Introduction to Word Processing

Practical Session 3

In this session, you will learn how to do the following:

1. Explain what a Menu is and be able to use it.

2. Use the toolbars, the ruler and the status bar.

3. Type in, save and close a new document.

4. Open an existing document.

5. Preview a document before printing.

6. Print a document.

Introduction
What is a word processing package?
A word processing package is software that allows users to type in a document on the computer and also to edit, format and save the document. The user can modify the document at any time, adding new text to it, modifying or perform formatting on existing texts.

General Features of a Word Processing Package

Some of the common facilities provided by a word processor are Annotation Background; Borders and Shading; Bullets and Numbering; Document Management; Font Case; Font Specification; Graphics; Headers, Footers and Page Numbering; Language Translation; Letter Assistant; Macros; Mail Merge; Page Layout; Spelling and Grammar Checker; Speech Recognition; Table of contents; Thesaurus; Print Preview; Text Alignment and Line Spacing; Text Manipulation; and Word Wrap amongst others. The Word Processing part of this manual is a step-by-step guide to Microsoft Office Word 2003 for Windows XP. The Practical Sessions 3 - 5 will deal with word-processing and the sessions include the following: Session 3 Typing, saving and printing a document. Session 4 - Editing and formatting a document, Bullets, numbering, footnotes, page formatting. Session 5 - Page set up for printing, use of tables and tabs and the view menu, Thesaurus and drawings.

The following terms have been used in the manual:

Check Box:
A check box is a small square next to an option. If the check box contains a tick i.e. it is on (or checked), the option is selected.

Figure 1: Example of a Check Box

If the check box is off, clicking on it once with the mouse will set it on. Clicking on it again will set it off.

Radio Button:
A radio button is a small circle next to an option. Radio buttons are used when there are a number of mutually exclusive options, i.e only one of them can be on at a time.

Figure 2: Example of a Radio Button

A Radio button is set on by clicking on it. When one radio button is on, the other ones are automatically off.

List:
A list is a small rectangle with one or two arrow heads on the right hand side to allow the user to choose from a number of options.

Figure 3: Example of a List

When the Mouse is not working:

Most of the manual activities assume the use of a mouse, especially for choosing the menus and their respective options. If the mouse is not working, you can make use of the keyboard to perform the same tasks. Pressing the 'Alt' key will take control to the menu (Figure 4(a)).

Figure 4(a): Selecting a menu option using key board

Usually the

option is highlighted (Figure 4(b)). By pressing the down arrow key you will be able to get a list of all the

options in the option . To go to the option, you have to press the right arrow key. Alternatively, you can go to a particular menu item by pressing Alt key and the character underlined in the menu option name simultaneously. To go to file option menu, you can press Alt key and F key simultaneously.

Figure 4(b): Selecting a menu option using keyboard

For choosing any menu, take the highlight to it and press Enter. The left and right arrows move the highlight among the menus whereas the up and down arrows allow you to move with the options for a menu. To choose an option, just take the highlight to it and press Enter. For moving inside a dialog box use the Tab key and the arrows. Remember that while the arrows and Tab keys allow for movement of the highlight, an option is selected only by pressing the Enter Key.

1.0 Starting Word

Now, let us start working. If your computer is on Windows, start Word 2003.

Using the Mouse: Click on the desktop, then Double Click on the icon.

option from the menu. If there is a shortcut placed on the

Using the Keyboard: There are two ways of starting Microsoft Office Word 2003 using the keyboard.

o Using arrow keys highlight the o Press on key and select the shown in Figure 5. Type WinWord in it.

icon and press Enter. option . On selecting the option, you will see a screen as

Figure 5: Starting windows using the keyboard command

On starting Microsoft Office Word 2003, you will get a screen as shown in Figure 6.

Figure 6: Microsoft Office 2003 Screenshot

Menu Bar: This is the top line containing 'File Edit View' etc. All the features provided by Word 2003 are accessible from the menu bar. The Tool Bars: These usually appear as the second and third lines at the top of the screen. But since there may be quite a few of them, some also appear at the bottom of the screen. As you will learn during the course, the tool bars provide a faster way of accessing the features otherwise accessible through the menu command. The Ruler: It provides measurements in inches (or cms) and allows you to place characters at known distances from the margins. It is useful when we make use of tabs and tables. The Status Bar: The status bar is the bottom line on the screen. It contains information about the current page number and line number as well as the total number of pages. The Cursor: The small blinking vertical line appearing on the screen is known as the cursor. It shows the current position in the document. New characters typed will appear at the cursor position. Deletion also takes place at the cursor position. The Menus: In the "Word Processing" part of the manual, we will frequently refer to the menus. They are simply the options available on the menu bar.

Back to Top

2.0 Typing a Text

Exercise 3.1 Type the paragraph given in Appendix A at the end of Practical Session 3. Whenever you need to make a correction, the following set of actions will help you to do so. Positioning the cursor: The cursor can be placed at any position in the text by either using

Mouse: Place the mouse pointer at the position where you wish the cursor to be and click the left mouse button. Keyboard: Use the arrow keys to move the cursor up, down, left or right.

Making Corrections in the Text: While typing the text, you may have mistyped a word. In order to make changes you may wish to delete a character or insert a character. To delete a character, you can either bring the cursor just before the character and press the Delete key or you can place the cursor after the character and press the Backspace key. Saving the document: The document being typed is stored in the main memory of the computer. The main memory is volatile and when you switch off the computer, you will lose your document. Before you exit from Microsoft Office word 2003 you will need to save your document.

3.0 Saving Your Document

Exercise 3.2 Steps for Saving your Document: 1. Choose the File menu. 2. Click on Save. A dialog box as shown in Figure 7 appears

Figure 7: Microsoft Office 2003 Saving the Document

3. 4.

Click

on At

the

list the

for

save entry

in

and for

select

31/2 File

floppy name,

(A:)

or

Removable write

Disk.

assgnt1.

5. Click on Save. Your file is now saved on your floppy disk, which is in drive A. In the entry for save in, you can make your choice of file and directory where you wish your file to be saved. Once you have saved your file, you can close it. To close the file, choose Close from the File menu.

4.0 Opening a File

Exercise 3.3 After you have saved and closed a file, you can reopen it to work with it again.

Steps 1.

for Choose

Opening Open from

a the

Closed File

File: Menu.

A dialog box as shown in Figure 8 appears.

Figure 8: Microsoft Office 2003 Opening a Saved Document

2. Click on the Look in list to choose your drive and directory. Since your file is on the floppy disk, choose 31/2 floppy (A:) or Removable Disk.

3. To specify the name of the file you wish to open, you can either type in the file name in the entry for File name or you can highlight the file name in the list of names appearing in the dialog box. Choose the file name assignt1.

4. After selecting the drive and the file name, select Open from the dialog box. The file assignt1 in now open again. You can modify it if you wish, but you have to save it again.

5.0 More on Saving your Document

Exercise 3.4 1. Type in the phrase '{End of second paragraph}' at the end of the second paragraph. Save the file and close it again.

2. Open the file once more. After the 3rd paragraph, add the phrase '{End of third paragraph}'. 3. Close the file without saving. What happens? 4. Microsoft Office Word 2003 provides a check in case a user forgets to save a document. Hence if you try to close the file without saving it, a dialog box appears.

Figure 9: Microsoft Office 2003 Closing an unsaved Opening a Document

5. Select Yes. The file is now saved with the modifications.

6.0 Print and Print Preview

After you have worked with the file assignt1, you may wish to print it. In this section you are going to print the file on the printer. Print Preview: Before printing a document, you may wish to know how the print-out will look like. The Print Preview feature allows you to see, on the screen, how the document will look like when printed. 1. If the file is not open, open it.

2. To use the print preview feature, choose Print Preview from the File menu or click on the icon You can see the layout of the file. Click anywhere on the document

on the tool bar. to zoom it.

Now click on the option Close at the top of the preview screen. Printing the file:

1. Choose print from the File menu. A dialog box as shown in Figure 9 appears.

Figure 10: Microsoft Office 2003 Print Dialog

2. Your file will be printed. You can collect it from the printer.

Choose

OK.

Appendix A
The majority of contemporary accounting systems, for even the most modest of organisations are held on computerised records. The advent of computerised accounting software packages have been of great benefit to the accountancy profession, permitting the prompt processing and provision of financial information for management to control their businesses more effectively. However, this benefit is under threat if these systems cannot cope with the change of date heralded by the millennium. Thus, if the system crashes, all the financial information will be lost and the business will be unable to control its finances or produce financial statements showing a true and fair view. The consequences could be catastrophic. The institute of chartered Accountants, England and Wales, Audit Faculty have issued guideline 3/97 to address the potential impact of year 2000 problem, and its effects on Computerised financial systems and statutory accounts. This states that, the responsibilities for overcoming any potential problems remain with the companies' directors. Many directors in listed UK companies are already making statements within their annual reports regarding this impact, and their proposed actions to remedy such difficulties. The company's external auditors will be required to review these statements to ensure they are consistent with information that has come to their attention.

