Chapter 2

Office Automation Using MS-Office 1
UNIT - II
CHAPT
ER
2
Office Automation Using
MS-Office
Synopsis
2.1 Learn Word:
 Creating/Saving of Document
 Editing and Formatting Features
 Designing a title page, Preparing Index,
 Use of SmartArt
 Cross Reference, Bookmark and Hyperlink.
 Mail Merge Feature.
2.2 Spreadsheet application (e.g. MS-Excel/ openoffice.org)
 Creating/Saving and editing spreadsheets
 Drawing charts.
 Using Basic Functions: text, math & trig, statistical, date & time,
database, financial, logical
 Using Advanced Functions: Use of VLookup/HLookup
 Data analysis – sorting data, filtering data (AutoFilter , Advanced
Filter), data validation, what-if analysis (using data
tables/scenarios), creating sub-totals and grand totals, pivot
table/chart, goal seek/solver,
2.3 Presentation Software
 To Create a presentation with minimum 20 slides with a script.
Presenting in different views,
 Inserting Pictures, Videos, Creating animation effects on them
 Slide Transitions, Timed Presentations
 Rehearsal of presentation
 Review Questions
2 Information Technology in Business Management - I (Sem. III)
CREATING AND SAVING DOCUMENT
Creating of Document
To create a new document:

1. In the main menu bar, click File. The drop-down list is displayed.
2. In the File list, click New blank document. A new document opens in a separate
tab of your browser.
Saving of Documents
To save a copy of the document:

1. In the main menu bar, click File. The File drop-down list is displayed.
2. In the File list, click Save as. A pop-up window is displayed.
3. In the Document Name field, type the name of the document.

4. Click Save. The copy of the document is now saved.
EDITING AND FORMATTING FEATURES
1. Check spelling and grammar

Word's Spelling and Grammar checker highlights typing errors in red and
grammatical errors in green as you type.
If you open an existing document, you can still use the checker to locate errors.
As the checker proceeds through the document, it will stop at each error it finds
and suggest one or more possible corrections.
2. The Spelling and Grammar dialog box

3. Proofread your document
4. Select and delete text
You can use different methods to select text with the mouse or keyboard.
Use the mouse to quickly select any amount of text-a letter, a line, or the entire
document.
To select a single line or more, click in the selection bar, which is the blank
space in the left margin where the cursor turns into an arrow.
After the text is selected, you can perform many actions, including deleting the
highlighted text by pressing the Delete key.
5. Slide 6
6. Move text within the document
The ability to move text within a document is a timesaving editing feature.
Moving text, compared to retyping the same amount of text, makes it much
easier to reorganize a document.
Dragging and dropping text enables you to move small or large amounts of text
with a few mouse clicks.
7. Drag-and-drop text
8. Cut, copy and paste text
Cutting or copying and then pasting text is another way to move text from one
location to another.
Cutting text removes it from its original location
Pasting places it in a new location
Copying leaves the text in its original location, but places a copy of the text in
the new location when you paste
Cut and copied items are stored on the Clipboard.
In Word 2003, a maximum of 24 items can be stored on the Clipboard.
9. Using the clipboard
10. Find and replace text
The Find feature enables you to locate a word or phrase in a document.
The Replace feature enables you to automatically change the word or phrase
after it is found.
You can set the options to automatically replace every occurrence of the text or
to only replace individually selected occurrences.
Delete a recurring word by searching for the word and replacing it with nothing
or a space.
You can also change the document's appearance by replacing a font, a special
character, or the appearance of the text (bold, italic, etc.).
11. Use Find and Replace
12. Change margins, line spacing, alignment, and paragraph indents
Margins affect the amount of white space between the type and the edge of the
paper.
Line spacing, which you can change using the Line Spacing button on the
Formatting toolbar, determines the amount of white space between lines of type.
Text alignment identifies how the text lines up between the left and right
margins.
Paragraph indents change where text starts and stops on each horizontal line
without changing the margins.
Indents are most often applied to the first line of a paragraph, but entire
paragraphs can be indented for various reasons.
13. The Page Setup dialog box
14. Use the ruler to set margins
15. Modify line spacing
16. Indenting a Paragraph
17. Align text using the Formatting toolbar
18. Copy formatting with the Format Painter
The Format Painter copies formatting from one paragraph to another in three
steps:
Select the entire formatted paragraph
Click the Format Painter button (double-click to apply the format to multiple
items), and then use the mouse pointer to select the item(s) you want to format
Click in the paragraph to be formatted. The format is copied to the second
paragraph
Click the Format Painter button again to turn the function off.
19. Using the Format Painter
20. Emphasize points with bullets, numbering, boldface, underlining, and
italics
Bullets and numbers make lists stand out from the rest of the document.
Click the Bullets or Numbering button on the Formatting toolbar to add bullets
or numbers to each paragraph.
If you add or remove an item in a numbered list, Word will automatically adjust
the numbers.
Text can also be emphasized and made clearer through the use of bolding,
underlining, and italicizing.
21. Use a bulleted list to organize data
22. Change fonts and adjust font sizes
Important text, such as titles or headings, should look different from the regular
text in a document.
Do this by making the title or headings larger or selecting a different font.
Fonts are classified as serif or sans serif
Traditionally, documents use a serif font for the main text and a sans serif font
for headings
Draw attention to specific words by using the buttons on the Formatting toolbar
to make the words bold, underlined, or italic.
A quick way to alter either the font or the font size is to access the font list or the
font size list. These drop-down lists allow you to quickly change the font/font size.
23. Choose a font from the Formatting toolbar
24. Slide 25
25. Previewing Formatted Text
It's helpful to preview a document after formatting it, because the Print Preview
window makes it easy to spot text that is not aligned correctly.
To preview and print a document, press Ctrl+Home, click the Print Preview
button on the Standard toolbar, click the One Page button on the Print Preview
toolbar, and examine the document.
Click the Print button on the Print Preview toolbar.
26. Previewing Formatted Text
27. Add a comment to a document
A comment is an electronic way of attaching a note about a certain word or
section of the text, much as you would write a note in the margins of a paper
document.
You can insert, edit, and delete comments without affecting the document.
Insert comments at any point in the text.
Select sections of the text to indicate that your comment references all of the text
selected.
Comments can also be viewed as ScreenTips or, if you alter the default settings,
as margin notes.
28. Adding a comment
29. Using the Research Task Pane
The Research task pane provides a number of research tools, including a
thesaurus, an Internet search engine, and access to the Encarta Encyclopedia and
Dictionary
To take full advantage, your computer must be connected to the Internet
Select the text you wish to research, and click the Research button on the
Standard toolbar
30. Using the Research Task Pane
DESIGNING A TITLE PAGE
Normally, while designing the Title Page, the Title is typed in CAPITAL
LETTERS with BIGGER SIZE Font with CENTERED Text.
PREPARING INDEX
Creating the index

