Software Chapter 1-13

MODULE OFFICE APPLICATION SOFTWARE - SOFAPP
CHAPTER 1: Introduction to Software Applications
Objectives:
a.) Differentiate the use of software applications.
b.) Recognize the types of software suites.
c.) Discover the different office tools that is being used in
businesses today.
Lesson 1: Software Suite

A software suite or application suite is a collection of computer programs —usually
application software or programming software— of related functionality, often sharing a similar
user interface and the ability to easily exchange data with each other.
Advantages
 Less costly than buying individual packages

 Identical or very similar GUI
 Designed to interface with each other
 Helps the learning curve of the user
Disadvantages:
 Some purchased features may never be used by the user

 May take a significant amount of disk space (bloatware)
 Likely to require significant effort for stuff
Types of Software Suites:
1. An office suite is a collection of bundled productivity software (a software suite) intended

to be used by knowledge workers. The components are generally distributed together,
have a consistent user interface and usually can interact with each other.
2. An Internet suite is an Internet-related software suite. Internet suites usually include a
web browser, e-mail client (often with a news client and address book), download
manager, HTML editor, and an IRC client.
3. A graphics suite is a software suite for graphics work that are distributed together. The
programs are usually able to interact with each other on a higher level than the operating
system would normally allow. Examples are Adobe graphics suite, CoreIDRAW Graphics
Suite and Microsoft Expression Studio.
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4. An integrated development environment (IDE) is a software application that provides

comprehensive facilities to computer programmers for software development. An IDE
normally consists of at least a source code editor, build automation tools and a debugger.
Some IDEs, such as NetBeans and Eclipse, contain the necessary compiler, interpreter, or
both; others, such as SharpDevelop and Lazarus, do not.
For more knowledge about software suites, please check the link provided;
https://www.youtube.com/watch?v=Xx-JuUr9wXU
Lesson 2: Office Tools

Application software that assist users in regular office jobs like creating, updating and
maintaining documents, handling large amounts of data, creating presentations, scheduling, etc.
are called office tools. Using office tools saves time and effort and lots of repetitive tasks can be
done easily. Some of the software that do this are:
1. Word processors
2. Spreadsheets
3. Presentation software
4. E-mail tools
Word Processor
A software for creating, storing and manipulating text documents is called word
processor. Some common word processors are MS-Word, WordPad, WordPerfect, Google docs,
etc.
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A word processor allows you to:

1. Create, save and edit documents
2. Format text properties like font, alignment, font color, background color, etc.
3. Check spelling and grammar
4. Add images
5. Add header and footer, set page margins and insert watermarks
Spreadsheet
Spreadsheet is a software that assists users in processing and analyzing tabular data. It is
a computerized accounting tool. Data is always entered in a cell (intersection of a row and a
column) and formulas and functions to process a group of cells is easily available. Some of the
popular spreadsheet software include MS-Excel, Gnumeric, Google Sheets, etc. Here is a list of
activities that can be done within a spreadsheet software:
 Simple calculations like addition, average, counting, etc.

 Preparing charts and graphs on a group of related data
 Data entry
 Data formatting
 Cell formatting
 Calculations based on logical comparisons
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Presentation Tool
Presentation tool enables user to demonstrate information broken down into small
chunks and arranged on pages called slides. A series of slides that present a coherent idea to an
audience is called a presentation. The slides can have text, images, tables, audio, video or other
multimedia information arranged on them. MS-PowerPoint, OpenOffice Impress, Lotus
Freelance, etc. are some popular presentation tools.
Email Tools
Email is a service which allows us to send the message in electronic mode over the
internet. It offers an efficient, inexpensive and real time mean of distributing information among
people.
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For more knowledge about office tools, please check the link provided;
https://www.youtube.com/watch?v=KzS2ivdiSS8
REFERENCES
https://www.tutorialspoint.com/basics_of_computers/basics_of_computers_office_tools.htm
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CHAPTER 2: Microsoft Word Basics
Objectives:
a.) Recognize the importance of word processing.
b.) Indicate the names and functions of the Word interface
components.
c.) Create, edit, save, and print documents to include
documents with lists and tables.
Microsoft Office Word allows you to create and edit personal and business documents,
such as letters, reports, invoices, emails and books. By default, documents saved in Word 2007
or higher are saved with the .docx extension. Microsoft Word can be used for the following
purposes –
 To create business documents having various graphics including pictures, charts, and
diagrams.
 To store and reuse readymade content and formatted elements such as cover pages and
sidebars.
 To create letters and letterheads for personal and business purpose.
 To design different documents such as resumes or invitation cards etc.
 To create a range of correspondence from a simple office memo to legal copies and
reference documents.
Microsoft word was released in 1983 as Multi-Tool Word. Its first version was based on the
framework of Bravo which was world's first graphical writing program.
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Lesson 1: Exploring the Window