Editing and Formatting

Practical Session 4

In this session, you will learn how to do the following:

1. Move a block of text from one place to another in a document.

2. Copy a block of text to different places in a document.

3. Undo and redo an action.

4. Perform the formatting of a text.

5. Use icons for formatting.

6. Find occurrences of a particular word and replace by another word.

7. Insert bullets and numbering in your text.

8. Insert headers and footers.

9. Do page formatting.

1.0 The Edit Menu

The Edit option from the menu allows you to remove and copy blocks, find and replace words, among other features.

Figure 1: Microsoft Office 2003 The Edit Menu Option

The Edit menu

A block is any contiguous part of the text that the user wishes to treat as one entity. To copy or remove a block, you first have to select it.

1.1 Selecting a block

Using the mouse: 1. 2. 3. 4. Bring the mouse pointer to the beginning of the first word of the block. Press the left mouse button. Keeping the button pressed, drag the mouse until the end of the last word you wish to select. Release the mouse button.

Using the keyboard: 1. Using the arrow keys, bring the cursor to the beginning of the block. 2. Press the Shift key. 3. Keeping the Shift key pressed, use the down and right arrows to get the block

highlighted. (Pressing the down and right arrow will respectively cause the highlight to move in the down and right directions

1.2 Moving a Block to Another Part of the Document

1. Select the block you wish to move. 2. Choose the Edit menu. 3. Click on .

4. Bring the cursor to the new position where you wish to place the block. 5. Choose the Edit menu. 6. Click on . The block is now in the new position.

Note:

Alternatively, the user can use the shortcut key Ctrl+Z to do the same operation.

Exercise 4.1 1. 3. 4. 5. Open Save the file as Open assgnt12. (Note: Close the You the have to use the option the file file Save As from the File assgnt1. menu). file. again.

2. Cut the sentence 'However this benefit ..'and paste it after the words 'statutory accounts' of the second paragraph.

6. Cut the sentence again and return it back to its original position.

1.3 To Make a Copy of a Block at a Different Place in the Text

1. Select the block. 2. Choose from the Edit menu.

3. Move the cursor to the new position where you wish to have the text copied. 4. Choose from the Edit menu.

Note: The text will now be in both the initial position and the new position.

Exercise 4.2 Make a copy of the sentence 'However this benefit.' to the end of the second paragraph. The Clipboard: When you cut or copy a block of text, it gets stored temporarily into an area of the computer memory known as the Clipboard. You can then get it pasted any number of times you wish (before the next cut or copy).

Exercise 1. 2. Cut Paste the it first after sentence the of words the first 'statutory

4.3 paragraph. accounts'.

3. Paste it again after 'remedy such difficulties' in the second paragraph.

2.0 Undo & Redo an action 2.1 Undoing an Action

Sometimes by wrong manipulation of the keys or the mouse, you may perform an action that you did not intend to do. The option of the Edit menu allows you to step back on an action.

Exercise 1. 2. 3. Copy Paste it Undo the after sentence the the end 'Thus of if the paste the second

4.4 systems' paragraph. action.

Note that the sentence has been removed from the place it was pasted.

2.2 Redo an Action

Immediately after undoing an action, if you look at the Edit menu you will see the option Redo. This allows for redoing an action that you have undone.

3.0 Formatting To make your text look more presentable, you have to format it. Formatting can apply to individual characters, whole paragraphs or whole pages. 3.1 Font Formatting Font formatting affects the style of characters (bold, italic.etc), the size, whether the characters appear as normal, subscript or superscript etc. To perform Font formatting: 1. Select the block of text. 2. Select the Format option from the menu bar. On choosing this option the list of menu options that appear are as shown in Figure 2.

Figure 2: Microsoft Office 2003 The Format Menu Option 3. Choose Font from the Format menu. A dialog box as shown in Figure 3 appears.

Figure 3: Microsoft Office 2003 The Font Menu Option At the top of the box, there are three options:

Font Character spacing Text Effects 4. In the Font option you will find the following lists: Font: Allows you to choose a type of font to use: The different fonts differ in the way they shape the characters. Font style: Allows you to choose a font which may be regular, bold, italic, bold and italic together. Size: Allows you to choose the sizes of the characters, a large number of font sizes are available. Underline: Allows you a number of different types of underlines. Colour: Allows you to choose the display colour of the characters. Under the label Effects you have a number of check boxes. These allow you to have your characters displayed as superscript, subscript, small capital and all capitals. Note that there is a preview box that shows the appearance of your text as you choose the different ways of formatting. 5. On selecting the Character Spacing option, the options that appear are as shown in Figure 4.

Figure 4: Microsoft Office 2003 The Character Spacing Option

Scale: Stretches or compresses text vertically and horizontally as a percentage of its current size. Spacing: Increases or decreases the space between characters. Position: Raises or lowers the selected text in relation to the baseline. 6. On selecting the Text Effects option, the options that appear are as shown in Figure 5.

Figure 5: Microsoft Office 2003 The Text Effects Option This option applies an animation selected from the list to the selected text. In order to remove an already applied animation you must select none. Note: Whatever animations that are applied to the text, they do not appear on the prints. 7. Now click on Cancel to remove the dialogue box from the screen. Note: Font formats apply to selected text only. Before you perform Font formatting, you need to select a block of text. Exercise 4.5 guides you through the use of Font formatting. Back to Top

4.0 Finding and Replacing Words

You may wish to find occurrences of a word, or you may wish to replace occurrences of a word by another word. For finding a word, you have to choose the option from the Edit menu. A dialog box as shown in Figure 8(a) appears.

Figure 8(a): Microsoft Office 2003 The Find Option

The Find option allows you to search for a word which you have entered in the Find What box, the Find Next option is activated. When Find Next option is selected, the Microsoft Office Word 2003 takes you to all the places where the word occurs in the document. For example if you type find in the Find What box, then the Microsoft Office Word 2003 will take you to all places where you have the occurrences of find.

Figure 8(b): Microsoft Office 2003 The Find Option

When Highlight all items found in option is checked then the Find Next option changes to Find All option and the list is activated. The list contains one entry namely Main Document. The Find All option is deactivated till you enter some characters in the Find What box. By doing so, the Microsoft Office Word 2003 will highlight all the occurrences of the word as shown in Figure 8(b).

5.0 Bullets and Numbering

As shown in the Figure 10, Bullets and Numbering help to mark paragraphs. They are available from the Format from menu bar or from the icon from the toolbar.

Figure 10: Microsoft Office 2003 Bullets and Numbering

Exercise 4.10 guides you through the use of numbering while Exercise 4.11 takes you through the use of bullets.

Exercise 1. Type in the following text, which outlines the main causes of data loss: Environmental Hazards such as fire, floods and other natural accidents. Mechanical problems, for example the danger of disk or tape damage caused by a drive unit malfunction. Software errors: These result from programming errors. Human error: A wrong file may be loaded, the wrong program version used, a tape or disk mislaid, or physical damage caused to tape or disk. Malicious damage: It is not unknown for staff to intentionally damage storage media or misuse a program at a terminal. 2. Select the whole text. 3. Choose Bullets and Numbering from the Format menu. 4. From the four options at the top, choose Numbered. 5. Out of the eight windows appearing, choose the second one. 6. Choose OK.

4.10

Your paragraphs are now numbered. If you wish to remove the bullets, then you can choose the first window of the eight windows which you get as shown in Figure 10. You can tryout the other windows and also the other options namely bulleted and outline numbered.

Exercise 4.11

1. Type in the following text. First Generation: During the 1940's the first generation computers used electronic components including vacuum tubes. Second Generation: The introduction of low-cost and reliable transistors allowed the computer industry to develop at a tremendous rate during the late 1950s. Third Generation: The development of integrated circuit (IC) technology in the mid 1960's heralded the development of more powerful, reliable and compact computers. Fourth Generation: This generation is typified by large scale integration (LSI) of circuits which allowed development of microprocessor, which in turn allowed the production of the micro-computer. 2. Select the whole text. 3. Choose Bullets and Numbering from the Format menu. 4. Choose Bulleted from the three options at the top of the box. 5. Out of the six windows appearing, choose the first one. 6. Choose OK. Your paragraphs are now bulleted. Note: If you click on Modify in the Bullets and Numbering dialog box, you will be provided with a number of options. You can try to experiment with these. Alternatively, the paragraphs or sentences can be numbered or bulleted by clicking on the respective icons on the toolbar . Using the icon for Bullets and Numbering. 1. Select the text. 2. Click on the appropriate icon for numbering and bullets. 3. Clicking on the icon again removes the bullets/numbering.

Exercise 4.12 Repeat Exercises 4.10 and 4.11, using the icons instead of the menu. Note: Just like for Bullets and Numbering, a lot of the actions and formatting can be performed by clicking on the icon in the toolbars. When you place the pointer on an icon, Microsoft Office Word 2003 will display what the icon is for. Among others, you have icons for

Opening, closing and saving files. Cut, copy and paste. Font formatting (Bold, Italic, Underline). Paragraph Alignments.

You can perform indentation by using the indentation markers on the ruler. The markers can be moved with the

mouse as shown in Figure 11.