After you mark the entries, you are ready to select an index design and insert the
index into your document.
1. Click where you want to add the index.
2. On the References tab, in the Index group, click Insert Index.
3. Do one of the following:

a. Click a design in the Formats box to use one of the available index
designs.
b. Design a custom index layout:
i. In the Formats box, click From template, and then click Modify.
ii. In the Style dialog box, click the index style that you want to
change, and then click Modify.
iii. Under Formatting, select the options that you want.
iv. To add the style changes to your template, click All documents
based on the template.
v. Click OK twice.
4. Select any other index options that you want.
USE OF SMARTART
Step 1:
Click on “Insert” tab located at the top left corner of the “Word” window. After
clicking, a ribbon toolbar will appear providing numerous options like paging
options, tables, illustrations, symbols etc.
In the “illustrations” section, click on “Smart Art”.
Step 2:
Choose one of the SmartArt Graphics from the left section of the “SmartArt
Graphic” window.
You can also select your SmartArt from the “All” List in the right section of the
given window.
For instance, we’ve selected a “Basic Process” diagram which shows a
progression or sequential steps in a task, process or workflow. To select this, click on
“Process” located at the left section of the “SmartArt Graphic” window & select
“Basic Process”. Click on “OK” to use this diagram.
Step 3:
Now, type the parameters in the given “Text Pane” window which are used in
this workflow.
For instance, we’ve entered the basic process in the development of a software.
We have included stages like Basic, Intermediate & Advanced.
CROSS REFERENCE
Insert the cross-reference

1. In the document, type the text that begins the cross-reference. For example, "See
Figure 2 for an explanation of the upward trend."
2. On the Insert tab, click Cross-reference.
3. In the Reference type box, click the drop-down list to pick what you want to
link to. The list of what's available depends on the type of item (heading, page
number, etc.) you're linking to.
4. In the Insert reference to box, click the information you want inserted in the
document. Choices depend on what you chose in step 3.
5. In the For which box, click the specific item you want to refer to, such as
"Insert the cross-reference."
6. To allow users to jump to the referenced item, select the Insert as
hyperlink check box.
7. If the Include above/below check box is available, check it to include specify

the relative position of the referenced item.
8. Click Insert.
BOOKMARK
A bookmark in Word works like a bookmark you might place in a book: It

marks a place you want to find again easily. You can enter as many bookmarks as
you want to your document, and you can give each one a unique name so they’re easy
to identify.
To add a bookmark, you first mark the location in your document you want to
go to. After that, you can jump to the location or add links to it within your document.
Bookmark the location

1. Select text, a picture, or a place in your document where you want to insert a
bookmark.
2. Click Insert > Bookmark.
3. Under Bookmark name, type a name and click Add.
Go to the bookmarked location

After creating your bookmarks, you can add links to them within your document
or jump to them at any time.
Jump to a bookmark
Go to a bookmark by typing Ctrl+G to show the Go To tab in the Find and
Replace dialog box. Under Go to what, click Bookmark. Enter or choose the
bookmark name and click Go To.
HYPERLINK
You can add hyperlinks to your document that give your readers instant access
to information in another part of the same document. The hyperlink can be text or
graphics. By using hyperlinks, you can provide information to your readers without
repeating the same information on different pages.
How to add hyperlink:
1. Select the text or object you want to use as a hyperlink.
2. Right-click and then click Hyperlink Hyperlink button .
3. Under Link to, click Place in This Document.
4. In the list, select the heading or bookmark that you want to link to.
MAIL MERGE FEATURE
This article explains how to use the Mail Merge feature in Microsoft Word to
create and to print form letters by using data from a Microsoft Excel worksheet.
When you use the Word Mail Merge feature, Word merges a main document
with a recipient list to generate a set of output documents:
The main document contains the basic text that is the same in all of the output
documents. It may contain a letterhead, text, and instructions in merge fields for
inserting text (such as recipient names and addresses) that vary from one output
document to another.
The recipient list is a database that contains the data that is to be merged into the
output documents. For example, the recipient list is a Microsoft Access database file
or an Excel worksheet.
This database is typically a list of names, addresses, phone numbers, and other
categories of personal information.
The output documents are the result of the mail merge. The text in an output
document can be the same in all output documents, but you can apply formatting to
specific documents.
Step 1: Set Up the Excel Data File

Before you proceed with the Mail Merge Wizard, make sure that your Excel
worksheet is well structured for this purpose. Note the following requirements for the
data table:
The first row should contain field names for each column -- for example, Title,
Salutation, First Name, Middle Name, Last Name, Address1, and Address2.
Each field name should be unique.

Each row should provide information about a particular item. For example, in a
mailing list, each row might include information about a particular recipient.
The table should contain no blank rows.
Create your Excel data file, and then arrange it by using the fields that you want
to use for your letter, as shown in the following sample data file.
After you create your Excel data file, save it, and then close the data file.
For more information about how to create a mail-merge address list, click the
following article number to view the article in the Microsoft Knowledge Base:
294688 How to design and set up a mail merge address list in Word 2002 and in
later versions of Word
Step 2: Set Up the Main Document

In Microsoft Office Word 2003 and in earlier versions of Word, point to Letters
and Mailings on the Tools menu, and then click Mail Merge Wizard.
In Microsoft Office Word 2007, click Start Mail Merge in the Start Mail Merge
group on the Mailings tab, and then click Step by Step by Mail Merge Wizard
Under Select document type, click Letters.

The active document becomes the main document. The main document contains
the text and graphics that are the same for each version of the merged document. For
example, the return address and the salutation in a form letter are the same for each
version.
Click Next: Starting document.
Use one of the following methods:

Start with the document that is currently shown in the document window. To do
this, click Use the current document.
You can then either type the letter in the document window or wait until the
wizard prompts you to do so in a later step.
Start with a template. To do this, follow these steps:
Click Start from a template.
Click Select template.

On the Mail Merge tab, select the template that you want in the Select Template
dialog box, and then click OK.
Start with an existing document. To do this, follow these steps:
Click Start from existing document.
In the Start from existing box, select the document that you want, and then click
Open.
If you do not see the document, click More files, and then click Open. In the
Open dialog box, locate the document that you want, and then click Open.
Click Next: Select recipients.
Step 3: Specify the Excel Data Source

Under Select recipients, click Use an existing list.
Click Browse.
In the Select Data Source dialog box, locate and then click the Excel worksheet
that you want to use.
By default, Word opens the "My Data Sources" folder.
Click Open.
If your Excel worksheet contains information about multiple tabs, select the tab
that contains the information that you want, and then click OK.
All entries in the data source appear in the Mail Merge Recipients dialog box.
Here, you can refine the list of recipients to include in the merge.
Step 4: Select the Recipients

In the Mail Merge Recipients dialog box, select the recipients that you want to
include. To do this, use one of the following methods:
Use the check boxes to designate recipients.

This method is most useful if the list is short. Click to select the check boxes
next to the recipients that you want to include, and then click to clear the check boxes
next to the recipients that you want to exclude.
Note If you know that you want to include most of the list in your merge, click
Select All, and then click to clear particular records. Similarly, if you want to include
only a few records in the list, click Clear All, and then select the records that you
want.
Sort items in the list.