Following is the basic window which you get when you start the Word application. Let us
understand the various important parts of this window.
Office Button
Microsoft Office Button is located on the top left corner of the window. You can click it
to check the Backstage view. This is where you come when you need to open or save files,
create new documents, print a document, and do other file-related operations.
Quick Access Toolbar

This you will find just beside the office button. This is a convenient resting place for the
most frequently used commands in Word. You can customize this toolbar based on your comfort.
Ribbon
Ribbon contains commands organized in three components −

 Tabs − These appear across the top of the Ribbon and contain groups of related
commands. Home, Insert, Page Layout are examples of ribbon tabs.
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 Groups − They organize related commands; each group name appears below the group
on the Ribbon. For example, group of commands related to fonts or group of commands
related to alignment, etc.
 Commands − Commands appear within each group as mentioned above.
Title bar
This lies in the middle and at the top of the window. Title bar shows the program and
document titles.
Rulers
Word has two rulers - a horizontal ruler and a vertical ruler. The horizontal ruler appears
just beneath the Ribbon and is used to set margins and tab stops. The vertical ruler appears on
the left edge of the Word window and is used to gauge the vertical position of elements on the
page.
Help
The Help Icon can be used to get word related help anytime you like. This provides nice
tutorial on various subjects related to word.
Zoom Control
Zoom control lets you zoom in for a closer look at your text. The zoom control consists of
a slider that you can slide left or right to zoom in or out; you can click the + buttons to increase
or decrease the zoom factor.
View Buttons
The group of five buttons located to the left of the Zoom control, near the bottom of the
screen, lets you switch through the Word's various document views.
 Print Layout view − This displays pages exactly as they will appear when printed.
 Full Screen Reading view − This gives a full screen view of the document.
 Web Layout view − This shows how a document appears when viewed by a Web browser,
such as Internet Explorer.
 Outline view − This lets you work with outlines established using Word’s standard
heading styles.
 Draft view − This formats text as it appears on the printed page with a few exceptions.
For example, headers and footers aren't shown. Most people prefer this mode.
Document Area
This is the area where you type. The flashing vertical bar is called the insertion point and
it represents the location where text will appear when you type.
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Status Bar
This displays the document information as well as the insertion point location. From left
to right, this bar contains the total number of pages and words in the document, language, etc.
You can configure the status bar by right-clicking anywhere on it and by selecting or deselecting
options from the provided list.
Dialog Box Launcher

This appears as very small arrow in the lower-right corner of many groups on the Ribbon.
Clicking this button opens a dialog box or task pane that provides more options about the group.
Lesson 2: Text Basics

How to Insert Text in MS Word?
The basic steps to insert text or to create
a new document in Word are listed below:
 Go to the start menu and look for
Microsoft Word icon
 Click the icon to open the Microsoft
Word
 You will see a blinking cursor or
insertion point in the text area below
the ribbon
 Now, as you start typing, the words
will appear on the screen in the text
area
 To change the location of insertion
point press spacebar, Enter or Tab
keys
How to Delete Text in MS Word?
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You can easily delete the text in Word including characters, paragraphs or all of the
content of your document. Word offers you different methods to delete the text; some of the
commonly used methods are given below:
 Place the cursor next to the text
then press Backspace key
 Place the cursor to the left of the
text then press Delete key
 Select the text and press the
Backspace or Delete key
 Select the text and type over it the
new text.
How to Select Text in MS Word?
Place the cursor next to the text then
left click the mouse and holding it down
move it over the text then release it. The
text will be selected.
Some shortcuts for selecting text are:
 To select a single word double click within the word
 To select the entire paragraph triple click within the paragraph
 To select entire document, in Home tab, in Editing group click Select then choose Select
All option or press CTRL+A
 o Shift + Arrow; hold down the shift key then press the arrow key, the word will select the
text in the direction of the arrow key. There are three arrow keys, so you can select the
text in three different directions.
How to Copy and Paste Text in MS Word?
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Word offers different methods to copy and paste text. Some of the popular methods are
given below;
Method 1:
 Select the text you want to copy
 Select the Home tab and click the Copy command
 Place the cursor where you want to paste the text
 Click the Paste command in Home tab
Method 2:
 Select the text
 Place the cursor over the text and right click the mouse
 A menu will appear; with a left click select the "Copy" option
 Now, move the cursor to a desired location and right click the mouse
 A menu will appear; with a left click select the 'Paste" option.
How to Save the Document in MS Word?

