GUIDELINES FOR WORD, EXCEL,

AND POWERPOINT

AYLAH CENTER  
 INTRODUCTION

1. What is a computer?

A computer is an electronic device that manipulates information, or data. It could store, retrieve, and
process data. You may already know that you can use a computer to type documents, send email, play
games, and browse the Web. You can also use it to edit or create spreadsheets, presentations, and even
videos.

2. Hardware and Software

Hardware is any part of your computer that has a physical structure, such as the keyboard or mouse. It
also includes all computer's internal parts, which you can see in the image below.

Software is any set of instructions that tells the hardware what to do and how to do it. Examples of
software include web browsers, games, and word processors.

Everything you do on your computer will rely on both hardware and software. For example, right now
you may be reading this document in a web browser (software) and using your mouse (hardware) to click
from page to page. As you learn about different types of computers, ask yourself about the differences in
their hardware.

3. What are the different types of computers?

When most people hear the word computer, they think of a personal computer such as a desktop or
laptop. However, computers come in many shapes and sizes, and they perform many different functions
in our daily lives. When you withdraw cash from an ATM, scan groceries at the store, or use a calculator,
you're using a type of computer.
4. Basic Parts of a Computer

The basic parts of a desktop computer are the computer case, monitor, keyboard, mouse, and power
cord. Each part plays an important role whenever you use a computer.

- Computer case

The computer case is the metal and plastic box

that contains the main components of the
computer, including the motherboard, central
processing unit (CPU), and power supply. The
front of the case usually has an On/Off button
and one or more optical drives. Computer
cases come in different shapes and sizes. A
desktop case lies flat on a desk, and the
monitor usually sits on top of it. A tower case is
tall and sits next to the monitor or on the floor.
All-in-one computers come with the internal
components built into the monitor, which
eliminates the need for a separate case.

- Monitor

The monitor works with a video card, located inside

the computer case, to display images and text on the
screen. Most monitors have control buttons that
allow you to change your monitor's display settings,
and some monitors also have built-in speakers.
 Keyboard
The keyboard is one of the main ways to
communicate with a computer. There are many
different types of keyboards, but most are very
similar and allow you to accomplish the same
basic tasks.
Mouse
The mouse is another important tool for
communicating with computers. Commonly
known as a pointing device, it lets you point to
objects on the screen, click on them, and move
them.

5. Buttons and Ports on a Computer

Each computer is different, so the buttons, ports, and sockets will vary from computer to computer.
However, there are certain ones you can expect to find on most desktop computers. Learning how these
ports are used will help whenever you need to connect something to your computer, like a new printer,
keyboard, or mouse.

Front of a computer case Back of a computer case

6. Peripherals

The most basic computer setup usually includes the computer case, monitor, keyboard, and mouse, but
you can plug many different types of devices into the extra ports on your computer. These devices are
called peripherals.

Printers
A printer is used to print documents, photos,
and anything else that appears on your screen.
There are many types of printers, including
inkjet, laser, and photo printers. There are
even all-in-one printers, which can also scan
and copy documents
Scanners
A scanner allows you to copy a physical image or
document and save it to your computer as a
digital (computer-readable) image. Many
scanners are included as part of an all-in-one
printer, although you can also buy a separate
flatbed or handheld scanner.
 Speakers/headphones
Speakers and headphones are output devices,
which means they send information from the
computer to the user—in this case, they allow
you to hear sound and music. Depending on
the model, they may connect to the audio port
or the USB port. Some monitors also have
built-in speakers.
7. Inside a computer
Motherboard
The motherboard is the computer's main
circuit board. It's a thin plate that holds the
CPU, memory, connectors for the hard drive
and optical drives, expansion cards to control
the video and audio, and connections to your
computer's ports (such as USB ports). The
motherboard connects directly or indirectly to
every part of the computer.
Microphones
A microphone is a type of input device, or a device
that receives information from a user. You can
connect a microphone to record sound or talk with
someone else over the Internet. Many laptop
computers come with built-in microphones.
CPU/processor
The central processing unit (CPU), also called a
processor, is located inside the computer case
on the motherboard. It is sometimes called
the brain of the computer, and its job is to
carry out commands. Whenever you press a
key, click the mouse, or start an application,
you're sending instructions to the CPU.
 RAM (random access memory)
RAM is your system's short-term memory.
Whenever your computer performs
calculations, it temporarily stores the data in
the RAM until it is needed.
This short-term memory disappears when the
computer is turned off. If you're working on a
document, spreadsheet, or other type of file,
you'll need to save it to avoid losing it. When
you save a file, the data is written to the hard
drive, which acts as long-term storage.
RAM is measured in megabytes (MB) or
gigabytes (GB). The more RAM you have, the
more things your computer can do at the
same time. If you don't have enough RAM, you
may notice that your computer is sluggish
when you have several programs open.
Because of this, many people add extra RAM
to their computers to improve performance.
Hard Drive
The hard drive is where your software,
documents, and other files are stored. The
hard drive is long-term storage, which means
the data is still saved even if you turn the
computer off or unplug it.
When you run a program or open a file, the
computer copies some of the data from the
hard drive onto the RAM. When you save a
file, the data is copied back to the hard drive.
The faster the hard drive, the faster your
computer can start up and load programs.