This method is useful if you want to see items in alphabetical or numeric order.
Click the column heading of the element by which you want to sort. For example, if
you want to display the list alphabetically by last name, click the Last Name column
heading.
Filter items in the list.

This method is useful if the list contains records that you know you do not want
to see or include in the merge. After you have filtered the list, you can use the check
boxes to include and exclude records, as described earlier. To filter the list, follow
these steps:
Click the arrow next to the column heading of the element that you want to filter
by.
Click any of the following:

(Blanks): This option displays all the records in which the corresponding field is
blank.
(Nonblanks): This option displays all the records in which the corresponding
field contains information.
If the data source contains records that share the same information, and if there
are 10 or fewer unique values in the column, you can filter by specific information.
For example, if there are multiple addresses that list Australia as the country, you can
filter by Australia.
The Mail Merge Recipients dialog box displays only the designated records. To
display all the records again, click (All).
Notes
For advanced sorting and filtering, click the arrow next to any column name,
and then click (Advanced). Use the Filter Records and Sort Records tabs to set up the
sorting or filtering query that you want.
If you have installed address validation software, click Validate in the Mail
Merge Recipients dialog box to validate your recipients' addresses.
Click OK to return to the Mail Merge Wizard.
Word uses the recipients that you designated for the merge.
Click Next: Write your letter.
Step 5: Complete the Letter and Add Merge Fields

If you have not already done this, type the text that you want to appear in every
form letter in the main document.
Insert Merge Fields

Insert merge fields where you want to merge names, addresses, and other
information from the data source. To insert merge fields, follow these steps:
In the main document, click where you want to insert the field.
Insert any of the following:

Address block with name, address, and other information:
Click Address block.

In the Insert Address Block dialog box, select the address elements that you
want to include and the formats that you want, and then click OK. For help on an
option, click the question mark, and then click the option.
For help on an option, click the question mark, and then click the option. If the
Match Fields dialog box appears, Word may be unable to find some of the
information it needs for the address block. Click the arrow next to
(not available), and then select the field from your data source that corresponds
to the field required for the mail merge.
Greeting line:
Click Greeting line.

Select the greeting line format that includes the salutation, name format, and
following punctuation.
Select the text that you want to appear in the cases in which Word cannot
interpret the recipient's name. For example, Word cannot interpret the name when the
data source contains no first or last name for a recipient, but only a company name.
Click OK.
If the Match Fields dialog box appears, Word may be unable to find some of the
information it needs for the greeting line. Click the arrow next to (not available), and
then select the field from your data source that corresponds to the field required for
the mail merge.
Other fields of information:

Click More items.
Use one of the following methods:

Click Address Fields to select from address fields that will automatically map to
corresponding fields in your data source, even if the data source's fields do not have
the same name as your fields.
Click Database Fields to select from fields that always take data directly from a
column in a database.
In the Fields box, click the field that you want.
Click Insert, and then click Close.
If the Match Fields dialog box appears, Word may not be able to find some of
the information it needs to insert the field. Click the arrow next to (not available), and
then select the field from your data source that corresponds to the field required for
the mail merge.
Note If you insert a field from the Database Fields list, and if you later switch to
a data source that does not have a column with the same name, Word cannot insert
that field information into the merged document.
Electronic postage:
To add electronic postage, you must first install an electronic postage program,
such as one that you can purchase from a third-party provider on the Web. To use
electronic postage, follow these steps:
Click Electronic postage.
If you do not have an electronic postage program installed, Word prompts you
to install one, and offers to connect to the following Microsoft Office Web site:
Print Online Postage

http://office.microsoft.com/services/service.aspx?sid=2.4
Insert the postage according to the program's instructions.
To add electronic postage, you must first install an electronic postage program,
such as one that you can purchase from a third-party provider on the Web. To use
electronic postage, follow these steps:Postal bar code: You must select a letter or
envelope type that supports the POSTNET bar code. To use the Postal bar code,
follow these steps:
Click Postal Bar Code.

In the Insert Postal Bar Code dialog box, select the appropriate address fields.
Note The Postal Bar Code option appears only if you are using the U.S.
language version of Word.
Repeat steps a and b for all the fields that you want to insert. NOTES:
You cannot type merge field characters (" ") or insert them by using the Symbol
command on the Insert menu.
If the merge fields appear inside braces, such as { MERGEFIELD City }, Word
is displaying field codes instead of field results. This does not affect the merge, but if
you want to display the results instead, right-click the field code, and then click
Toggle Field Codes on the shortcut menu.
For example, by using the sample database shown earlier, your letter might
contain the Address Block and Greeting Line fields, and therefore your first page
appears similar to the following:
February 26, 2017
Address Block
Greeting Line
Type your letter here.
Sincerely,
Type your name here
Note You can also use the Mail Merge toolbar to insert merge fields, work with
your mail-merge main document, or run a mail merge. To display the Mail Merge
toolbar, point to Letters and Mailings on the Tools menu, and then click Show Mail
Merge Toolbar.
The Mail Merge toolbar provides additional commands that are not included in
the Mail Merge Wizard task panes. For example, you can use the Insert Word Field
menu on the Mail Merge toolbar to insert Word fields for controlling the merge
process. For example, you can insert an IF field that inserts text only if a particular
merge field has a specified value.
Alternatively, you can click Check For Errors to make Word run the mail merge
and report any errors that are contained in the main document.
Change the Format of the Merged Data

To format merged data, you must format the merge fields in the main document.
Do not format the data in the data source, because its formatting is not retained when
you merge the data into the document. To change the format of the merged data,
follow these steps:
In the main document, select the field that contains the information that you
want to format, including the enclosing merge field characters (<< >>).
In Word 2003 and in earlier versions of Word, click Font on the Format menu,
and then select the options that you want.
In Word 2007, click the option that you want in the Theme Fonts box in the Font
group on the Home tab.
Format by Using Field Codes

To control other aspects of formatting, press ALT+F9 to display field codes, and
then add switches to the merge fields. When you work with fields, a switch is a
special instruction that causes a specific action to occur. Generally, a switch is added
to a field to modify a result.
Examples of how to use switches are as follows:

To display the number 34987.89 as $34,987.89, add the Numeric Picture switch
(\#).
To print client names in uppercase letters, add the Format switch (\*).
To make sure that the merged information has the same font and point size that
you apply to the merge field, add the Char format switch (\*).
Step 6: Save the Document

After you have completed the main document and inserted all the merge fields,
make sure that you save the document before proceeding. To do this, follow these
steps:
In Word 2003 and in earlier versions of Word, click Save As on the File menu.
In Word 2007, click the Microsoft Office Button, and then click Save As.
Name the document, and then click Save.
Click Next: Preview your letters.
Step 7: Preview the Letters and Fine-Tune the Recipient List

When the wizard displays the "Step 5 Mail Merge" task pane, the wizard
replaces each of the merge fields in the main document that has the actual text from
the first entry of the recipient list. Therefore, you can see how your first output
document will look.
For example, if you were to continue to use the sample database shown earlier,
the first page should resemble the following page after you click Next: Preview your
letters:
February 26, 2017
Andrew Fuller
908 W. Capital Way
Tacoma 98401
Dear Andrew Fuller,
Type your letter here.
Sincerely,
Type your name here
To preview additional entries, use one of the following methods:
To preview the items in order, click the left or right arrow buttons.
To locate and preview a specific item, click Find a recipient, and then enter the
search criteria in the Find Entry dialog box.
Fine-tune the recipient list if you want. To do this, use one of the following
methods:
To exclude a particular recipient from the merge operation, click Exclude this
recipient.
To change the list of recipients, click Edit recipient list, and then make your
changes in the Mail Merge Recipients dialog box.
Step 8: Complete the Merge

To complete the merge, use any of the following methods.
Personalize Individual Letters
To personalize individual items, you actually complete the merge, and then edit
the information that you want in the resulting merged document. To do this, follow
these steps:
Click Edit individual letters.