Figure 11: Microsoft Office 2003 Ruler

6.0 Footnotes
A footnote is a paragraph or more of text that give additional information for a word or a phrase. A footnote is not placed in the text itself as the information will cause a divergence from the flow of the text. Note: It is helpful for beginners to work in Normal view if they are using footnote. Hence before performing the steps below, Choose Normal from the View menu. Steps to include footnotes: 1. Bring your cursor just after the word for which you wish to have a footnote.

2. Choose Footnote from the Insert menu.

A dialog box as in Figure 12 appears.

Figure 12: Microsoft Office 2003 Footnote Dialog Box

3. 4. 5.

If If

the Your

radio anyone

buttons of cursor

for these

footnote buttons

and

the are

one off, to

for the

auto-numbering it on, bottom

are then of

on,

choose choose your

Insert. Insert. page.

switch

now

moves

6. Type in your footnote. A "footnote window" appears at the bottom of your screen. The cursor will be positioned in the footnote window. Type your footnote, and then click on close in the footnote window.

Figure 13: Microsoft Office 2003 Footnote Example

To View Footnotes: Whenever you need to view the Footnote again, you can do so by moving the cursor on the reference number as shown in Figure 13. When the cursor is on 1 you can see the word Testing which is the footnote. If you want to edit it, you can double click on the number and the cursor is now positioned in the footnote window. Once you have edited the footnote, you can exit from the window by clicking on close option. In page layout view, you can see both the footnote and the text on the screen and you can move the cursor from footnote to text and vice-versa, just as you would move it for normal text.

Back to Top

Exercise 4.13 1. Open the file assgnt1. 2. Bring the cursor just after the word 'millenium' in the 1st paragraph. 3. Choose Footnote from the Insert menu. 4. When the footnote window is opened, type : 'The change of century may give rise to unpredictable computer responses in Mauritius as well'. 5. Click on Close in the Footnote window. Removing Footnotes: To remove a footnote, select the footnote number and delete it.

7.0 Page Formatting

Previously you have seen about font and paragraph formatting. Page formatting are those types of formatting that apply to the presentation of whole pages, such as page numbers and headers and footers. Page formatting are usually visible in pagelayout views. Inserting To insert page numbers, choose Insert page numbers

When the dialog box (Figure 14) appears, make sure the box

labeled 'Show page number on first page' is switched on. Choose OK. If your document is in Page Layout view, you will see your page numbers appearing at the bottom or the top of your page (depending on the options you choose). If your document is in Normal view, change to Page Layout view (Choose Page Layout from the View menu).

Figure 14: Microsoft Office 2003 Page Numbers

Options: In the page number dialog box, you can see two options

Position allows you to choose whether to place the page number at the top or bottom of the page.

Alignment allows choosing the horizontal position of the page number (left, right or centre). Outside and inside options are used when the document will be printed on both sides of pages, which will then be bound in the form of a book. You may then wish to have page numbers always appearing on the outside or always appearing on the inside.

8.0 Adding Headers and Footers

Headers are text that you wish to appear at the top of every page, while Footers appear at the bottom. The option is available from the View menu. When you choose it, you get the box and toolbar below:

Figure 15: Microsoft Office 2003 Header and Footer

The icons on the toolbar allow you a number of options, such as

Switching between Header and Footer. Inserting page numbers, date, time etc.

You can simply move your mouse pointer on the icons to see the function of each one.

Exercise 4.14 1. Open the file assgnt1. 2. Choose Page Numbers from the Insert menu. 3. In the Position list, choose Bottom of page (Footer).

4. 5. 6. 7. 8.

In the Alignment list, choose Right. Click on OK. Choose Header and Footer from the View menu. In the Header/Footer box write 'CSE 1010e -Assgnt1' Click on Close on the toolbar.

To see the Header/Footer, you have to be in Page Layout view (Click on Page Layout from the View menu). You can also see it if you do a Print Preview.

Page Set Up, Tools, Tabs, Views, Thesaurus and Drawings

Practical Session 5

In this session, you will learn how to do the following:

1. Change page set-up before printing your documents.

2. Use tabs.

3. Insert and format tables.

4. Use views.

5. Use thesaurus.

6. Draw in Word.

1.0 Page Setup

Before you print your document, you may wish to do some settings, such as adjusting margins sizes, selecting your paper size and orientation etc. These settings fall under the category of Page Setup. Choose from the File menu. The dialog box (Figure 1) that appears has three options at the top namely Margins; Paper Size and Layout. Clicking on each of these options, you can notice that the contents of the dialog box changes.

Figure 1: Microsoft Office 2003 The Page Setup Option

1.1 Margins Tab The Margins option allows you to adjust the sizes of the left, right, top and bottom margins according to your needs. If you select this option from the dialog box, you will see one list for each of the margins. Vary the sizes and perform print preview on your document.

The Gutter: The gutter is the part of the paper that has to be kept for binding purposes. The gutter box allows you to choose the size of the gutter. The box marked From edge at the bottom of the dialog box, determines how far from the top and bottom edges the Header and Footer are to appear.

Orientation allows you to choose how you wish your text to be oriented with respect to the paper.

Portrait orientation is the usual flow of text with the height of a page being larger than the width.

Landscape orientation is where the text is rotated at 90o from the normal flow, with the height of a page being smaller than the width.

Pages option allows you to choose how you wish to print multiple pages.

Preview Option specifies how a document is to be shown. The preview can be applied to the whole document or to the part of the document from the current cursor location

1.2 Paper Tab

The Paper option allows you to define the paper size on which the document is to be printed and also the source of the paper.

Figure 2: Microsoft Office 2003 The Page Setup Option Paper Tab

Paper Sizes: This option allows you to choose the type of paper and the paper orientation you wish to use for printing. For paper sizes, a number of standard sizes are provided and you can choose from these. However, if your paper is of a different size from all those provided, you can choose custom size from the bottom of the list and fix your paper width and height.

Paper Source: This feature allows you a number of options regarding where the printer should expect its paper from. This option will not be of interest to you in this course. The document. button allows specifying the print options for the current

1.3 Layout Tab

Figure 3: Microsoft Office 2003 The Page Setup Option Layout Tab

The Layout option determines the following: Section starts: Whether when a new option is starting, it starts on a new page, a new column, an even no. page, an odd number page etc. The option prevents endnotes from printing in the current section. Instead, this option prints them in the next section, before the endnotes for that section.

Headers and Footers: These have the options of being different for odd numbered and even numbered pages. Also the headers and footers for the first page can be different from those for the rest of the document. The From edge option specifies the distance between the edge of the page and the header and footer. The distance is specified in the Header and Footer counters

Vertical alignment: Specifies the arrangement of text vertically between the top and bottom margins of a page. The Justified setting affects only full pages; Word aligns partial pages with the top margin. On clicking the button, the line numbers dialog is displayed. On selecting the Add line numbering, line

numbers are added to the document according to the setting specified. Figure 4 illustrates this option.

Figure 4: Microsoft Office 2003 Line Numbering On clicking the button, the Borders and Shading dialog box is displayed as shown in Figure 5. You can apply various patterns of borders to the whole page or paragraph, by selecting appropriate options.

Figure 5: Microsoft Office 2003 Borders The button allows you to store the current settings as the default settings for the active document and for all new documents based on the current template. Back to Top

Exercise 5.1 1. Open assgnt1. 2. Choose Page Setup from File menu. 3. Click on Papersize. 4. In the orientation box, choose Landscape. 5. Click on Margins. 6. Set Left Margin to 1". 7. Set Right Margin to 1". 8. Set Gutter to 0.5". 9. Click on OK.

10. Choose Print from File menu and click on OK.

Collect your printout from the printer.

Note: If you cannot print from your computer, save the file on a diskette and take it to a computer connected to a printer, then repeat Step 10 from above.

Exercise 5.2 Repeat Exercise 5.1, but use Portrait orientation instead of Landscape.

3.0

Tables

By the use of tabs, you can form tables. In Exercise 5.3, you had constructed a table using tabs. Although what you had looked like a table, as far as Microsoft Word 2003 is concerned, it was just a number of lines of text. Your 'table' lacked the general features expected of a Microsoft Word 2003 table, such as inserting and deleting rows and columns, or having data that occupy more than one line in a column. A Microsoft Word 2003 table should also allow us to modify row heights and column widths, and make use of grids. Exercise 5.5 guides you through the use of Microsoft Word 2003 Table features.

Exercise 1. 2. 3. 4. 5. 6. Your 7. 8. 9. Choose In Table the box text is now converted to a table. To Choose Ensure Save Open the the Select Convert the text to Radio Choose move from one cell to another, just press file file EX3 the table button from as if EX3 it on has whole the tabs Table is your been

5.5 diskette. closed. text. menu. on. OK. Tab. table. the Format, Table choose menu. grid1

Select Autoformat labelled from

the

10. Choose OK.

Exercise Using tabs construct a table with the following headings:

5.6

Fill

in

the

table.

Note: To move from a column to another one in the table, press the Tab key. Also to get a new row, take your cursor to the last column of the last row and press the Tab key again.

4.0

Views

The ruler and the toolbar on the screen do not necessarily appear there. You have the option of not displaying them. Or you can display additional toolbars. The option for selecting which ones of them is to be displayed, is available under the View menu.

Exercise 1. 2. 3. 4. Select Click the View option Select Click on menu. Notice Notice that View the that the ruler there has is menu option a next from to the on the ruler. disappeared

5.7 ruler. screen. again. Ruler.