8. Understanding Operating Systems

An operating system is the most important software that runs on a computer. It manages the computer's
memory and processes, as well as all of its software and hardware. It also allows you to communicate
with the computer without knowing how to speak the computer's language. Without an operating
system, a computer is useless.
Your computer's operating system (OS) manages all of the software and hardware on the computer.
Most of the time, there are several different computer programs running at the same time, and they all
need to access your computer's central processing unit (CPU), memory, and storage. The operating
system coordinates all of this to make sure each program gets what it needs.

The three most common operating systems for personal computers are Microsoft Windows, macOS, and
Linux.

Microsoft Windows.
Microsoft created the Windows operating system in the mid-1980s. Windows comes pre-loaded on most
new PCs, which helps to make it the most popular operating system in the world.

See Annex A, for more information.

 WORD

1. Introduction

Microsoft Word is a word processing application that allows you to create a variety of documents,
including letters, resumes, and more.

2. The Word interface

When you open Word for the first time, the Start Screen will appear. From here, you'll be able to create
a new document, choose a template, and access your recently edited documents. From the Start
Screen, locate and select Blank document to access the Word interface.

3. Working with the Word environment

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

3.1 The Ribbon. Word uses a tabbed Ribbon system instead of traditional menus.
The Ribbon contains multiple tabs, which you can find near the top of the Word window.
Each tab contains several groups of related commands. For example, the Font group on the Home tab
contains commands for formatting text in your document.

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

Showing and hiding the Ribbon. If you find that the Ribbon takes up too much screen space, you can hide
it. To do this, click the Ribbon Display Options arrow in the upper-right corner of the Ribbon, then select
the desired option from the drop-down menu:
 Auto-hide Ribbon: Auto-hide displays your document in full-screen mode and completely hides the
Ribbon from view. To show the Ribbon, click
the Expand Ribbon command at the top of
screen.
 Show Tabs: This option hides all command groups
when they're not in use, but tabs will remain
visible. To show the Ribbon, simply click a tab.
 Show Tabs and Commands: This option
maximizes the Ribbon. All tabs and commands will
be visible. This option is selected by default when
you open Word for the first time.
Using the Tell me feature. If you're having trouble finding a command you want, the Tell Me feature can
help. It works just like a regular search bar. Type what you're looking for, and a list of options will appear.
You can then use the command directly from the menu without having to find it on the Ribbon.

3.2 The Quick Access Toolbar. Located just above the Ribbon, the Quick Access Toolbar lets you access
common commands no matter which tab is selected. By default, it shows the Save, Undo,
and Redo commands, but you can add other commands depending on your needs.

Zooming in and out. To zoom in or out, click and drag the zoom control slider in the bottom-right corner
of the Word window. You can also select the + or - commands to zoom in or out by smaller increments.
The number next to the slider displays the current zoom percentage, also called the zoom level.

4. Let’s go!

Annex B, you will find exercises and examples.

5. Final Recommendation

As a recommendation, select File at ribbon, and then select "Take a

tour" instead of “blank document”. You'll find additional directions for
using Word.
 EXCEL

1. Introduction

Excel is a spreadsheet program that allows you to store, organize, and analyze information. Whether

you're keeping a budget, organizing a training log, or creating an invoice, Excel makes it easy to work
with different types of data.

2. The Excel Start Screen

When you open Excel for the first time, the Excel Start Screen will appear. From here, you'll be able to
create a new workbook, choose a template, and access your recently edited workbooks.

From the Excel Start Screen, locate and select Blank workbook to access the Excel interface.

3. The parts of the Excel window

Some parts of the Excel window (like the Ribbon and scroll bars) are standard in most other Microsoft
programs. However, there are other features that are more specific to spreadsheets, such as the formula
bar, name box, and worksheet tabs.

Click the buttons in the interactive below to become familiar with the parts of the Excel interface.
4. Working with the Excel environment

The Ribbon and Quick Access Toolbar are where you will find the commands to perform common tasks
in Excel.

4.1 The Ribbon. Excel uses a tabbed Ribbon system instead of traditional menus. The
Ribbon contains multiple tabs, each with several groups of commands. You will use these tabs to
perform the most common tasks in Excel.
 Each tab will have one or more groups.

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

 Click a tab to see more commands.

To change the Ribbon Display Options:

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

There are three modes in the Ribbon Display Options menu:

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

Located just above the Ribbon, the Quick Access Toolbar lets you access common commands no matter
which tab is selected. By default, it includes the Save, Undo, and Repeat commands. You can add other
commands depending on your preference.