In the Merge to New Document dialog box, select the records that you want to
merge.
Click OK.
Word creates and opens a new merged document. Your main document also
remains open, and you can switch back to it if you want to change all the documents.
Scroll to the information that you want to edit, and then make your changes.
Print or save the document just as you would any regular document.
Print the Letters
To print the letters, use one of the following methods:
If you personalized the items and if the merged document is active, follow these
steps:
In Word 2003 and in earlier versions of Word, click Print on the File menu.
In Word 2007, click the Microsoft Office Button, and then click Print.
Select the options that you want.

If you want to print directly from the Mail Merge Wizard, follow these steps:
In Step 6 of the Mail Merge Wizard (Complete the merge), click Print.
In the Merge to Printer dialog box, use one of the following methods, and then
click OK:
To print all the documents, click All.

To print the document that you see in the document window, click Current
record.
To print a range of documents, click From, and then type the record numbers in
the From and To boxes.
In the Print dialog box, select the options that you want.
Save the Merged Letters for Later Use

If you want to edit merged letters or to save them for later use, you can collect
them into a single document. To do this, follow these steps:
Click Edit individual letters.

In the Merge to a New Document dialog box, use one of the following methods,
and then click OK:
To merge all the documents, click All.
To merge only the document that you see in the document window, click
Current record.
To merge a range of documents, click From, and then type the record numbers
in the From and To boxes.
Word opens a single new document that contains all the individual letters. You
can then save the document for later use, just as you would any regular document.
CREATING SPREADSHEET
1. Launch Microsoft Excel. ...

2. Open a spreadsheet. ...
3. Enter data into desired cells. ...
4. Create headings for your columns. ...
5. Create a sequenced data series. ...
6. Select a range of cells. ...
7. Insert row(s). ...
8. Insert columns(s).
SAVING SPREADSHEET
1. Click Enterprise > Workbook > Split Workbook. See screenshot:
2. In the Split Workbook dialog box, please check the worksheet name you need
to save in the Worksheet name box, and in the Options section, check the
Specify save format box, then select Excel Workbook(*.xlsx) or other options
such as csv, text, pdf as you need, and finally click the Split button.
3. In the Browse For Folder dialog box, choose a folder to save this new file, and
then click the OK button.
EDITING SPREADSHEET
1. To open the workbook that is published to Excel Services, do one of the

following:
To open the workbook by using Excel, do the following:
Click the Microsoft Office Button , and then click Open.

In the File name box, type the URL of the server and the path to the workbook
that you want to open.
Click Open.
To open the workbook by using the browser, do the following:

In the Address box of the browser, type the URL of the server.
Open the document library that contains the workbook.
Click the down arrow next to the workbook that you want to open, and then
click Edit in Microsoft Office Excel on the drop-down menu.
2. Edit the workbook to incorporate any changes that you want to make.
3. If you plan to define parameters, name the cells that you want to make editable.
a. On the worksheet, select the cell that you want to make editable in Office
Excel Web Access.
b. On the Formulas tab, in the Defined Names group, click Define Name.
c. In the Name box, type the name that you want to use for the parameter.
d. Click OK.
Click Microsoft Office Button , click Publish, and then click

Excel Services.
Click Excel Services Options.
On the Show tab, do the following to change what parts of the workbook
you want to show:
i. To show the entire workbook in Excel Services, select Entire
Workbook in the list box.
ii. To show only specific worksheets in Excel Services,
select Sheets in the list box, and then clear the check boxes of the
sheets that you do not want to make viewable.
iii. To show only specific items (such as named ranges, charts, tables,
or PivotTable) in Excel Services, select Items in the Workbook in
the list box, and then select the check boxes of the items that you
want to show.
iv. To define parameters, on the Parameters tab, click Add, select the
check box of the parameter that you want to add, and then
click OK.
Click Save.
DRAWING CHART
Charts are used to display series of numeric data in a graphical format to make
it easier to understand large quantities of data and the relationship between different
series of data.
To create a chart in Excel, you start by entering the numeric data for the chart
on a worksheet. Then you can plot that data into a chart by selecting the chart type
that you want to use on the Insert tab, in the Charts group.
1. Worksheet data
2. Chart created from worksheet data
Excel supports many types of charts to help you display data in ways that are
meaningful to your audience. When you create a chart or change an existing chart,
you can select from a variety of chart types (such as a column chart or a pie chart)
and their subtypes (such as a stacked column chart or a pie in 3-D chart). You can
also create a combination chart by using more than one chart type in your chart.
Example of a combination chart that uses a column and line chart type.
Know Chart Elements

A chart has many elements. Some of these elements are displayed by default,
others can be added as needed. You can change the display of the chart elements by
moving them to other locations in the chart, resizing them, or by changing the format.
You can also remove chart elements that you do not want to display.
1. The chart area of the chart.

2. The plot area of the chart.
3. The data points of the data series that are plotted in the chart.
4. The horizontal (category) and vertical (value) axis along which the data is plotted
in the chart.
5. The legend of the chart.
6. A chart and axis title that you can use in the chart.
7. A data label that you can use to identify the details of a data point in a data series.
Create a chart
For most charts, such as column and bar charts, you can plot the data that you
arrange in rows or columns on a worksheet into a chart. However, some chart types
(such as pie and bubble charts) require a specific data arrangement.
1) On the worksheet, arrange the data (as given below) that you want to plot in a
chart. In columns or rows, such as:
Year Apples Oranges Bananas
2013 800 600 50
2014 600 700 550
2015 50 90 150
The data can be arranged in rows or columns — Excel automatically

determines the best way to plot the data in the chart. Some chart types (such as pie
and bubble charts) require a specific data arrangement.
2) Select any cell within the data range that you want to use for the chart.
Tip If you select only one cell, Excel automatically plots all cells that contain
data that is adjacent to that cell. If the cells that you want to plot in a chart are not in a

continuous range, you can select non-adjacent cells or ranges with Ctrl+Left-Click,
as long as the selection forms a rectangle. You can also hide any rows or columns you
don't want to plot in the chart.