5. The ruler reappears.

Exercise 1. 2. 3. Click Select the Select on View

5.8 menu Toolbars. Drawing.

4. The toolbar disappears. Note: To obtain the drawing toolbar back, repeat steps 1-3 above.

5.0
different meanings and a possibility to replace the word by one of its synonyms. To use the thesaurus facility, choose Thesaurus from the Tools menu. The thesaurus options are now available.

Thesaurus

Thesaurus provides for a number of synonymous meanings for a selected word, as well as a look-up facility for each of the

Figure 7: Microsoft Office 2003 Thesaurus Option

Exercise 5.9 1. Open file assgnt1.

2. Select the word 'effectively' from the 1st paragraph (from the phrase 'to control their business effectively'). 3. Choose Thesaurus from the Tools menu. 4. In the box labelled Replace with synonyms, click on 'rationally'. 5. Click on Replace. The word 'effectively' has been replaced by 'rationally'

6.0
Microsoft Word 2000 provides you with some tools for drawing. The drawing toolbar is as shown:

Drawings

If the drawing toolbar is not visible on your screen, it can be displayed by choosing Toolbars from the View menu. The meanings of some of the icons are indicated in the above table. To get the meaning of others, just move your mouse pointer onto the icons and word will display the functions.

6.1 Drawing a Rectangle 1. Click on the (rectangle) icon.

2. Bring the mouse pointer to the position where you wish to draw the rectangle. Note that the mouse pointer has changed to a cross. 3. Press the left mouse button. Drag the mouse until the pointer reaches the position where you wish the lower right corner of the rectangle to be. 4. Release the mouse button. 5. Your rectangle is drawn.

Figure 8: Microsoft Office 2003 Drawing Option

6.2
sides.

Changing

the

Size

of

the

Rectangle

1. Click on any of the side of the rectangle. The rectangle is selected. This is shown by a number of small black squares on the

2. Take the mouse pointer to anyone of the small squares, and press the left mouse button. The mouse pointer changes to a small 3. Keeping 4. 5. To the Note deselect the mouse button pressed, move the that rectangle, the click when double mouse in any one of mouse pointer of the the is anywhere directions of the rectangle outside the double arrow. arrow.

size the

changes. rectangle.

6. To draw lines, circles and other figures, the same steps have to be carried out.

Exercise 5.10 1. Draw the following diagrams in a new document.

2. Save the file.

6.3
Follow 1. 2. Select the steps Draw

Drawing
below to a the (line) draw an

Arrows
arrow: line Icon.

3. Double click on the line or choose Drawing Object from the Format menu. The dialog box as shown in Figure 9 appears has options namely Colors and Lines, Size, Layout and Web. The other options are disabled since they are not applicable to the line object.

Figure 9: Microsoft Office 2003 Format AutoShape Option

In the Colors and Lines option, it is possible to change the color, style of the line. You can also specify the width (weight) and dash style of the line.

(a)

(b)

(c)

Figure 10: Microsoft Office 2003 Format AutoShape Option Line Properties

(The Size option will not be of interest to us as we are using the mouse for that purpose.) 4. In the box labelled Line, choose Custom. 5. In the box labelled Arrow Head, Click on the list labelled Style to choose the type of arrow you wish. 6. Click on OK.

Your arrow is drawn. If you want to color any drawing, then select the drawing and double click on it. On doing so, you get the dialog as shown in Figure 9. On clicking the color option you get an expanded list as shown in Figure 10(a) which enables you to change the color of your drawing or fill it with patterns. Figure 11 illustrates the various patterns u can use to fill up your drawing on clicking on the patterned lines option.

Figure 11: Microsoft Office 2003 Patterned Lines Option

Figure 12: Microsoft Office 2003 Format AutoShape Option Layout Tab

The Layout Option (Figure 12) specifies how the drawing should appear on the document and the type of alignment to be applied.

Exercise Color the drawings of Exercise 5.10.

5.11

Back to Top

6.4

Selecting

Multiple

Objects

You may wish to select several objects together, so as to move them together or group them. The steps for selecting several objects 1. Click on the Select are: icon.

2. Take the mouse pointer to a position on the left side of all the objects to be selected, and above all of them.

3. Press the left mouse button. Keeping it pressed, drag the mouse downwards and towards the right, so as to form a rectangle 4. enclosing Release the all the mouse objects'. button.

If steps 1 to 4 have been successfully carried out, the objects are now selected.

6.5

Grouping

Together

Several

Objects

You can group together several objects so that they can move together as one body. You can also cut a group and paste it as one body. To 1. 2. Click on the Group icon. To 1. 2. Click on the Ungroup icon. break Select down the groups group. Select group all the objects objects.

Exercise 1. 2. 3. Group Click Open together at on least two Copy a of of the objects the new in Exercise Edit

5.12 5.10. menu. document.

4. Click on Paste from the Edit menu.

6.6

Adding

Text

to

Drawing

To add text to a drawing, you have to click on the

(textbox) icon. Then you click and drag on your

drawing, just like for drawing a rectangle. A small textbox will appear on the document. You can type in your text.

Practical Session 5 concludes the Word Processing section of your course. Microsoft Word 2003 contains a lot of other features, but due to time constraint, it is not possible to cover all of them. The on-line help is available to help you discover more about Microsoft Word 2003. To use it, click on Microsoft Word Help Topics from the Help menu.

Introduction to Spreadsheets Practical Session 6 In this session, you will learn how to do the following: 1. Define the basic concepts underlying spreadsheets applications. 2. Create a workbook. 3. Move around a worksheet and within sheets in a workbook. 4. Save a workbook. 5. Print a worksheet.

Introduction
In this practical session, you will be introduced to electronic spreadsheets. Spreadsheets are among the most widely used and practical programs available for personal computers. Spreadsheets were first created for "number crunching"-organizing large amounts of numerical data and performing calculations on that data. Although developed primarily for bookkeeping, they are also useful for scientific calculations, data manipulation and for producing graphs. Today, spreadsheets are used to keep track of text and numerical data, charting or graphing information, and accessing data from databases. The method the information is presented is often just as important as the data itself, so modern spreadsheets allow the user to control exactly how the data is displayed and printed. A spreadsheet program allows you to type in numbers and formulae to represent any system that can be described numerically. For instance, a model of the cash flow of a business might include figures for the expected monthly costs and income of the business over a period of time, yielding as output an estimate of how much cash the business would have at the end of each month. Similarly you could build a simple model of a scientific experiment showing the effect of temperature, rainfall and sunlight on the growth of a plant. There are several spreadsheet packages available namely Microsoft Excel (the recommended package), Lotus 123, SuperCalc, and ClarisWorks among others. All spreadsheets have much the same layout and approach so it is relatively easy

to use one package having learnt another. This practical session is designed for use with Microsoft Excel 7.0. Let's now come back to the terms "spreadsheet" and "worksheet". People generally use them interchangeably. To remain consistent with Microsoft and other publishers, the term worksheet refers to the row-and-column matrix sheet on which you work upon and the term spreadsheet refers to this type of computer application. In addition, the term workbook will refer to the book of pages that is the standard Excel document. The workbook can contain worksheets, chart sheets, or macro modules.

1.0 The Spreadsheet Concept The Workbook

Most of the Excel screen is devoted to the display of the workbook. The workbook consists of sheets. A workbook is an Excel file that stores the information you enter using the program. Only one sheet can be displayed at a time.

The Worksheet and Cells

The worksheet is made up of grids and columns. The intersection of a row and a column is a rectangular area called a cell. A cell can contain a value, a formula, or a text entry. A text entry is used to label or explain the contents of the workbook. A value entry can either be a constant or the value of a formula. The value of a formula will change when the components (arguments) of the formula change. The appeal of spreadsheet programs is the ability to change one value and watch all other values that depend on that first value automatically change when the spreadsheet is recalculated.

Rows, Columns, and Sheets

The Excel worksheet contains 65,536 rows, which extend down the worksheet, numbered 1 through 65,536. The Excel worksheet contains about 230 columns, which extend across the worksheet, lettered A through Z, AA through AZ, BA through BZ, and continuing to IV. The Excel workbook can contain as many as 256 sheets, labeled Sheet1 through Sheet256. The initial number of sheets in a workbook, which can be changed by the user, is 16.

Cell References
Cell references are the combination of column letter and row number that are used to identify the different cells uniquely. For example, the upper-left cell of the worksheet in Figure 1 on the following page is A1 (intersection of Column A and Row 1). Similarly, the intersection of column F and row 13 will be the cell F13.

2.0 Getting Started 2.1 Loading Excel You must start Excel from the windows XP environment. Click on the Start button, normally in the lower left corner of the screen Then click on the Programs Folder From the list that appears, choose "Microsoft Excel" OR alternatively, click on the "MS Excel" icon from the MS Office Toolbar. You should see a screen that looks similar to Figure 1(b). In Excel, just like in any other window application, an action may be initiated by using the keyboard, the mouse or both. Several of the common mouse shapes and their meaning are shown below.

Figure 1(a) Move the mouse pointer around the Excel window and observe the change in the shape as it is positioned in different areas of the window.