When you create a document it is important to save the document so that it can be viewed
or reused later. The basic steps to save a document are listed below:
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 Click the Microsoft Office Button

 A list of different commands
appears
 Click the 'Save As' command
 it displays 'Save As' Dialogue Box
 Save the document to desired
location with a desired name
You can also choose 'Save' command
from the list to save the document to its
current location with same title. If you
are saving a fresh document, it displays
'Save As' dialogue box.
The shortcut method to save a
document is to press "Ctrl+S" keys. It
opens the 'Save As' dialogue box where
you can name you document and save it
to a desired location.
Lesson 3: Formatting Text
How to Change Font Size in MS Word?

You can easily change the font size of your
text in the document. The basic steps to
change the Font size are listed below;
 Select the text that you want to modify
 In Home tab locate the Font group
 In Font group click the drop-down
arrow next to font size box
 Font size menu appears
 Select the desired font size with a left
click
 Select the text and click the increase or
decrease font size buttons
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How to Change Font Style in MS Word?

The basic steps to change the font of a
text in a document are given below;
 Select the text you want to modify
 Select the Home tab and locate the
Font group
 Click the drop-down arrow next to
font style box
 Font style menu appears
 With a left click select the desired font
style
 If you want to change the font to bold
or italic, click the 'B' or 'I' icons on the
format bar.
How to Format Font Color in MS Word?

MS Word allows you to change the Font color of your text. If you want to emphasize a
particular word or phrase, you can change its font color. The basic steps to change the Font
color are given below;
 Select the text you want to
modify
 In Home tab locate the Font
group
 Click the drop-down arrow next
to Font color button
 Font color menu appears
 Select the desired font color with
a left click
 Word will change the Font color
of the selected text.
How to Change Text Case in MS Word?
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You can easily change the text case in your document by following the steps given
below;

change
 In Home tab locate the Font
group
 Click the drop-down arrow in
'Change Case' button
 It displays text case menu
 Select the desired case with a
left click
The case menu offers four options;
Sentence case: It capitalizes the first letter of each sentence.

Lowercase: It changes the text from uppercase to lowercase.
Uppercase: It capitalizes all the all letters of your text.
Capitalize Each Word: It capitalizes the first letter of each word.
Toggle Case: It allows you to shift between two case views, e.g. to shift between Capitalize Each
Word and cAPITALIZE eACH wORD .
How to Change Text Alignment in MS Word?

You can change the text alignment in your document to make it more presentable and
readable. The basic steps to change the text alignment are given below;
 Select the content you want to
modify
 In Home tab locate the Paragraph
group
 It has four alignment options;
Align Text Left: Aligns the text towards

left margin
Center: Brings the text at center
Align Text Right: Aligns the text towards right margin
Justify: Aligns the text to both left and right margins
 Select the desired alignment option with a left click
How to Insert a Text Box in MS Word?
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Text box allows you to control the position of a block of text in your document. You can
also format them with borders and shading. The two commonly used methods to insert Text
Boxes are given below:
Method 1:
 Select the Insert tab
 Locate the Text group
 Click the Text Box button
 It displays Built-In text box menu and
an option to draw table
 With a left click select the desired text
box format from the menu
Method 2:
 Select 'Draw Text Box' option
 A cross shaped cursor appears
 Left click the mouse and holding it
down drag it to draw the box of
desired dimensions
Bold, Italic and Underline Commands in MS Word

These commands are given in the Font group in
the Home tab. Their functions are given below;
 Bold: It allows you to Bold the text of your
document
 Italic: It allows you to Italicize the text of
your document
 Underline: It allows you to underline the
text of your document
Lesson 4: Formatting Paragraph
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How to Create First Line Indent in MS Word

You can create indent within your paragraph
by following these steps;
 Select the paragraph or place the cursor
anywhere within the paragraph
 Select the Home tab
 Locate the Paragraph group and click the
arrow at right bottom corner
 'Paragraph' dialog box appears
 In 'Indents and Spacing' section click the
drop down arrow in 'Special' field
 Select the 'First Line' option
 Enter desired indent in 'By' field and click
Ok
How to Apply Style in MS Word?
You can create professional and presentable documents in MS Word by applying different
styles. The basic steps to apply a style in a document are listed below;
 Select the text to which you want to apply the style

 In Styles group you will see different styles;
 To view more styles click the drop-
down arrow
 It displays style menu
 Select the desired style with a left-click
How to Customize Style in MS Word?
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If you are looking for formatting options that are not given in the built-in styles, you can
modify or customize an existing style to
fulfill your needs. The steps to customize
a style are as follows;
 Select the style that you want to
modify
 Right click the mouse
 It displays a list of different
commands
 Select the 'Modify' option;
 'Modify Style' dialogue box
appears
How to Create New Style in MS Word?

