the contents of selected slides.
On-screen presentations
You can use all of the Power Point special effects and features to make an online
(electronic) presentation exacting and complete. You can use such things as slide
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transitions, timings, movies, sounds, animation, and hyperlinks. You can preview
a slideshow at any time; follow these steps:
1. Do any of the following to start slideshow:
 Click slide show at the lower left of the Power Point window.
 On the slide show menu, click view show.
 On the view menu, click slide show.
2. Press page up or page down key to move to previous or next slides.
3. When finished, press Esc to return.
During the slideshow you can use the pen that allows you to draw or write on a
particular slide. This is great for highlighting particular information on a slide to
emphasize a particular point. To use then pen during the slideshow:
1. Right click point to pointer options, and then click pen.
2. Hold down the mouse button as you write or draw on your slide.
The pointer remains a pen until you choose one of the other commands on the
pointer options submenu.
You can add comments or notes during slideshow:
1. Right click, and then click meeting minder or speaker notes.
2. Click in the box, and then type your notes.
Setting up a self running show

Self running presentations are a great way to communication information without
having to have someone available to run a slide show. For example, you might
want to set up a presentation to run unattended in a booth or stall at a trade show
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or convention. You can make most controls unavailable so that users can not make
changes to the presentation. A self running presentation restarts when it’s finished.
To set up a self running show: open the presentation, click set up show on the slide
show menu, and then click Browsed at a kiosk (full screen). When you click this
option, Loop continuously until “Esc” is automatically selected.
Options you might want to consider when designing a self running

presentation include:
Automatic or manual timings
You can set up a slide show to run by itself with automatic timings, or you can set
it manually.
It you do not want to manually move through a slide show, there are two ways you
can set the length of time a slide appears on the screen. One way is to set a time
manually for each slide, and then run the slide show and view the timings you set.
The other ways is to use the rehearsal feature, where you can record timings
automatically as you rehearse.
Set slide show timings manually

1. In normal or slide sorter view, select the slide or slides you want to set the
timing for.
2. On the slide show menu, click slide transition.
3. Under advance, click automatically after, and then enter the number of
seconds you want the slide to appear on the screen.
4. To apply the timing to the selected slides, click apply. To apply the timing
to all the slides, click apply to all.
5. Repeat the process for each slide you want to set the timing for.
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Tip
If you want the next slide to appear either when you click the mouse or
automatically after the number of seconds you enter – which ever comes first –
select both the on mouse click and the automatically after check boxes.
Set slide timings automatically while rehearsing
1. One the slide show menu, click rehearse timings to start the show in
rehearsal mode.
2. Click the advance button when you are ready to go to the next slide.
3. When you reach the end of the slide show, click yes to accept the timings or
No to try again.
If you know the timing you want for a slide, you can enter if directly in the
rehearsal dialog box.
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Keyboard shortcuts
Ctrl + N Create a new presentation
Ctrl + O Open a presentation
Ctrl + S Save a presentation
Ctrl + W Close a presentation
Ctrl + P Print a presentation
Ctrl + M Insert a new slide
Ctrl + D Make a copy of the selected slide
F5 Run a presentation
Alt + F4 Quit Power Point
Ctrl + F Find text
Ctrl + H Replace text
Ctrl + K Insert a hyperlink
F7 Check spelling
Esc Cancel a menu or dialog box action
Ctrl + Z Undo an action
Ctrl + Y Redo or repeat an action
Ctrl + E Center a paragraph
Ctrl + J Justify a paragraph
Ctrl + L Left align a paragraph
Ctrl + R Right align a paragraph
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Computer Excel, Power Point

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MS Excel & MS PowerPoint

Starting Microsoft Excel

Microsoft Excel screen

Workbook window consists of worksheets, rows, columns, and worksheet tabs.

Entering data into the worksheet

Text is any combination of letters, numbers and spaces. By default, text is

To enter text or values

 Press enter to confirm your entry or press Esc to cancel

Entering dates and times

 To enter a date, use the format MM/DD/YY or MM-DD-YY.

 To enter a time, be sure to specify AM or PM.

Copying the same data by using fill handle

Entering a series of data by using fill handle

 Select the cell that contains an entry e.g. January.

 Enter the first value in the series in one cell.

 Enter the second value in the series in the next cell.

Moving around in a worksheet and within a

 One cell up, down, left or right Arrow keys

 Up one screen PgUp

 Down one screen PgDn

 Leftmost cell in a row Home

 Upper-left corner (cell A1) Ctrl + Home

 Lower-right corner of the data area Ctrl + End

 Types cell’s address in name box and press enter A1

All cells on a worksheet Ctrl + A

An entire row Click the row heading

An entire column Click the column heading

Undo & Redo

Find & Replace

1. On the edit menu, click replace. [or press Ctrl + H].

3. In the replace with box, enter the replacement data.

2. Press delete key. Data is deleted.

Copying & Pasting Data

2. In Edit menu, click Copy (as a shortcut, press Ctrl + C).

2. In Edit menu, click Cut 9as a shortcut, press Ctrl + X).

Copying and moving Data using Drag and Drop

Using the office clipboard to copy or move

3. repeat it to copy or move all the items .

5. Clear clipboard clear the office clipboard.

Magnifying and reducing the worksheet view

Freezing columns and row labels

4. On the window menu, click freeze panes.

To return to a single window, double click the split bar.

Hiding workbooks, worksheets, columns and

2. On the window menu, click Hide.

2. On the format menu, point to sheet, and then click Hide.

Hide a row or column

Formatting the data (labels or values)

Currency style $ $1,000.00

Percent style % 20.5%

Comma style , 1,000.00

Number format Example Descriptions

General 10.6 Excel displays your value as you enter

-1200.00 preceded by minus sign, in red or parentheses.

Accounting $ 3,500.00 Aligns currency sign and decimal points in a column

Time 11:30 You can format to AM or PM too

Fraction ½ Use it to display the number of digits as fraction type such

Scientific 3.67E+04 Displays the numbers in scientific notation

Text 1455RV89 Displays both text and numbers in a cell as text

Special 74600 It is designed to display zip/postal codes, phone/fax

Copying formats with format painter

2. Click (double-click, if copying to many places) the format painter on the

4. Repeat same procedure to other cells.

1. Select the cell or range you want to align.

= B54 When copies to adjoining cells = C54, and so on.

= $B$5C1 When copies to adjoining cells =$B$C2,=$B$5C3, and so on

= B$5$C1 When copies to adjoining cells =C$5$C2, D$5C3, E$5*$C4 and

IF =IF (A3>=500,A310%,A35%) It is a conditional formula. If A3 is greater than or