Figure 1(b)

2.2 Examining the Excel Window The Excel Environment At the top of the window is a blue bar called the title bar. The title bar contains the name of the application, Microsoft Excel, and the name of the workbook you are working in, which Excel automatically calls Book1 until you name it otherwise. A workbook is the file in which you work and store your data. The title bar also contains the minimize button, the maximize/restore button, and the close button. The largest portion of the screen is taken up by a view of the worksheet area. Worksheets are used to list and analyze data. At the bottom left of the screen are worksheet tabs that indicate the active worksheet. By default, new workbooks contain three worksheets. Figure 1(b) is the Excel application window. As you can see, there are many Excel window features that are common to the Windows environment. The menu bar below the title bar displays the Excel program menu. The left end of the menu bar displays the workbook window control-menu box, and the right end displays the workbook window Minimize, Restore and Close buttons. The two toolbars below the menu bar contains buttons that are mouse shortcuts for many of the menu items. The first toolbar is the Standard toolbar, the second is the formatting toolbar. Additional toolbars may be visible on the application

window, depending on the configuration of Microsoft Excel. These offer a convenient way of issuing commonly used commands. You will learn how to use the toolbar shortly. When you point to a button, a help balloon appears, telling you what the button does. Below the toolbars is the formula bar. At the far left is the reference section, which displays the reference of the active cell. On the right of the reference section is the edit section, which displays entries as they are made and edited in the window. This is shown in Figure 2.

Figure 2 The status bar is the bottom line on the Excel window. It displays information about various Excel settings. The left side of the status bar displays the current mode or state the Excel program is in. The current mode is Ready. When Ready is displayed, you can move around the worksheet, enter data, use function keys, or choose a command. As you are using the program, the status bar will display the appropriate current mode. In Fig. 1, cell A1 is the active cell. This is denoted by a darker border surrounding the cell. Note that the address of the active cell appears in the reference section of the formula bar. Any information you type is stored in the active cell. At the bottom and right of the screen are scrollbars, which can be used to view parts of the worksheet that are off screen. Along the left and top of the worksheet area are row headings and column headings. Rows are denoted by numbers and columns are denoted by letters. The thick black rectangle indicates the selected cell. A cell is the intersection of a row and a column. The selected cells reference, A1, appears in the name box. The cell reference is composed of the column letter followed by the row number. To the right of the name box is the formula bar, which is where text and formulas are entered and edited for each cell. Below the title bar is the menu bar, containing lists of commands you use to give Excel instructions. The standard toolbar resides below the menu bar, and contains buttons with images that correspond to some frequentlyused menu commands. The formatting toolbar is usually located below or next to the standard toolbar. It contains buttons that correspond to several commands for formatting cells.

Back to Top

2.3 Moving Around a Worksheet

A new workbook may contain several worksheets, named sheet1, sheet2 . It is used to display different types of information in Excel such as financial data or charts. Whenever you open a workbook, it displays a worksheet, a rectangular grid of rows and columns used to enter data. The parts of the worksheet are shown in Figure 3 below.

Figure 3

You can view only one sheet at a time. The set of sheets within a workbook is presented in the form of a group of tabs (at the lower left side of the window) listing the names of the worksheets.

The tab scroll buttons refer to the four arrow buttons to the left of the sheet tabs. To scroll between the sheet tabs, click an arrow button for the direction you want to scroll; to select a sheet, click its tab. You can also move around in the active sheet. At the far right of the screen you will see a vertical strip with arrows in a box at each end. This is called the vertical scroll bar. It is used for moving up and down the sheet. Currently, you are positioned at the top of the worksheet, which is indicated by the small square at the very top of the bar. As you move down the worksheet, you will find that this square gradually moves down the bar. Click below the small square and you move down the worksheet,

one screen at a time; click above it and you move up. To scroll continuously, point to one of the arrows at the top or bottom of the scroll bar and hold down the mouse button. There is also a horizontal scroll bar at the foot of the screen, which allows you to move left and right across the worksheet. To move the cell selector, scroll the sheet vertically and/or horizontally until the target cell is visible in the workspace. Then, point to the cell you want to move and click the mouse button. The directional (arrow) keys on your keyboard can also be used to move the cell selector around the worksheet. You can use the directional keys in the numeric keypad area or, if you have an extended keyboard, you can use the separate directional keypad area. To move through your worksheet, you can use the arrow keys.

The down arrow moves the active cell down to the next row. The up arrow moves the active cell up to the previous row. The right arrow moves the active cell right to the adjacent column. The left arrow moves the active cell left to the adjacent column. The return key moves the active cell to the next row.

Move to: AA508 To return quickly to the upper left corner, cell A1, of the worksheet,

Press: Ctrl + Home To view the next full window of cells to the right of column I, Press: Alt + Page Down

Back to Top

2.4 Scrolling the Worksheet

Either the mouse or the keyboard can be used to quickly move through or scroll the worksheet to see an area that is not currently in view. To move to cell A95, Press: and hold down for several seconds until the cell selector is on cell A95

You quickly scrolled the worksheet row by row. Press: Alt + page Down (hold down for several seconds) You quickly scrolled the worksheet window by window horizontally.

To move to the rightmost column in row 16,384, Press: End Press:

2.5 Using the Function Keys

To quickly move the cell selector to a specific cell, you can use the 'F5' function key. The 'F5' function key is a shortcut to move the cell selector to a specific cell in the worksheet. F5 Press:

A dialog box is displayed. It will be used to enter the cell address (reference) you want to move to. Notice that the insertion point (blinking vertical line) is already in the Reference text box.

3.0 Designing Worksheets Now that you are familiar with the parts of the worksheets, you can begin creating the budget for the first six months for a sports company namely The Beverly Hills Company Limited. The first step to create a worksheet is to develop the worksheet design that :1. 2. 3. 4. can produce accurate results, is clearly understandable by the user, is easily adaptable to changing needs, and, is efficient in terms of its ease of use and in its memory requirements.

3.1 Entering Data A new workbook named Book 1 is created automatically whenever you start Excel. The workbook contains several blank worksheets. To create a new workbook

Choose File + New A new workbook named Book2 is then created and Book1 is in the background

3.2 Entering Text Entries into a spreadsheet can be text, values (numbers), or formulae (calculations). Text entries, called labels,

are used to create the structure of the spreadsheet and describe other spreadsheet entries. Labels are commonly entered as spreadsheet titles and row and column headings. After reviewing past budgets and consulting, you have designed the basic layout for the retail store as shown in Figure 4.

Figure 4 To create the structure for this spreadsheet you will begin by entering the row labels in column A. The first row label, "SALES", will be entered in cell A3. Move to: A2 Type the label exactly as it appears below. Type: SALES: As you typed, the formula bar displays each character. It should display "SALES". Cell A2 displays the entry. Although the label is displayed in the formula bar and in the cell, it has not yet been entered into the cell. To actually enter the label into cell A2, Press: ENTER Move to A3 Type: Food Continue by entering the next six labels in the cells specified.

3.3 Entering Month Labels

Next the month labels for January through June need to be entered in cell B1 through G1. Move Type: Press: ENTER The same is done for the rest entries. to B1 Jan

3.4 Entering Values

The next step is to enter data or values into the cells. Values can be numbers dates or times, or result of calculation. Suppose the value estimated for sales for food items during the month of January is $4,200. To enter this value into cell B3, Move Type: Press: ENTER To complete the data for food sales (row 4), enter the following values into the cell indicated. Cell C3 D3 E3 F3 G3 Value 30000 35000 36000 41000 56000 (Press: ENTER) to: B3 45000

Next, the value for beverage sales need to be entered in cell B4 through G4. Move Type: 36000 In the same manner, enter the values in the cells shown below to: B4

Cell Value C4 D4 E4 F4 G4 39000 38000 37000 36000 23000

When you are finished with entering the data, the worksheet will look like Figure 5. Beverly Hill half Year Budget

Figure 5

Notice that in some cells, only part of the data is visible as the size of the cell is small. In the worksheet, texts are automatically left aligned whereas numeric data are aligned to the right of the cell.

3.5 Deleting an Entry

The "DELETE" key can be used to clear the contents from the cell. To remove the entry from cell B2, with the cell selector on the entry to be removed, Press: Delete The cell entry is no longer displayed in the cell or in the formula bar.

3.6 Editing an Entry

Suppose you would like to change the heading from January to Jan. It will be quicker to use the Edit mode. Simply double-click on the particular cell where changes are to be performed and type in your changes. Alternatively, you can click on the edit section of the Formula bar and then type in your changes.

4.0 Saving a Workbook

To save the active workbook in a file on your data disk, you can use the Save or Save As commands on the File menu. The Save command command allows Choose: File + Save As or the Save Button will save the current file to disk using the same file name. The Save As you to save the current file to the disk using a new file name.