3) On the Insert tab, in the Charts group, do one of the following:
 Click the chart type, and then click a chart subtype that you want to use.
 To see all available chart types, click to

launch the Insert

Chart dialog box, and then click the arrows to scroll through the chart types.
Tip A ScreenTip displays the chart type name when you rest the mouse
pointer over any chart type or chart subtype.
4) By default, the chart is placed on the worksheet as an embedded chart. If you
want to place the chart in a separate chart sheet, you can change its location by
doing the following:
 Click anywhere in the embedded chart to activate it. This displays Chart
Tools, adding the Design, Layout, and Format tabs.
 On the Design tab, in the Location group, click Move Chart.
c) Under Choose where you want the chart to be placed, do one of the

following:
 To display the chart in a chart sheet, click New sheet.
 To display the chart as an embedded chart in a worksheet, click Object in,
and then click a worksheet in the Object in box.

5) Excel automatically assigns a name to the chart, such as Chart1 if it is the first
chart that you create on a worksheet. To change the name of the chart, do the
following:
a) Click the chart.
b) On the Layout tab, in the Properties group, click the Chart Name text box.
c) Type a new name.
d) Press ENTER.
Modify a Chart
After you create a chart, you can modify any one of its elements. For example,
you might want to change the way that axes are displayed, add a chart title, move or
hide the legend, or display additional chart elements.
To modify a chart, you can do one or more of the following:
Change the display of chart axes
You can specify the scale of axes and adjust the interval between the values or
categories that are displayed. To make your chart easier to read, you can also add tick
marks to an axis, and specify the interval at which they will appear.
Add titles and data labels to a chart
To help clarify the information that appears in your chart, you can add a chart
title, axis titles, and data labels.
Add a legend or data table
You can show or hide a legend, change its location, or modify the legend
entries. In some charts, you can also show a data table that displays the legend keys
and the values that are presented in the chart.
Apply special options for each chart type
Special lines (such as high-low lines and trend-lines), bars (such as up-down
bars and error bars), data markers, and other options are available for different chart
types.
USING BASIC FUNCTIONS:
Text
Excel TEXT Function
Math & Trig
Math & Trig

Description
Functions
ABS Returns the absolute value of a number.
Returns one of many different aggregates from a list or
AGGREGATE
database
Rounding Functions
Returns a Number Rounded away from Zero to the Nearest
CEILING.MATH
Multiple of significance
Rounds a number down toward zero to the nearest multiple of
FLOOR.MATH
significance
INT Rounds a number down to the nearest integer
Rounds a decimal number away from zero to the nearest even
EVEN
integer
Rounds a decimal number away from zero to the nearest odd
ODD
integer
ROUND Rounds a number to a specified number of digits
ROUNDDOWN Always rounds a number down
ROUNDUP Always rounds a number up

MROUND Rounds a value to a desired multiple
Truncates a number by removing some or all of the decimal
TRUNC
portion of a number
MOD Returns the remainder of a division problem
Greatest Common Divisior (Returns the greatest common
GCD
divisor of two or more integers)
Least Common Multiple (Returns the least common multiple
LCM
of integers)
POWER Returns the result of a number raised to a power
RANDBETWEEN Generates a Random number between two specified numbers
Determines the sign of a number then returns a 1 if the number
SIGN is positive, a zero (0) if the number is 0 and a -1 if the number
is negative
SUMSQ Returns the Sum of the Squares
PRODUCT Multiplies all of the numbers given for arguments
Returns the sum of the multiplications of values in
SUMPRODUCT
corresponding ranges
SQRT Returns the square root of a number
Returns the subtotal of the numbers in a column from a list or
SUBTOTAL
database
SUM Sums a series of values
Used to sum values provided that they meet a condition that
SUMIF
you specify
SUMIFS Used to sum values only if multiple conditions are met
Statistical
Average()
To calculate the average of a range of cells, use the AVERAGE function.
Averageif()
To average cells based on one criteria, use the AVERAGEIF function. For example,
to calculate the average excluding zeros.
Note: <> means not equal to. The AVERAGEIF function is similar to the
SUMIF function.
Median()
To find the median (or middle number), use the MEDIAN function.
Check:
Mode()
To find the most frequently occurring number, use the MODE function.
Standard Deviation
To calculate the standard deviation, use the STEDV function.
Min()
To find the minimum value, use the MIN function.
Max()
To find the maximum value, use the MAX function.
Large()
To find the third largest number, use the following LARGE function.
Check:
Small()
To find the second smallest number, use the following SMALL function.
Date & Time()
Note: Dates are in US Format. Months first, Days second. This type of format
depends on your windows regional settings. Learn more about Date and Time
formats.
Year, Month, Day

To get the year of a date, use the YEAR function.
Note: use the MONTH and DAY function to get the month and day of a date.
Date() Function
1. To add a number of days to a date, use the following simple formula.
2. To add a number of years, months and/or days, use the DATE function.
Note: the DATE function accepts three arguments: year, month and day. Excel
knows that 6 + 2 = 8 = August has 31 days and rolls over to the next month (23
August + 9 days = 1 September).
Current Date & Time

To get the current date and time, use the NOW function.
Note: use the TODAY function to get the current date only. Use NOW()-
TODAY() to get the current time only (and apply a Time format).
Hour, Minute, Second

To return the hour, use the HOUR function.
Note: use the MINUTE and SECOND function to return the minute and second.
Time() Function
To add a number of hours, minutes and/or seconds, use the TIME function.
Note: Excel adds 2 hours, 10 + 1 = 11 minutes and 70 - 60 = 10 second
Database
Excel Database Functions List
DAVERAGE Calculates the average of values in a field of a list or

database, that satisfy specified conditions
DCOUNT Returns the number of cells containing numbers in a field of

a list or database that satisfy specified conditions
DCOUNTA Returns the number of non-blank cells in a field of a list or

database, that satisfy specified conditions
DGET Returns a single value from a field of a list or database, that

satisfy specified conditions
DMAX Returns the maximum value from a field of a list or database,

that satisfy specified conditions
DMIN Returns the minimum value from a field of a list or database,

DPRODUCT Calculates the product of values in a field of a list or database,

DSTDEV Calculates the standard deviation (based on a sample of a

population) of values in a field of a list or database, that satisfy
specified conditions
DSTDEVP Calculates the standard deviation (based on an entire population)

of values in a field of a list or database, that satisfy specified
conditions
DSUM Calculates the sum of values in a field of a list or database, that

satisfy specified conditions
DVAR Calculates the variance (based on a sample of a population) of

values in a field of a list or database, that satisfy specified
conditions
DVARP Calculates the variance (based on an entire population) of

values in a field of a list or database, that satisfy specified
conditions
Financial Functions
PMT()
Select cell A2 and insert the PMT function.
Note: The last two arguments are optional. For loans the Fv can be omitted (the
future value of a loan equals 0, however, it's included here for clarification). If Type
is omitted, it is assumed that payments are due at the end of the period.
Result. The monthly payment equals $1,074.65.
Tip: when working with financial functions in Excel, always ask yourself the
question, am I making a payment (negative) or am I receiving money (positive)? We
pay off a loan of $150,000 (positive, we received that amount) and we make monthly
payments of $1,074.65 (negative, we pay).
RATE()
If Rate is the only unknown variable, we can use the RATE function to calculate
the interest rate.
NPER()
Or the NPER function. If we make monthly payments of $1,074.65 on a 20-year
loan, with an annual interest rate of 6%, it takes 240 months to pay off this loan.
We already knew this, but we can change the monthly payment now to see how
this affects the total number of periods.
Conclusion: if we make monthly payments of $2,074.65, it takes less than 90