You can add new styles to your list of styles, i.e. Word allows you to set the styles for font,
figure, paragraph, etc. It helps you to keep consistency in all the documents of a topic or subject.
The steps to create new styles are given below;

 In Styles group click the arrow at the right bottom corner of the group
 It displays the 'Styles' task pane;
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In 'Styles' task pane click the 'New Style' button

It displays 'Create New Style from Formatting' dialogue box;
 Enter the name for new style and make all the desired changes
 Click OK, the new style will be added to the list of styles
Lesson 5: Modify Page Layout

How to Change Page Orientation in MS Word?
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Page Orientation refers to the direction in which a document is displayed. It is of two types;
portrait (vertical) and landscape
(horizontal). The default orientation is
portrait; it can be changed to landscape by
following these steps;
 Select the Page Layout tab
 Locate the Page Setup group
 In Page Setup group click the
Orientation command
 It displays two options, Portrait and
Landscape
 Select the desired page orientation
How to Change Page Size in MS Word?

The default paper size in Word is 8.5 x 11 inches which easily
fits in printers. This size is not fixed; you can change it if you want
a document with different paper size. The steps to change the
paper size are given below;
 Click the Page Layout tab
 In Page Setup group click the Size command
 Paper size menu will appear
 With a left click select the desired paper size
 To customize page size, click the 'More Paper Sizes' option
How to Change Page Margins in MS Word?

The margin is the space between the text and border of a document. By default, it is a one-
inch space. Depending on your needs, it can be changed by following the below-listed steps;
 In Page Setup group click the Margins command
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 A list of Margins appears

 Select the desired Margin with a left click
How to Insert Page Break in MS Word?

Word inserts a page break at the end of each page. It also
allows you to insert a page break at some other place in the
document. The steps to insert page break are given below;
 Place the cursor where you want to insert the break
 In Page Setup group click the 'Breaks' command
 A list of Page Breaks appears
 With a left click select the desired page break from the
list
How to Insert Header and Footer in MS Word?

Header and Footer allow you to add additional
information like dates, file names, page numbers at the top or
bottom of your document. The basic steps to set up a header
and footer are given below;
 Locate the Header & Footer group
 It shows Header and Footer commands
 As required click either Header or Footer command
 It displays a list of built in Header or Footer options
 Select the desired option
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Lesson 6: Microsoft Word Shortcut Keys

Computer Keyboard Shortcut Keys
In modern times, there is no confusion in saying that computers have become a very
useful part of daily life. If you use the computer frequently, you must have knowledge about the
computer shortcut keys.
Computer shortcut keys provide an easier way of navigating and performing commands
in computer software. The use of shortcut keys is beneficial for computer users, as it allows them
to complete tasks accurately and in less time. Furthermore, by using shortcut keys, you can
increase your productivity and reduce the strain caused by repetitive motions.
The computer shortcut keys are a set of one or more keys that generate a particular
command to be executed. Shortcut keys are generally executed by using the Alt or Ctrl key with
some other keys.
Microsoft Word Shortcut Keys
A simple list of Microsoft Word shortcut keys is given below with explanation.
 Ctrl+A: It is used to select all content of a page, including images and other objects.
 Ctrl+B: It provides users with the option to bold the selected item of a page.
 Ctrl+C: Its use is to copy the selected text, including other objects of a file or page.
 Ctrl+D: It is used to access the font preferences window, which offers several options
such as font size, font style, font color, etc.
 Ctrl+E: It is used to align the selected item to the center of the screen.
 Ctrl+F: It helps users to find or search data in the current document or window.
 Ctrl+G: It is used to Go To or jump to any page. When you press Ctrl+G, a dialog box
appears, which offers you various options such as find, replace, and Go to. For example,
you have 15 pages in your file, and you want to visit page number 4, then enter number
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4 in the given box and press the Go To It will take you to the desired page. As shown in
the below figure:
 Ctrl+H: It is used to replace the words or sentences in a file. For example, if by mistake
you have written spple instead of apple at many places in your file, you can replace it
with the apple in one go.
 Ctrl+I: It offers an option to italicize and un-italicize the highlighted text.
 Ctrl+J: It is used to Justify (distribute your text evenly between the margins) the
selected text.
 Ctrl+K: It allows you to insert the hyperlink. For example, http://www.javatpoint.com
 Ctrl+L: It is used to adjust (align) the selected content to the left of the screen.
 Ctrl+M: It provides users with the option to indent the As shown in the below picture:
 Ctrl+N: It is used to open a new or blank document in Microsoft applications and some
other software.
 Ctrl+O: It is used to open the dialog box where you can choose a file that you want to
open.
 Ctrl+P: It is used to open the print preview window of a document or a file. It can also
be done by pressing Ctrl+F2 and Ctrl+Shift+F12.
 Ctrl+Q: Its use is to align the selected paragraph to the
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 Ctrl+R: It offers users the option to align the line or selected content to the right of the
screen.
 Ctrl+S: Its use is to save the document or a file.
 Ctrl+T: It gives users the benefit of creating a hanging indent for a paragraph. For better
understanding, see the below image.
 Ctrl+U: It is used to underline the selected text.
 Ctrl+V: It is used to paste the copied data. It allows you to copy data once, and then you
can paste it any number of times. You can also paste the data by using Shift+Insert.
 Ctrl+W: Its use is to close the currently open document or a file quickly.
 Ctrl+X: If you want to cut some text, you can use this key to cut the selected content.
You can also paste it by using Ctrl+V.
 Ctrl+Y: It allows the users to redo the last action performed in a file. For example, you
have written a word mango; you can repeat this word multiple times by pressing Ctrl+Y.
 Ctrl+Z: It is used to get back the deleted item. For example, if you have deleted the data
by mistake, you can press Ctrl+Z to retrieve (Undo) the deleted data. It can also be done
by pressing Alt+Backspace.
 Alt+F, A: It allows users to use the Save As option, which means to save a file with a
different name. For that, you need to press Alt+F, which displays a dialog box or a page,
then press A for Save As option. It can also be done simply by pressing
 Ctrl+Shift+L: This key is used to create a bullet point in the file quickly.
 Ctrl+Shift+>: It increases the font size by +1pts up to 12pt thereafter increases by +2pts.
 Ctrl+Shift+<: It is used to decrease the font If the font size is 12pt or lower; it decreases
the font by -1pts, and if the font size is above 12, it decreases the font by +2pts.
 Ctrl+]: Its use is to increases the font size by +1pts.
 Ctrl+[: It is used to decreases the font size by -1pts.
 Ctrl+/+C: It offers users the option to insert a cent sign (¢).