Your From In Save File

screen in, Name, Type

should choose the the name

be location of file

similar where you (In this

to want to case,

Figure store type the

6. file. expenses)

Press: Save

Figure 6

5.0 Page Setup

When 1. Click: The options available in the dialog box is shown in Figure 7 you have completed your worksheet, File, Page you can Page do page setup Setup tab

Choose:

Figure 7

2. In the Orientation section, you can select either Portrait or Landscape option button for the orientation of your worksheet on paper. 3. To set the scale of the page, you can decide to choose the Adjust to option button and then enter a percentage to scale in the adjacent spin box. Alternatively, you can choose the Fit to option button and enter the dimensions of the pages in the tall and wide spin boxes. 4. You can also select the page size from a range of available page size, in the Page Size drop down list box. If the size you want is not available, choose Custom and you will be prompted to type in the appropriate length and width of the page. 5. By default, the First Page Number is set to auto (ie 1). You can decide otherwise by typing an alternative number. 6. Click the OK button.

Setting
Choose: Click:

the

margins
File, Margins

of
Page

the

worksheet
Setup tab

The options available in the dialog box is shown in Figure 8.

Figure 8

A margin is the distance from the text (and data) to the edge of the paper. You can change settings for the different (top, bottom, left, right) margins by clicking on the spin box arrows to change their size, or alternatively, you can type in a new value. Note that as you change the different settings, the preview (in the middle of the dialog box) is adjusted accordingly to reflect the new changes. Headers and footers are printed in the margins. You can specify the distance from the edge of the paper to be left before headers and footers are printed. Choose an appropriate value from the spin boxes for Header and Footer. You can also change the way the data in the worksheet is centred on the page. You can choose to centre data horizontally and/or vertically by checking the Horizontally and/or Vertically check boxes in the Centre on Page area. Click the OK button.

6.0
Choose: Click:

Adding
File,

Headers
Page Header/Footer

and

Footers
Setup tab

The options available in the dialog box are shown in Figure 9.

Figure 9

Note that in this dialog box, two partial preview areas are available to give you a glimpse of your settings. By default, Excel automatically inserts the name of your file in the header area and the page number in the footer area.

MS Excel also provides standard header and footer options which can be selected from the drop-down Header and Footer list box. If you don't like the default header and footer, you can choose others from a range available in the Header and Footer lists. If you don't want headers and footers to appear in your document, choose (none) in the Header and Footer list boxes. Alternatively, if you want to add something original, then, you can create your own headers and footers. To create custom headers (or footers): Click on the Custom Header (or footer) button to display the header (or footer) dialog box as shown in Figure 10.

Figure 10

In the Left Section box, enter any data you want to appear at the left margin of the header (or footer). In the Center Section box, enter any data you want to appear at the centre margin of the header (or footer). In the Right Section box, enter any data you want to appear at the right margin of the header (or footer). Click the OK button to close the Header (or Footer) dialog box.

Click the OK button.

Back to Top

7.0
Choose: Click:

Changing
File,

the

Sheet
Page Sheet

Printing

Option
Setup tab

The options available in the dialog box is shown in Figure 11.

Figure 11

In the Print section:

Select (or unselect) the Gridlines check box to include (or suppress) cells gridlines in your printout. Select the Draft Quality check box if you want a draft copy. This will reduce printing time. Select the Black and White check box if you have used colors in your worksheet but you will print on a black-andwhite printer. Select the Row and Column Heading check box if you want to print row numbers and column letters together with your data.

Click Down, Then Across or Across, Then Down to control the order in which data is numbered and printed when it does not fit Click For practice, on the Centre data one OK horizontally on the page. button. page.

Add your name, course and date as header/footer.

8.0 Previewing a Worksheet

MS Excel allows you to see exactly how your worksheet will look like before you print it on paper. This may help in saving paper as draft copies can be previewed on screen and modifications made to the sheet before the final copy is sent to the printer. To do this: Choose: File + Print Preview Your screen will be similar to that of Figure 12. Options are available to help you zoom out (and in) the sheet to reveal (or hide) details.

Figure 12

When you are finished with previewing, click on Close to return back to your worksheet.

8.1 Printing a Workbook

The Print command on the file menu will print the workbook. To begin the Print command

Press: Your Press: screen will

File be similar

+ to Figure

Print 13. OK

Alternatively, you can click on directly to the printer.

In the above case, the Print dialog box will not appear. Instead, the output will be sent

Figure 13

9.0 Closing a Workbook

Choose: File + Close

10.0 Opening a Workbook

Choose: OR File + Open (click open)

Click Press: Your screen will be similar to Figure 14. Ctrl

on +

OR O

Figure 14

Choose the location from the Look In drop down list and then select the file from the list of name that appears. Or, if you know the name of the file, you can simply type it at the File name text box.

Click on Open.

11.0 Exiting from Excel

Choose: File + Exit

Data Manipulation and Formatting Practical Session 7 In this session, you will learn how to do the following: 1. Perform different types of cell selection. 2. Replicate data in cells. 3. Move data to different cells in the worksheet. 4. Apply different types of formatting to the worksheet.

Introduction

In this practical session, you will be introduced to different ways of enhancing the appearance of the spreadsheet by altering the font used, its size and style. Emphasis can be laid on different part of the sheet by using bold and italic characters, by underlying text and adding borders and shading to selected cells. These styles and format can be seen on the screen exactly as they will appear when printed. This is known, as WYSIWYG (What You See Is What You Get). This means that you can play around with the format of the sheet until it seems appealing to you on screen without wasting papers or unnecessary trial printouts. The electronic spreadsheet tries to eliminate paper, pencil, and eraser. Amendments can be made on the sheet. Besides, data position can be altered without requiring re-typing and unnecessary data can be eliminated rapidly. During the previous Practical Session, you defined the row and column headings for the Beverly Hills Company budget worksheet. You entered the expected figures and many of the expected expenses. In this session, you learn about data manipulation and formatting. Now, for practice, open the "Expenses" workbook you created in the previous Practical Session.

1.0 Selecting cells

A selection consists of the highlighted cells that will be affected by the next command or action. There are three different types of selection namely row, column and range selection. This is illustrated in Figure 1.

Figure 1

1.1 To select a range

Make the starting cell, in the range, active. Hold down SHIFT and press direction keys until the area is selected. OR Point to the starting cell in the selection and Click to make it active. The general rule when you want to format, change, move or use data is: Select, then Do. Selected items always appear highlighted on screen, except for the active cell, which remains white even when selected.

To select just one cell: simply click in it.

To select a range of cells: "click and drag" over them with the mouse. (Make sure you click inside a cell, not on its border)

To select a column or row: click on the row number or column letter in the row or column headers. For instance, clicking on A will highlight the whole of column A.

1.2 To cancel a selection

Press DIRECTION keys OR Point the mouse and click anywhere outside the selection.

1.3 To select a column

Go to any cell within the column to be selected Press CONTROL + SPACEBAR OR Click on the Column Letter

1.4 To select a row

Go to any cell within the row to be selected Press SHIFT + SPACEBAR OR Click on the Row number

1.5 To select the entire worksheet

Press SHIFT + CONTROL + SPACEBAR OR Choose Edit + Select All

1.6 To select discontinuous ranges

You can also select ranges that are discontinuous. You need to hold down the CTRL key while selecting the range with the mouse. Suppose you wanted to select data for January and March in sheet1. Select the first range B3:B8. (Note that in Excel, B3:B8 means range consisting of cells B3 up to and including B8.) Hold down the CTRL key and select the range D3:D8

2.0 To Undo/Repeat Changes

Now, make sure sheet1 is the active sheet in the "Expenses" workbook. Select the entire worksheet. Press Delete. What happens? You may have noticed that the content of sheet1 is lost. This may accidentally happen to anyone. Fortunately, MS Excel keeps tract of all actions that you perform on a workbook. As such, Excel allows you to undo the last action that you issued. To Choose Edit + Undo (ALT, E, U) undo an action:

OR Click Similarly, To to save time, repeat you can repeat on the the last operation that last has been performed. action:

Choose Edit + Repeat (ALT, E, R)

OR Click on OR Press F4

3.0 Delete/Insert Rows or Columns 3.1 To delete rows/columns

Select the row (or column) you want to delete

Choose Edit + Delete Row (Column)

3.2 To insert rows/columns

Select the row (or column) before which you want to insert a new row (or column)

Choose Insert + Row (or Column)

At this point, we want to insert a title at the top of the worksheet. Since there are no rows available for the title, you will need to create space to add the title. Insert a row before row 1. Move to cell A1 Type: Beverly Hills Half Year Budget Continue adding rows (as required) and typing new data so that the worksheet looks like Figure 2.

Figure 2

4.0 Moving Data

Select the range of cells containing the data you want to move. Choose Edit + Cut (Alt, E, T) OR Click on Select the cell that will be the left corner of the target range Press Enter From the worksheet, the text "Profit:" should have been typed in cell A14 instead of A16. Move the data from cell A16 to A14.

5.0 Copying Data

Next, you want to enter the estimated expenses for payroll and Gen & Admin, for February through June. They are the same as January.

So, these values can be copied from January and pasted into that of February to June. Select the range of cells containing the data: Choose: Edit + Copy

OR : Click Choose the left corner of the target range Press: ENTER

Figures for Payroll and Gen & Admin for the months February to June are the same as that for January. You can now easily perform the entry for the estimated expenses for Payroll and Gen & Admin, for February through June through the copy operation. After you have finished, your worksheet should be similar to Figure 3.