months to pay off this loan.
PV()
Or the PV (Present Value) function. If we make monthly payments of $1,074.65
on a 20-year loan, with an annual interest rate of 6%, how much can we borrow? You
already know the answer.
FV()
And we finish this chapter with the FV (Future Value) function. If we make
monthly payments of $1,074.65 on a 20-year loan, with an annual interest rate of 6%,
do we pay off this loan? Yes.
But, if we make monthly payments of only $1,000.00, we still have debt after 20
years.
Logical Functions
1. Select cell C2 and enter the following function.
The IF function returns Correct because the value in cell A1 is higher than 10.
AND() Function
The AND Function returns TRUE if all conditions are true and returns FALSE if
any of the conditions are false.
1. Select cell D2 and enter the following formula.
The AND function returns FALSE because the value in cell B2 is not higher
than 5. As a result the IF function returns Incorrect.
OR() Function
The OR function returns TRUE if any of the conditions are TRUE and returns
FALSE if all conditions are false.
1. Select cell E2 and enter the following formula.
The OR function returns TRUE because the value in cell A1 is higher than 10.
As a result the IF function returns Correct.
USING ADVANCED FUNCTIONS:
Use of VLookup/HLookup
Excel - Using the VLOOKUP and HLOOKUP Functions

This document explains the functions of VLOOKUP and HLOOKUP and how
to use them in a spreadsheet. It can be used in all versions of Microsoft Excel.
VLOOKUP and HLOOKUP are functions in Excel that allow you to search a
table of data and based on what the user has supplied and give appropriate
information from that table.
If you have a table of Student ID numbers, Student Names and Grades, you can
set up Excel so that if a Student ID number is supplied by the user, it will look
through the table and output the student's name and grade.
VLOOKUP allows you to search a table that is set up vertically. That is, all of
the data is set up in columns and each column is responsible for one kind of data. In
the Student Record example, there would be a separate column of data for Student
Names, one for Student ID numbers, etc.
HLOOKUP is the exact same function, but looks up data that has been formatted
by rows instead of columns.
The format of the VLOOKUP function is:

=VLOOKUP (lookup_value,table_array,col_index_num,range_lookup).
The lookup_value is the user input. This is the value that the function uses to
search on. If you are searching a table by the Student ID number, then the
lookup_value is the cell that contains the inputted Student ID number being looked
up.
The table_array is the area of cells in which the table is located. This includes
not only the column being searched on, but the data columns for which you are going
to get the values that you need. Back to the example, the table_array would not only
include the Student ID number column, but the columns for the Student Names and
Grades as well.
The col_index_num is the column of data that contains the answer that you
want. If your table is set up as: column 1 - Student ID Number, column 2 - Student
Names, column 3 - Grades and you inputted a Student ID Number and you want to
retrieve the grade that was received for that person, the col_index_num would be 3. 3
is the column number of the data column for the ANSWER that you are trying to look
up.
Range_lookup is a TRUE or FALSE value. When set to TRUE, the lookup
function gives the closest match to the lookup_value without going over the
lookup_value. When set to FALSE, an exact match must be found to the
lookup_value or the function will return #N/A. Note, this requires that the column
containing the lookup_value be formatted in ascending order.
To use the Function Wizard to insert a VLOOKUP function:

1. Select the cell that will contain the answer to the VLOOKUP and access the
Insert Function dialog, which depends upon the version of Excel that you are
using:
 For Excel 2007 and 2010: Go to the Formula tab on the ribbon, and
choose Insert Function.
 For Excel 2003 and earlier: Select Insert -> Function...
2. Under the Function Category, choose either All or Lookup & Reference.
3. Under the Function Name, select VLOOKUP, and hit OK.
4. The Function Wizard for VLOOKUP will then display. The 4 values talked
about above (lookup_value, table_array, col_index_num, range_lookup) are
required by the function. Each line for each value required. If you put the cursor
into the first line for lookup_value, down below it explains what the
lookup_value is for your reference. Similar information is displayed when the
cursor is in any of the other fields.
5. Enter in the lookup_value either by typing in the number for the cell, or, by
selecting the cell on the worksheet.
6. Enter in the table_array by typing in the numbers for the cells, or, by selecting
the group of cells on the worksheet.
7. Enter in the number for column which contains the data that you wish to obtain
in the col_index_num area.
8. Enter into the range_lookup field the value TRUE if the function should accept
the closest value to your lookup_value without going over or FALSE if an exact
match is required.
9. Hit OK when ready.
DATA ANALYSIS:
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.
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 Ascending command to
Sort A to Z, or the Descending command to Sort Z to A. In our example,
we'll click the Ascending command.
3. The worksheet will be sorted by the selected column. In our example, the
worksheet is now sorted by last name.
To sort a range:
In our example, we'll select a separate table in our T-shirt order form to sort the
number of shirts that were ordered on different dates.
1. Select the cell range you want to sort. In our example, we'll select cell
range A13:B17.
2. Select the Data tab on the Ribbon, then click the Sort command.
3. The Sort dialog box will appear. Choose the column you want to sort by. In our
example, we want to sort the data by the number of T-shirt orders, so we'll
select Orders.
4. Decide the sorting order (either ascending or descending). In our example,

we'll use Smallest to Largest.
5. Once you're satisfied with your selection, click OK.
6. The cell range will be sorted by the selected column. In our example, the Orders
column will be sorted from lowest to highest. Notice that the other content in
the worksheet was not affected by the sort.
Filtering data (AutoFilter , Advanced Filter)

Auto filter
Advanced filter
1. Enter the criteria shown below on the worksheet.
2. Click any single cell inside the data set.

3. On the Data tab, in the Sort & Filter group, click Advanced.
4. Click in the Criteria range box and select the range A1:D2 (blue).
5. Click OK.
Notice the options to copy your filtered data set to another location and display
unique records only (if your data set contains duplicates).
Result.
No rocket science so far. We can achieve the same result with the normal filter.
We need the Advanced Filter for Or criteria.
OR Criteria
To display the sales in the USA in Qtr 4 or in the UK in Qtr 1, execute the
following steps.
6. Enter the criteria shown below on the worksheet.
7. On the Data tab, in the Sort & Filter group, click Advanced, and adjust the
Criteria range to range A1:D3 (blue).
8. Click OK.
Result.
Formula as Criteria
To display the sales in the USA in Qtr 4 greater than $10.000 or in the UK in Qtr
execute the following steps.
9. Enter the criteria (+formula) shown below on the worksheet.
10. On the Data tab, in the Sort & Filter group, click Advanced, and adjust the
Criteria range to range A1:E3 (blue).
11. Click OK.
Result.
Data validation
Data Validation Example

In this example, we restrict users to enter a whole number between 0 and 10.
Create Data Validation Rule