 Ctrl + (Left arrow ←):I t allows users the benefit to move one word to the left in the line
or a paragraph.
 Ctrl + (Right arrow →): It is used to move one word to the
 Ctrl+Shift+*: It is used to show or hide non-printing characters.
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 Ctrl + (Up arrow ↑): This key is used to move the typing cursor to the beginning of the
line or paragraph.
 Ctrl + (Down arrow ↓): It enables you to move the typing cursor to the end of the
paragraph.
 Ctrl+Delete: It allows users to delete a word to the right of the cursor.
 Ctrl+Backspace: It allows users to delete a word to the left of the cursor.
 Ctrl+End: Its use is to move the cursor to the last of the document.
 Ctrl+1: It is used to give a single line space. For example, to make the 1.0 space between
the lines of a paragraph.
 Ctrl+2: It is used to give the double line space. For example, to make the 2.0 space
between the lines of a paragraph.
 Ctrl+5: It is used to make the 5 space between the lines of a paragraph.

 Ctrl+Spacebar: It enables you to reset the selected text to the default font.
 Ctrl+Home: It allows you to move the cursor to the beginning of the document.
 Ctrl+Alt+1: It changes text format to heading 1.

 Alt+Ctrl+F2: It is used to open the new file or a document.
 Ctrl+F1:I ts use is to open the task pane in some Microsoft office versions, in word 2016,
it is used to hide and show the ribbon as shown in the below image:
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 Ctrl+Shift+F6: It allows the users to switch between open documents in Microsoft

Word.
 F1: The function key F1 is used to open the help and support
 F4: It enables you to repeat the last action performed. For example, when you want to
retype the last typed word multiple times, you can use this key.
 F5: It is used to access the find and replace dialog box, including Go to
 F7: It provides users the advantage to check spelling and grammar of selected text or
document.
 Shift+F3: It is used to use the change case option where you can change the text from
uppercase to lowercase or a capital letter at the beginning of every word.
 Shift+F7: It offers users the option to check the thesaurus of the selected word. You
need to select the word and press this key. As shown in the below picture:
 Shift+Alt+D: It is used to insert the current date.