4.2 How to use Tell me. The Tell me box works like a search bar to help you quickly find tools or
commands you want to use.

- Type in your own words what you want to do.

- The results will give you a few relevant options. To use one, click it like you would a command on
the Ribbon.

5. Worksheet views

Excel has a variety of viewing options that change how your workbook is displayed. These views can be
useful for various tasks, especially if you're planning to print the spreadsheet. To change worksheet
views, locate the commands in the bottom-right corner of the Excel window and select Normal
view, Page Layout view, or Page Break view.

- Normal view is the default view for all worksheets in Excel.

- Page Layout view displays how your worksheets will appear when printed. You can also add
headers and footers in this view.

- Page Break view allows you to change the location of page breaks, which is especially helpful when
printing a lot of data from Excel.
6. Backstage view

Backstage view gives you various options for saving, opening a file, printing, and sharing your
workbooks.

To access Backstage view:

- Click the File tab on the Ribbon. Backstage view will appear.

- Click the buttons in the interactive below to learn more about using Backstage view.
7. Let’s go!

Annex C, you will find exercises and examples.

8. Final Recommendation

As a recommendation, select File at ribbon, and then select "Take a tour" instead of “blank document”.
You'll find additional directions for using Excel.
 POWERPOINT

1. Introduction

PowerPoint is a presentation program that allows you to create dynamic slide presentations. These
presentations can include animation, narration, images, videos, and much more.

2. The PowerPoint interface

When you open PowerPoint for the first time, the Start Screen will appear. From here, you'll be able to
create a new presentation, choose a template, and access your recently edited presentations. From
the Start Screen, locate and select Blank Presentation to access the PowerPoint interface.

3. Working with the PowerPoint environment

The Ribbon and Quick Access Toolbar are where you will find the commands to perform common tasks
in PowerPoint. Backstage view gives you various options for saving, opening a file, printing, and sharing
your document.

3.1 The Ribbon. PowerPoint uses a tabbed Ribbon system instead of traditional menus. The
Ribbon contains multiple tabs, each with several groups of commands. For example, the Font group on
the Home tab contains commands for formatting text in your document.
Some groups also have a small arrow in the bottom-right corner that you can click for even more
options.

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

- Auto-hide Ribbon: Auto-hide displays your workbook in full-screen mode and completely hides the
Ribbon. To show the Ribbon, click the Expand
Ribbon command at the top of screen.

- Show Tabs: This option hides all command

groups when they're not in use, but tabs will
remain visible. To show the Ribbon, simply click
a tab.

- Show Tabs and Commands: This option

maximizes the Ribbon. All tabs and commands
will be visible. This option is selected by default
when you open PowerPoint for the first time.

3.2 Using the Tell me feature. If you're having trouble finding a command you want, the Tell Me feature
can help. It works just like a regular search bar: Type what you're looking for, and a list of options will
appear. You can then use the command directly from the menu without having to find it on the Ribbon.
3.3 The Quick Access Toolbar. Located just above the Ribbon, the Quick Access Toolbar lets you access
common commands no matter which tab is selected. By default, it includes the  Save, Undo, Redo,
and Start from Beginning commands.

4. The Ruler, guides, and gridlines

PowerPoint includes several tools to help organize and arrange content on your slides, including
the Ruler, guides, and gridlines. These tools make it easier to align objects on your slides. Simply click
the checkboxes in the Show group on the View tab to show and hide these tools.

Zoom and other view options. PowerPoint has a variety of viewing options that change how your
presentation is displayed. You can choose to view your presentation in Normal view, Slide
Sorter view, Reading view, or Slide Show view. You can also zoom in and out to make your presentation
easier to read.
Switching slide views. Switching between slide views is easy. Just locate and select the desired slide view
command in the bottom-right corner of the PowerPoint window.

Zooming in and out. To zoom in or out, click and drag the zoom control slider in the bottom-right corner
of the PowerPoint window. You can also select the + or - commands to zoom in or out by smaller
increments. The number next to the slider displays the current zoom percentage, also called the zoom
level.

5. Backstage view

Backstage view gives you various options for saving, opening, printing, and sharing your presentations.
To access Backstage view, click the File tab on the Ribbon.

Click the buttons in the interactive below to learn more about using Backstage view.
6. Let’s go!

Annex D, you will find exercises and examples

7. Final Recommendation

As a recommendation, select File at ribbon, and then select "Take a tour" instead of “blank document”.
You'll find additional directions for using PowerPoint.
Sources

For more information:

https://support.microsoft.com/

https://edu.gcfglobal.org/
ANNEX
A
COMPUTER
INTRODUCTION
 ANNEX
B
WORD EXERCISES
 ANNEX
C
EXCEL EXERCISES
ANNEX
D
POWERPOINT
EXERCISES