To create the data validation rule, execute the following steps.
1. Select cell C2.
2. On the Data tab, in the Data Tools group, click Data Validation.
On the Settings tab:

3. In the Allow list, click Whole number.
4. In the Data list, click between.
5. Enter the Minimum and Maximum values.
Input Message
Input messages appear when the user selects the cell and tell the user what to
enter.
On the Input Message tab:
1. Check 'Show input message when cell is selected'.
2. Enter a title.
3. Enter an input message.
Error Alert
If users ignore the input message and enter a number that is not valid, you can
show them an error alert.
On the Error Alert tab:
1. Check 'Show error alert after invalid data is entered'.
2. Enter a title.
3. Enter an error message.
4. Click OK.
Data Validation Result
1. Select cell C2.
2. Try to enter a number higher than 10.
Result:
What-if analysis (usng data table/scenarios)

Not given matter ********
Creating sub-totals and grand totals
If you have a list of invoices in Excel, and you want that list to show a total for
each month and for the year, most people would use the SUM function to total each
month. But if you try to do that for the year you will end up totaling both the invoices
and the monthly totals, unless you move the monthly totals to a separate column.
Another common approach is to write a formula that points to each monthly total and
adds them up. The beauty of the SUBTOTAL function is that you can add up the
whole column and it will ignore the other SUBTOTALS that finds.
Here is an example of how it works:
Let’s say that I want a subtotal in cell C4 that adds up the 3 cells above it. I
would enter the formula =SUBTOTAL(9,C1:C3) in cell C4. As you would expect,
the “C1:C3” designates the range of cells from C1 through C3. I’ll explain the 9 later.
Next I want another subtotal in C9 that adds up the 3 cells above it. I would
enter the formula =SUBTOTAL(9,C6:C8) in cell C9.
Now, to put a grand total on line 11, I can use the formula
=SUBTOTAL(9,C1:C10). Notice that the range doesn’t exclude cells C4 and C9
where the other subtotals are. The subtotal function automatically excludes those
amounts.
In a small example like this, it may not seem worth the trouble of trying to
remember how to enter the subtotal function. But in a large spreadsheet with
hundreds or even thousands of lines, you can save a lot of time and effort by not
having to track down the individual ranges that would be needed to use the more
familiar SUM function. Next month I will show you how, in many cases, you can
have Excel insert the subtotals and grand total automatically, so you don’t have to
remember how to enter the subtotal function yourself.
Now, back to the mysterious “9” that I said I would explain. The subtotal
function has 11 different options that can be chosen. Among other things, it can add,
multiply, count, or average, the entries in a given range of cells. The 9 simply tells
Excel to add or Sum the cells in the range. For a complete list of options, search for
SUBTOTAL FUNCTION in Excel’s help.
Pivot table/chart
Insert Pivot Chart

To insert a pivot chart, execute the following steps.
1. Click any cell inside the pivot table.
2. On the Analyze tab, in the Tools group, click PivotChart.
The Insert Chart dialog box appears.

3. Click OK.
Below you can find the pivot chart. This pivot chart will amaze and impress
your boss.
Note: any changes you make to the pivot chart are immediately reflected in the
pivot table and vice versa.
Filter Pivot Chart
To filter this pivot chart, execute the following steps.
1. Use the standard filters (triangles next to Product and Country). For example,
use the Country filter to only show the total amount of each product exported to
the United States.
2. Remove the Country filter.

3. Because we added the Category field to the Filters area, we can filter this pivot
chart (and pivot table) by Category. For example, use the Category filter to only
show the vegetables exported to each country.
Change Pivot Chart Type

You can change to a different type of pivot chart at any time.
1. Select the chart.
2. On the Design tab, in the Type group, click Change Chart Type.
3. Choose Pie.
4. Click OK.
Result:
Goal seek/solver
 =GoalSeek
When using the goal seek function, Excel varies the value in a cell that you
specify until a formula that's dependent on that cell returns the result you want. It is
very useful for quickly solving any formula for a single unknown value. If you've
used the solver on a TI-83+, the method is very similar. This example will use Excel
to solve a formula for the ideal path of a projectile.
a. Set up the variable names in column A.

b. Name cells by selecting A2:B10 and pressing Ctrl-Shift-F3 (or the menu
Insert, Name, Create). Since our names in the left column, select that
option. Click on one of the empty cells in column B to see if it was named
as expected.
c. Copy/paste the image of the formula from the web page to use for
reference.
d. Enter the formula in the in the cell next to the eq label. Be careful with
parenthesis. Watch the color coding to help you spot errors.
e. Use Tools, Goal Seek to determine where (x value) a projectile will hit the
ground (y=0) if it is shot from (0,0) with a velocity of 75 ft/s and an angle
of 30 degrees. Use an initial guess of x=100 ft. (answer 151 ft)
f. Determine both launch angles that will hit a target at 50 feet away when
shooting from (0,0) with a velocity of 75 ft/s. Note that you have to run
goal seek again, the values are not automatically calculated. Which
answer you get depends upon the value of theta that you start with.
(answers: 8.3 and 81.7 degrees)
 Solver - Single Equation

Excel's solver utility is a more powerful and flexible version of the goal seek
utility. It accommodates multiple unknowns, multiple equations, and is able to
optimize under-constrained solutions based upon multiple constraints.
g. Solve the trajectory equation above using the Excel's solver utility.
h. If you don't have a Tools, Solver... menu option select Tools, Add-Ins...
and checkmark the Solver Add-in option.
i. Change the current value for theta to something other than the answer
from the previous part. Use Tools, Solver to solve for theta with the
settings as shown. The solution that is found still depends upon the
starting value of theta.
j. Optional: How do you know what initial value to use? The answer is you
don't. For simple (one variable cases) you can do a quick plot of the
equation vs theta. Using the starting value, the solver evaluates a value on
each side. Whichever value is closer to the desired value determines the
iteration direction. It then continues in that direction until a solution is
found or a constraint is encountered. You can see from this plot shows
that for starting values of theta less than 75 the lower value for theta will
be found. For starting values greater than 75, the upper value for theta will
be found.
 Solver - System of Linear Equations (Video: 9:31 minutes, 16.1 MB)

k. Use Excel's solver to solve the following set of equations
l 4P - 2N + 3F -10 = 20
m P + 5N = 0
n. N - F - 10 = 0
o. Set up a blank sheet as shown.
p. Column A is all text just to make it easier to understand and use
q. Cells B7:B9 are individually named so the cell name corresponds to the
variable name. A quick way to do this is to make B7 active, press ctrl-F3.
This will display the Define Name dialog with the name already pulled
from the cell to the left. Just press entered and the name is defined. Repeat
for B8 and B9. Note that variable names can't be things like X1 because
that could be confused with column X, row 1.
r. Rearrange the equations so they are each equal to 0 and place them as
formulas in cells B2:B4
s. Cells B7:B9 will be used as initial guesses. Blanks will be interpreted as
zeros.
t. Go to Tools, Solver. Specify P,N,F as the cells to change. Specify that all
the equation results $B$2:$B:$4 = 0 by adding a constraint as shown.
u. Press Solve and keep the solution - you should get P=15.79, N=-3.16, and
F=-13.16
v. Optional: For linear equations with a unique solution, you can use matrix
operations to get an exact answer. i.e. solving [A][X]=[B] for [X] gives
[X] = [A]-1[B]. The image on the right shows the setup. The formula in
column E is an array formula - to get it entered highlight cells E2:E4,
enter the formula as shown (without the { }'s) and then press CTRL-
SHIFT-ENTER instead of ENTER to finish the formula.
 Solver - Systems of Non-linear Equations