 Shift+Alt+T: Its use is to insert the current time.
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For more knowledge about Microsoft Word Beginners Guide , please check the link
provided; https://www.youtube.com/watch?v=S-nHYzK-BVg
REFERENCES
https://www.tutorialspoint.com/word/word_explore_window.htm
https://www.javatpoint.com/ms-word-tutorial
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CHAPTER 3: Microsoft Word – Intermediate Guide
Objectives:
a.) Recognize the importance of word processing.
b.) Indicate the names and functions of the word interface
components.
c.) Apply add-ins in Office programs and proofing feature of
Microsoft word.
Lesson 1: View, manage, and install add-ins in Office programs
When you enable an add-in, it adds custom commands and new features to Office
programs that help increase your productivity. Because add-ins can be used by hackers to do
malicious harm to your computer, you can use add-in security settings to change their behavior.
How to enable add-in?
You can click Enable Content on the Message Bar if you know the add-in is from a reliable source.
Permanently disable or remove an add-in
To disable or remove an add-in follow these steps:

1. Click File > Options > Add-ins
2. Towards the bottom of the window, where it says Manage, click the Go button
3. In the dialog box, select the add-ins you want to disable or remove
4. To disable the add-in, just uncheck the box in front of its name. To uninstall the add-in
select it and click Remove
5. Click OK to save your changes and return to your document
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View or change add-in settings

You can see and change add-in settings in the Trust Center, descriptions of which are in the
following section. Add-in security settings may have been determined by your organization so
not all options may be available to change.
1. Click File > Options.
2. Click Trust Center > Trust Center Settings > Add-ins.
3. Check or uncheck the boxes you want.
Add-in settings explained
 Require Application Add-ins to be signed by Trusted Publisher Check this box to have
the Trust Center check that the add-in uses a publisher's trusted signature. If the
publisher's signature hasn’t been trusted, the Office program doesn’t load the add-in,
and the Trust Bar displays a notification that the add-in has been disabled.
 Disable notification for unsigned add-ins (code will remain disabled) When you check
the Require Application Extensions to be signed by Trusted Publisher box, this option is
no longer grayed out. Add-ins signed by a trusted publisher are enabled, but unsigned
add-ins are disabled.
 Disable all Application Add-ins (may impair functionality) Check this box if you don't
trust any add-ins. All add-ins are disabled without any notification, and the other add-in
boxes are grayed out.
Add-in categories explained
 Active Application Add-ins Add-ins registered and currently running in your Office
program.
 Inactive Application Add-ins These are present on your computer but not currently
loaded. For example, XML schemas are active when the document that refers to them is
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open. Another example is the COM add-in: if a COM add-in is selected, the add-in is
active. If the check box is cleared, the add-in is inactive.
 Document Related Add-ins Template files referred to by open documents.
 Disabled Application Add-ins These add-ins are automatically disabled because they
are causing Office programs to crash.
 Add-in The title of the add-in.
 Publisher The software developer or organization responsible for creating the add-in.
 Compatibility Look here for any compatibility issues.
 Location This file path indicates where the add-in is installed on your computer.
 Description This text explains the add-in function.
Lesson 2: Proofing Features

How to Correct Errors in MS Word?
When you type text in a
document, by default the Word
informs you if there is any
contextual, spelling or grammatical
error. Word informs you in
different ways for different errors;
If there is any contextual
error in the document, it will
underline the text with blue line.
If there is any spelling error
in the document, it will underline
the text with red line.
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If there is any grammar error in the document, it will underline the text with green line.
Steps to correct errors:

 Place the cursor over the text that you want
to correct
 A list of suggestions appears
 Choose the correct word with a left click
How to Check Word Count in MS Word?

When you start typing, the Word automatically
counts the number of words and number of pages and displays the information on the status
bar. If the word count is not available on the status bar, you can right click the status bar and
select the Word Count option from the menu. Basic steps to check the word count are listed
below;
 Open the document
 Look at left bottom corner of the document
 You will see the total world count and the number of pages
To know the word count of a specific
line or paragraph you have to select it
then Word will display its word count
along with the total word count, e.g.
15/40. In this example, the selection
has 15 words out of the total number
of words (40).
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Lesson 3: Working with Tables

How to Insert Table in MS Word?
Table is a versatile tool of MS Word. It allows you to organize
your information, i.e. you can align text, present numerical data
and create forms and calendar. The steps to insert table are
given below;
 Place the cursor where you want to insert the table
 In Tables group click the Table command
 It displays different options to insert the table
 Select the desired option to insert the table
To Convert Text to Table

 Select the text
 In Tables group click the Table command
 Select the 'Convert Text to Table' option;
 It displays a dialog box
 In 'Separate text at' section select the desired option
 Click OK, the text will convert to a table
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How to Add Row in Table?

If you want to increase or add a new row in your table, you can follow the steps given below;
 Place the cursor in a row above or below which you want to add row
 A menu appears
 Place the arrow over Insert option
 It will display a menu
 As required select 'Insert Rows Above' or 'Insert Rows Below'
How to Add Column in Table?

If you want to increase or add a new column in your table, you can follow these steps;
 Place the cursor in the column adjacent to which you want to add the column
 It displays a menu
 Place the arrow over Insert option
 It shows a list of commands
 As required select 'Insert Columns to the Right' or 'Insert Columns to the Left'
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How to Delete Column or Row in Table?