Figure 3

Back to Top

6.0 Formatting
In MS Excel, you can easily enhance the appearance of your worksheet by changing the type, style and size. Furthermore, you can place emphasis on different parts of your worksheet by using bold, and italic characters, by underlining text and by adding borders to the data.

6.1 To change the column width

Select the cell or range of cells whose width you want to change. Choose Format + Column + Width Type a new column width (15) Press Enter Suppose in our case, the column headings in column A does not fit the length of the words. Therefore you can change the width of the column, so that it should appear as Figure 4.

Figure 4

6.2 To change the row height

Select a cell in the row Choose Format + Row + Height Press Enter In Sheet1 of your workbook, change the height of row 1 to 20.

6.3 To change the alignment

Select the cell or range of cells you want to align Choose Format + Cells Click on the 'Alignment' Tab on the displayed dialog box (Figure 5) Different options are available for horizontal and vertical alignment of data in the cells. You can also alter the orientation of data in the cells. Select the options you want. Click on OK.

Figure 5

Mouse shortcuts are available in the form of tool buttons, in the Format toolbar, to help in changing the alignment of data in the cells.

- Select the different month labels align them to the right of their cells. - Centre the title in A1 across the selection A1 to G1. - Align A1 to the vertical centre.

6.4 To change a number format

- In MS Excel, you can format your data in a number of varying ways depending on their type. As an example, for numbers, you can specify the number of decimal points as well as thousands separator. - Select the cells containing the number - Choose Format + cells - Click on the 'Number' Tab on the displayed dialog box (Figure 5) - Select the options you want. - Click on OK.

6.5 To change the Font

The type (display) for texts and data in MS Excel can be specified from a variety of fonts ranging from formal fonts to fancy and more casual ones. You can even place emphasis on part or all of your data by making them bold and/or italic or by underlining them. Another way of making your data more imposing is by changing the size of the font. To format data:

Select the cell Choose Format + Cells Click on the 'Font' Tab on the displayed dialog box (Figure 6) Select the options you want. Click on OK.

Figure 6

Shortcuts are also available for font formatting in the format toolbar.

Now, do the following: Cell A1: Change the Font size to 14. Make it bold and underline. Cells A3 & A8: Bold Cell A6 & A12: Italic Cell A14: Bold and Italic Cells B2:G2: Bold Insert a row before row 2 and change its height to 12.75 After the different formatting applied to Sheet1, it should look like Figure 7.

Figure 7

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6.6 To add a border

Select a cell (or range of cells) Choose Format + cells Click on the 'Border' tab on the displayed dialog box (Figure 8) Select the style for the border and then click on the different border options you want Click on OK.

Figure 8

You can add different types of borders to a range of cells. This is summarised in the table below.

Try adding borders to the data in your worksheet.

Sheet Management, Formulae & Functions, Charts & Graphs Practical Session 8 In this session, you will learn how to do the following: 1. Manage the workbook. 2. Rename and copy worksheets. 3. Delete and insert worksheets. 4. Differentiate between the two types of cell addressing. 5. Use simple formulae to perform arithmetic operations. 6. Use more complex built-in functions to perform complex arithmetic and statistical operations. 7. Create charts and graphs from existing data in your worksheet. 8. Use the chart wizard. 9. Format a chart.

10. Print a chart.

Introduction
As the number of worksheets increases in your workbook, you will need to manage them so as to save time and be more productive. In the first part of this practical session, you will learn to manage your sheets effectively. Besides eliminating paper, pencil and eraser, the electronic spreadsheet also eliminates the use of electronic calculators (or even fingers) to perform calculations. Later in this practical session, you will be introduced to the two types of cell addressing: relative and absolute addressing. This will help afterwards with the introduction of formulae to perform simple calculations. Furthermore, you will be shown how to use built-in functions to perform more complex operations instead of building your own formulae. Different types of functions exist in MS Excel to help with financial and statistical analysis.

1.0 Managing Workbook

An Excel workbook allows you to store huge amount of data in a maximum of 255 worksheets. Moving around through a large number of sheets and searching for the appropriate data may be time consuming. MS Excel allows you to manage your sheets in a very convenient way. In fact, you can give meaningful names to your sheets and get rid of redundant sheets.

1.1 Naming Worksheet

Each worksheet in a workbook is automatically assigned a name. In a new workbook, worksheets are named Sheet1, Sheet2, and so on, as displayed on the sheet tabs. As more sheets are added to a workbook, remembering what information is in each sheet becomes more and more difficult. To help to clarify the worksheet, you can assign your own descriptive names to the worksheets.

The following guidelines should be followed when naming the worksheet. A sheet name:

Can be up to 31 characters Can be entered in upper or lower case letters or a combination of both Can contain any combination of letters Cannot contain colons, question marks, asterisks, or forward or backward slashes, square brackets and the greater

and less than signs To name a sheet: Choose Format, Sheet, Rename OR Double-click the sheet tab for the worksheet you want to rename. Renaming a worksheet Double click on the sheet tab for the sheet you want to rename.

Then type the new name over the current name when it is highlighted. At this point, make sure that you have opened the expenses workbook before you can continue with this lab. Rename sheet1 as "raw data".

1.2 Deleting Worksheets

If you no longer need a particular worksheet in a workbook, you can delete the entire worksheet. Excel prompts you for confirmation before deleting the worksheet as this command will permanently delete the selected sheet. Note that when you delete a worksheet by accident, you cannot use Undo to restore the worksheet.

To delete a worksheet: Choose Edit, Delete sheet Choose OK from the Confirmation dialog box. Deleting sheets from a workbook:

Select the sheets you want to delete. On the Edit menu, Click Delete Sheet

Click ok on pop up window

Figure 1

The sheet will be deleted from the workbook. In the "Expenses" workbook, delete the sheets, sheet1 sheet16 Now, only one worksheet, namely "raw data" is available in your workbook.

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1.3 Copying a Sheet

You can copy all the contents and formatting of an existing worksheet to a new worksheet--either in the same workbook or to another workbook. This feature is useful if you frequently create similar worksheets or if you need to start a new monthly or quarterly worksheet using the same format as an existing worksheet. Now, you may want to extend the worksheet to include the different calculations (which you will learn later in this lab) for the last six months of the year. You can do this by adding the data to the active worksheet or by using another worksheet. You will use a second worksheet. So far you have used only one sheet, Sheet1. You will use another sheet to hold the data for the complete half-year budget. But, instead of re-typing everything, it will be easier to make a copy of the "raw data" worksheet. To copy a sheet: On Edit menu, Click Move or Copy Sheet...

Figure 2

In the To Book list, select the workbook to which you want to copy the selected worksheet. In the Before Sheet list box, select which sheet you want the copied sheet to be placed in front of. Select the Create a Copy check box to place a copy of the original worksheet in the selected workbook, while leaving the original worksheet intact; then click OK. (In case you want to move the sheet, you need to leave this check box unselected, i.e., without a tick). At this point, create a copy of "raw data" within the same workbook. Rename the copy as "complete"

1.4 Inserting Worksheets

Each new workbook contains sixteen worksheets by default. You can easily insert new worksheets as and when required.

Insert a new single worksheet

Click on the tab where you want new worksheet to be inserted Click on Insert menu Select Worksheet

The new worksheet is inserted just before the current worksheet.

Try inserting a worksheet in the expenses workbook Insert multiple worksheets

Hold down SHIFT, and then select the same number of existing worksheet tabs that you want to add in the open workbook. Example: If you want to add 2 new worksheets, select 2 existing worksheet tabs. Click on Insert menu Select Worksheet

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2.0 Calculations in Excel

Entries that are missing in the worksheet are formula entries. You will need to complete these entries in the worksheet. A formula is an entry that performs a calculation. The result of the calculation is displayed in the worksheet cell. Three types of formula can be entered in a worksheet: Numeric, text, and logical: used to evaluate a condition. To enter a numeric formula, the following arithmetic operation are used:

+ / * ^
A

For Addition For Subtraction For Division For Multiplication For Exponentiation
formula always begins with =, which defines it as a numeric entry.

In formula that contains more than one operator, Excel performs the calculation in a specific order. First Exponentiation are performed, then multiplication and division, and finally addition and subtraction. A formula always begins with =, which defines it as a numeric entry. In formula that contains more than one operator, Excel performs the calculation in a specific order. First Exponentiation are performed, then multiplication and division, and finally addition and subtraction.

2.1 Entering Formulae (Part 1)

The first formula you will enter will be the total sales for January through June. (Remember that from this point onwards, you

will

be

working

with

the

data

in

the

"complete"

worksheet.)

By adding figures for Foods (in cell B5) and Beverages (in cell B6) you can obtain total sales for January (in cell B7). To sum the figures in cells B5 and B6, enter the following formula in cell B7.

Click the cell where you want to enter the formula, i.e. cell B7

Figure 3

Type: =B5+B6 Press: ENTER Your screen should be similar to Figure 4. After you have pressed the ENTER key, the result is displayed in cell B7. If you want to see the formula, move the cell selector to the corresponding cell. The formula appears in the edit section of the formula bar.

Figure 4

2.2 Recalculating the worksheet

After looking over the worksheet, you now decide to reduce the value of food sales in January from 45000 to 12500. To change Move Type: Press: The total in cell B5 is automatically recalculated, and the number displayed will be to the this appropriate entry, cell 12500 ENTER different.