Example 1
The tree picture on the right is a
homework problem from EF 152. Its
solution is easy if you recognize the
symmetry. If you don't see that, or don't trust
your assumption, you can still solve it by
solving the two equations below. If you
name cells, avoid names (like theta) that you
may have used elsewhere in your
workbook.
Tcos(17) + Tcos(17+θ) = 65cos(38)
Tsin(17) + Tsin(17+θ) = 65sin(38)
Answers should be θ=42° and T=34.8 lb
FAB = 65 lbs, find tension in rope CAD
Example 2 (optional) (Video: 7:40 minutes, 20.4 MB)

Start a new sheet and solve this set of non-linear
equations.
x3 + 3y = 1/sin2(2θ)
y = e-x
y = x + ln(θ)
Excel uses the function exp( ) to calculate e raised to a
power. This system of equations has multiple solutions - look
for the one with the smallest positive values of x, y, and θ. You can control the
solution found by varying the initial values of the variables and adding additional
constraints. Answer should be
X = 1.679
Y = 0.187
 = 0.225 radians
 Solver - Optimization
Example 1
You are asked to design a cylindrical can that holds a
given volume (12 oz) with a minimum of heat loss. Heat loss is
proportional to the surface area, so you want to minimize the
surface area. You can solve this analytically with a little
calculus or you can use Excel's solver.
Hints:
 Surface area of a cylinder = top + bottom + side = πr2 + πr2 + 2πrh
 Volume of a cylinder = πr2h
 Excel has a function - pi() - that returns the value of π.
 Units need to match - ounces to inches
 Minimize surface area equation
 Height and radius are the variables that can change
 Volume = 12oz is a constraint
Answer: h=3 in, r=1.5 in
Example 2 (optional) (Video: 6:38 minutes,

19.9 MB) You are a radiologist planning a
program of radiation therapy for a cancer patient.
Your beam treatment machine can pass two beams
of ionizing radiation through the patient’s body.
Your mission is to select the radiation dose from
the two beams so as to minimize damage to healthy tissue, while subjecting the tumor
to a large enough dose to kill cancer cells, and without overdosing sensitive tissues.
The radiation dose received by various tissues as a result of a 1-sec exposure from
each beam is listed in the table below.
Area Beam dose Beam 2 dose Constraint
(krad/sec) (krad/sec)
Healthy 07 0.3 minimize
Tissue
Sensitive 0.5 0.2 no more than 1.5
Tissue kilorads of radiation
Tumor 3.0 0.6 at least 6 kilorads of
radiation
Center
Tumor edge 1.0 2.0 at least 4 kilorads of
radiation
Use Excel's solver to determine the optimal time required for each beam of
radiation. Try to do this without looking at the solutions on the right.
Answer: Beam 1 = 1.78 sec, Beam 2 = 1.11 sec
Slide Transition
Slide transitions are the animation-like effects that occur when you move from
one slide to the next during a presentation. You can control the speed, add sound, and
customize the properties of transition effects.
Add or change a slide transition

1. In the Thumbnail Pane, click the slide where you want to apply or change a
transition. The transition setting dictates how that slide enters and the preceding
slide exits – in our example below, if you add a transition to slide 3, it dictates
how slide 2 leaves and slide 3 enters.
2. On the Transitions tab, find the effect that you want in the Transition gallery.
Click the More button to see the entire gallery. Click the effect that you want
for that slide to select it or to see a preview.
3. Click Effect Options to change how the transition occurs – for example, what
direction the slide enters from.
4. Optional:
 To set how fast the transition goes, enter a time in the Duration box. Set
the number higher to make the transition go slower. For more about
transition timing, see Set the speed and timing of transitions.
 To add sound to your transition, select a sound in the Sound box, or
select Other Sound to choose a sound from your computer.
 If you want all slides in the presentation to transition the same way,
click Apply To All.
5. Click Preview to see what the transition looks like with all the settings.
Remove a transition
Remember that a transition applies to a slide’s entrance, not how it exits. So if
you want to remove the exit effects for slide 2, remove the transition from slide 3.
 Click the slide that you want to have no transition. Then on
the Transitions tab, in the Transitions gallery, click None.
In our example, if slide 3 has no transition, it appears instantly as slide 2

disappears.
 To remove transitions from all slides, select all the slides in your
presentation (Ctrl+A) in the Thumbnail pane, and then on
the Transitions tab, in the Transitions gallery, click None.
****** not given matter*******

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Office Automation Using MS-Office 1

To create a new document:

To save a copy of the document:

3. In the Document Name field, type the name of the document.

EDITING AND FORMATTING FEATURES

1. Check spelling and grammar

2. The Spelling and Grammar dialog box

DESIGNING A TITLE PAGE

Creating the index

3. Do one of the following:

In the “illustrations” section, click on “Smart Art”.

Insert the cross-reference

7. If the Include above/below check box is available, check it to include specify

A bookmark in Word works like a bookmark you might place in a book: It

Bookmark the location

Go to the bookmarked location

MAIL MERGE FEATURE

Step 1: Set Up the Excel Data File

Each field name should be unique.

Step 2: Set Up the Main Document

Under Select document type, click Letters.

Click Next: Starting document.

Use one of the following methods:

Click Start from a template.

Click Select template.

Step 3: Specify the Excel Data Source

Step 4: Select the Recipients

Use the check boxes to designate recipients.

Sort items in the list.

Filter items in the list.

Click any of the following:

Step 5: Complete the Letter and Add Merge Fields

Insert Merge Fields

Insert any of the following:

Click Address block.

Click Greeting line.

Other fields of information:

Use one of the following methods:

Print Online Postage

Click Postal Bar Code.

Change the Format of the Merged Data

Format by Using Field Codes

Examples of how to use switches are as follows:

Step 6: Save the Document

Step 7: Preview the Letters and Fine-Tune the Recipient List

Step 8: Complete the Merge

Click Edit individual letters.

Select the options that you want.

To print all the documents, click All.

Save the Merged Letters for Later Use

Click Edit individual letters.

1. Launch Microsoft Excel. ...

1. Click Enterprise > Workbook > Split Workbook. See screenshot:

1. To open the workbook that is published to Excel Services, do one of the

To open the workbook by using Excel, do the following:

Click the Microsoft Office Button , and then click Open.

To open the workbook by using the browser, do the following:

Click Microsoft Office Button , click Publish, and then click

Know Chart Elements

1. The chart area of the chart.

The data can be arranged in rows or columns — Excel automatically

 To see all available chart types, click to

c) Under Choose where you want the chart to be placed, do one of the

not given matter*