The table command also allows you to delete a column or row in your table. You can
delete the unwanted columns or rows by following these steps;
 Select the column or row of the table
 A menu appears
 As required select 'Delete Columns' or 'Delete Rows'
How to Modify Table?

Word allows you to customize tables as per your requirement. You can modify your table in
different ways, i.e. you can choose a table style, table design, draw borders. The steps to modify
a table are given below;
 Select the table
 Two new tabs Design and Layout appear on the Ribbon
 On Design tab you will see three groups of commands to modify table; Table Style
Options, Table Styles and Draw Borders;
 Layout tab has six groups of commands to format table;
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How to Split Text to Columns?

You can split your text to columns as shown in the
image given below. It helps you make your text more
readable and presentable. The steps involved in this
process are given below;
 Open the document
 In Page Setup group click the Columns command
 It displays a list of options to split text into
columns
 Select the desired option
Lesson 4: Inserting Illustrations

How to Insert Smart Art Graphics
You can insert Smart Art Graphics in your document to effectively communicate your
message. You can insert a process flow, a relationship or an organization hierarchy. The steps to
insert smart art graphics are given below;
 Place the cursor in the document
where you want to insert graphics
 In Illustrations group select the
'Smart Art' command;
 On left side, a dialog box appears

with list of categories
 In the center you will see the
illustrations available in a category
 Select the desired illustration and
click Ok
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How to Add Text in Smart Art Graphics?

Word also allows you to add text in Smart Art Graphics; you can add facts, figures and any
other information. The steps to add smart art graphics are given below;
 Select the graphic
 Task pane appears on the left side if it is not visible then click the arrow on left side of
graphic
 Type the text in task pane fields it will appear in the graphic
 You can also directly type the text in the graphic in text area
 Close the task pane after entering the text and click outside the graphic
How to Insert Picture in Document?

Pictures make our text more attractive and readable. You can insert relevant pictures in
your text by following these steps;
 Place the cursor where you want to
insert the picture
 Select the Insert tab on Ribbon
 In Illustrations group click the Picture
command;
 It displays 'Insert Picture' dialog box
 Select the desired image
 Click Insert to insert the picture
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How to Insert Clip Art?

Clip art refers to a graphic or a picture that you can insert in your document. It comes in
different formats and styles. It is used to enhance the appearance of a document. The steps to
insert a clip art are given below;
 Place the cursor where you want to insert the clip art
 In Illustrations group click the Clip Art command;
 A task pane appears on the right side of document

 Enter the keyword in 'Search for' field and select the
suitable option in 'Search in' and 'Results should be' fields
 Click Go, clip art menu will appear
 Select the desired clip art with a left click
How to Format Picture or Clip Art?

You can change the appearance of your picture or clip art to enhance its visual impact.
The format tab offers you various options for formatting pictures like contrast, changing color,
line style, cropping, etc. The steps to format picture or clip art are given below;
 Select the picture or clip art that you want to format

 Format tab appears in the Ribbon
 Click the Format tab
 It displays four groups of related commands to modify or format picture or clip art
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For more knowledge about Microsoft Word Intermediate Guide , please check the link
provided;https://www.youtube.com/watch?v=_uRRvNGHAd8&list=PL_iwD7O7FG7iZ_Ammd
16DtJyIyyGEHKga&index=3&t=0s
REFERENCES
https://www.tutorialspoint.com/word/word_explore_window.htm
https://www.javatpoint.com/ms-word-tutorial
Page 11
CHAPTER 4: Advanced Operations with Word
Objectives:
a.) Determine the advanced operations that can be used in each
office tools
b.) Create files that can be compatible with any software or
office tools and make them more secured on sharing files.
Lesson 1: Performing Calculations in Tables in Word
Insert Formulas into Word Tables