Your worksheet should now be similar to Figure 5.

2.3 Entering a Function

Now that all the entries have been entered in the worksheet, we may want to calculate the totals for the different items over the six months. The formula to calculate the total sales of food need to be entered in the cell H5 and copied down the column for the remaining items.

However, it is faster to use one of Excel's built-in formulae, called functions, which perform certain kinds of calculations automatically. In this case, the Sum function will be used. The =Function An argument is the syntax or name data the function rules for entering (argument1, uses to perform the functions is: argument2) calculation.

Some common functions are given in the table below:

You will use the SUM function to calculate the total for food.

Move to: H5 Click: AutoSum Your screen should be similar to Figure 6 You must observe the function displayed in the formula bar. Since you need to calculate the sum of cells in the range B5:G5, therefore the argument of the sum function is B5:G5.

Figure 6

In case the range is incorrect, you can alter it by editing the function. Press Enter to accept. You can now copy the formula in cell H5 to cells H6:H7, H10:H13, and H15.

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2.4 Using the Function Wizard (Part 1)

Next you decide you want to add a column showing the average values for the months. The average for food is obtained by calculating Move Enter Move Choose: Insert + Function and right-align to: the average of cells B5:G5. To to: the heading enter a heading for this column, I3 "AVG" I5

Or Click on the function Wizard You will be prompted with a "Insert Function" dialog box.

Choose the AVERAGE function name from the list of functions listed as shown in Figure 7.

Figure 7

Click OK.

3.0 CHARTS AND GRAPHS

Most electronic spreadsheets have the flexibility of producing visual display of the data in the form of graphs and charts. As the values in the worksheet change, the chart referencing those values automatically changes to reflect the new values. You can also enhance the appearance of a chart by using different type, styles and sizes. Although the worksheet in the Expenses workbook shows the sales and expenditure figures for the six months, it is hard to see how the figures for the different categories have changed over time. A visual representation of data in the form of graph or chart would convey that information in an easy-to-understand and attractive manner. What is a Chart?

A chart is a graphic representation from your worksheet. ChartWizard The full Chart Wizard icon appears on the standard toolbar. Selecting this icon takes you to a series of very simple screens in which you can create a graph of your choice from the area you have highlighted.

3.1 Creating Charts

Before you can draw a chart using Excel, the numbers that compose the chart must be entered in a workbook. There are five general steps in defining a chart.

Steps in Creating a Chart: 1. Enter the numbers into a workbook. 2. Select the data to be charted. 3. Choose Chart from the Insert menu

Or click on the ChartWizard button.

The Chart Wizard window will be displayed.

4. Define parameters such as titles, scaling color, patterns, and legend. These four steps should be performed in this order. Note that since the chart is linked to the workbook data, any subsequent changes made to the workbook are automatically reflected in the chart. You will be making two charts in this Practial Session. The first chart will be a pie chart and the second chart will be a column chart.

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3.2 Creating a Pie Chart (Part 1)

Pie charts are used to show relative proportions of the whole, for one data series only.

Data series are a group of related data points. A data point is a piece of information that consists of a category and value.

For example, if you were collecting data on the utilisation of different spreadsheet applications among students on the campus, then the number of students who uses MS Excel would be a data point. In this case the category is "MS Excel" and

the value is the number of students who uses that software. When you create a chart with Excel, the categories are plotted along the horizontal or X-axis, while the values are plotted along the vertical or Y-axis. Data series originate from single worksheet rows or columns. A unique color or pattern distinguishes each data series in a chart. You can plot one or more data series in a chart except for pie charts. An example of a data series is the population of Mauritius over fifteen years. Each data point would be made up of a year (the category) and the population in that year (value).

3.3 Formatting a Chart (Part 1)

Before going into the details of how to edit and format a chart, you need to know how to activate the chart and select items in Activating the chart a using a mouse. Chart

When you activate a chart, the chart menu commands become available and the Chart toolbar is displayed. To activate a chart sheet: 1. Select the chart sheet tab you want. 2. Select the chart1 sheet tab to activate the pie chart. 3. Once a chart is active, you can use the mouse to select chart items one at a time. To confirm what you have selected, refer to the name box on the formula bar. Note that many items in a chart are grouped together. For some grouped items, such as data series, you click once to select the entire group, and then click the individual item you want to select within the group. The following list is a brief overview on how to select items in a chart using a mouse. Selecting Items In a Chart Using a Mouse: To select one of the following items in an Excel chart:

Data Series - click any data marker belonging to a data series. Pie slice - select the pie ring, and then click the slice. Data labels - click any data label associated with a data series. Single data label - select the data labels, and then click an individual label. Legend - click anywhere in the legend, or click its border.

Single legend entry - select the legend, and then click the legend entry. Title - click the chart title, axis title, or text box. Axis - click the axis or a tick-mark label to format or modify the axis.

3.4 Creating a Column Chart (Part 1)

Column charts use bars of varying lengths to indicate amount. The bars are of different colors or patterns to indicate the different types of data, and they run vertically across the chart.

To create a column chart: 1. In the expenses workbook, click on sheet1 to make it active.

2.

Now, you want to chart the different expenses over the six months. Select the data, as shown in Figure 21 (A3:G3, A11:G13), to be charted.

Figure 21

3.

3.5 Formatting the Column Chart (Part 1)

1. We can use different colours:

Select the commission (data series) columns and make them red. Select the Payroll (data series) columns and make them yellow. Select the Gen & Admin(data series) columns and make them green. Select the Total Expenses (data series) columns and make them blue.

Your column chart should look similar to Figure 27.

Figure 27

Introduction to Microsoft PowerPoint Practical Session 9 In this session, you will learn how to do the following: 1. Explain what is PowerPoint. 2. Start PowerPoint. 3. Use the different slides and presentations. 4. Save a presentation. 5. Close and open a presentation. 6. Exit PowerPoint. 7. Use the toolbars.

Introduction
In this part of the lab manual, you will be introduced to Microsoft PowerPoint, which is a powerful presentation graphics package. This Practical Session includes sections meant for later reference in other parts of the manual. Note: You are advised to make use of the online help for Microsoft PowerPoint. Refer to the Help menu option.

1.0 What is PowerPoint?

PowerPoint is a complete presentation graphics package. It gives you everything you need to produce a professional-looking presentation. PowerPoint offers word processing, outlining, drawing, graphing, and presentation management tools, all designed The following to gives you be a quick easy overview of to what use you can do and in learn. PowerPoint:

When you create a presentation using PowerPoint, the presentation is made up of a series of slides. The slides that you

create

using

PowerPoint

can

also

be

presented

as

overhead

transparencies

or

35mm

slides.

In addition to slides, you can print audience handouts, outlines, and speaker's notes.

You can format all the slides in a presentation using the powerful Slide Master. You can keep your entire presentation in a single file - all your slides, speaker's notes, and audience handouts. You can import what you have created in other Microsoft products, such as Word and Excel into any of your slides.

Now that you know what features PowerPoint offers, it's time to learn how to work in PowerPoint.

2.0 Getting Started and Working in PowerPoint (Part 1) To get the most out of this tutorial it is best to run PowerPoint, so that you can experiment with the concepts that are mentioned in the tutorial. Find and open PowerPoint: Let's take a look at the PowerPoint screen:

1. In the slide pane, type text directly onto the slide, within the placeholder. 2. On the left is a thumbnail version of the slide you're working on. This area is the Slides tab, and you can click the slide thumbnails here to navigate among slides. 3. The notes pane. Type notes that you'll use when presenting. You can drag the borders of the pane to make the notes area bigger.

3.0 Slides and Presentation

What A slide is the basic is building b6lock of a any Powerpoint slide? presentation.

A slide can be produced in Portrait or Landscape layout in any one of a number of paper formats. Slides can also be produced in either an "On-screen" format or a format suitable for the production of 35 mm transparencies. Slides can contain Titles, Text, Drawn objects, Charts, Objects and shapes, Clipart, Movies, Sound and items created in other applications. What is a presentation?

A series of slides grouped together is referred to as a presentation.

4.0 Opening an Existing Presentation

Tools
can use the the

to
icons across the

help
top of the top Open

you
dialog to help to

with
you have in locating

opening
and selecting the

You

re

You can use

Views drop

down list

at the

of the

Open dialog

different

display of the

files in

xercise 9.1

Start PowerPoint Open an existing presentation. You will see a list of files. Go to the directory where the sample files are stored. Open any of the PowerPoint presentations.

5.0 Saving a Presentation

g a PowerPoint Presentation

PowerPoint

8.0 PowerPoint Screen and Views 8.1 The Standard Toolbar

8.2 The Formatting Toolbar

8.3 The View icons

Just above the status bar on the left-hand side of the screen you will find the five view icons. These are used to change the view of PowerPoint that you are working on.

The Views available are:

Normal View

Slide Sorter View Slide Show View

Exercise 9.2

Open an existing presentation. Try out the different views in the open dialog box before opening the presentation. Add the presentation to your favourites. View the presentation using the three views available in PowerPoint. Save the presentation as new.ppt. Close the presentation when you have finished. Exit PowerPoint.