Let’s start out by creating a simple test table. Click on the Insert tab and then click
on Table. Choose how many rows and columns you want from the grid.
Once your table has been inserted, go ahead and add in some data. I’ve just made a really
simple table with a couple of numbers for my example.
10 10 10
20 20 20
30 30 30
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Now let’s go ahead and insert a formula. In the first example, I’m going to add the first
three values in the first row together (10 + 10 + 10). To do this, click inside the last cell in the
fourth column, click on Layout in the ribbon and then click on Formula at the far right.
This will bring up the Formula dialog with a default of =SUM(LEFT).
If you were to simply click OK, you will see the value we are looking for in the cell (30).
10 10 10 30
20 20 20
30 30 30
Let’s talk about the formula. Just like Excel, a formula starts with an equals sign, followed
by a function name and arguments in parenthesis. In Excel, you only specify cell references or
named ranges like A1, A1:A3, etc., but in Word, you have these positional terms you can use.
In the example, LEFT means all cells that are to the left of the cell in which the formula is
entered. You can also use RIGHT, ABOVE and BELOW. You can use these positional arguments
with SUM, PRODUCT, MIN, MAX, COUNT and AVERAGE.
In addition, you can use these arguments in combination. For example, I could type
in =SUM(LEFT, RIGHT) and it would add all the cells that are to the left and right of that
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cell. =SUM(ABOVE, RIGHT) would add all numbers that are above the cell and to the right. You
get the picture.
Now let’s talk about some of the other functions and how we can specify cells in a
different manner. If I wanted to find the maximum number in the first column, I could add
another row and then use the =MAX(ABOVE) function to get 30. However, there is another way
you can do this. I could also simply go into any cell and type in =MAX(A1:A3), which references
the first three rows in the first column.
This is really convenient because you can put the formulas anywhere you want in the
table. You can also reference individual cells like writing =SUM(A1, A2, A3), which will give you
the same result. If you write =SUM(A1:B3), it will add A1, A2, A3, B1, B2, and B3. Using these
combinations, you can pretty much reference any data you like.
If you want to see a list of all the functions you can use in your Word formula, just click
on the Paste Function box.
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You can use IF statements, AND and OR operators and more. Let’s see an example of a
more complex formula.
In the example above, I have =IF(SUM(A1:A3) > 50, 50, 0), which means that if the sum
from A1 to A3 is greater than 50, show 50, otherwise show 0. It’s worth noting that all of these
functions really only work with numbers. You can’t do anything with text or strings and you can’t
output any text or string either. Everything has to be a number.
Here’s another example using the AND function. In this example, I am saying that if both
the sum and max value of A1 to A3 is greater than 50, then true otherwise false. True is
represented by a 1 and False by 0.
If you type in a formula and it’s got an error in it, you’ll see a syntax error message.
To fix the formula, just right click on the error and choose Edit Field.
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This will bring up the Field dialog. Here you just have to click on the Formula button.
This will bring up the same Formula editing dialog that we’ve been working with since the
beginning. That’s about all there is to inserting formulas into Word.
For more knowledge about creating calculations in word, please check the link the
online documentation from Microsoft.
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Lesson 2: Email Documents Using Word

Mailing Documents
Following are the simple steps to send a word document as an attachment at the given
email address.
Step 1 − Open the document you want to send using e-mail as an attachment.
Step 2 − Click the File tab and then click the Save & Send option from the left most
column; this will display a number of options to Save & Send, you will have to select the Send
using Email option available in the middle column.
Step 3 − The third column will have various options to send email which allows you to
send your document as an attachment in DOC format or you can send your Word document in a
PDF format. Click a method to send the document. I'm going to send my document in PDF format.
When you click the Send as PDF option, it displays the following screen where you can
type the email address to which you want to send your document, email subject and other
additional messages as well. To send email to multiple recipients, separate each e-mail address
with a semicolon (;) and a space.
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Lesson 3: Translate Document Using Microsoft Translator

The following steps will help you translate a document from one language to another
language.
Step 1 − Click the Review tab and then click the Translate button; this will display
different options to be selected.
Step 2 − Select the Choose Translation Language option simply by clicking over it. This
will display a Translation Language Options dialog box asking for selecting from and to
languages. Here From is the source document's language and To is the target document’s
language.
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Step 3 − After selecting From Language and To Language, click OK. Now again go
to Review tab and then click Translate button which will display different options to be selected.
Select top option Translate Document option from the given options, this will display Translate
Whole Document dialog box asking for your permission to send your document over the internet
to be translated by Microsoft Translator.
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Step 4 − To translate your document, you can click the Send button. This will send your
document over the internet to be translated and you will have your document translated in your
target language.
Step 5 − Now you can copy your translated content manually in any other document and
save it for final use.
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Lesson 4: Document Security

Set Document Password
Once you set a password for a document then you will be able to open the document only
if you know the password. If you forget your password, then there is no way to recover it and to
open the document. So you need to be careful while setting a password for your important
document.
The following steps will help you set a password for a Word document.
Step 1 − Open a Word document for which you want to set a password.
Step 2 − Click the File tab and then click the Info option and finally the Protect
Document button which will display a list of options to be selected.
Step 3 − Select the Encrypt with Password option simply by clicking over it. This will
display an Encrypt Document dialog box asking for a password to encrypt the document. The
same dialog box will appear twice to enter the same password. After entering password each
time, click the OK button.
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Step 4 − Save the changes, and finally you will have your document password protected.
Next time when someone tries to open this document, it will ask for the password before
displaying the document content, which confirms that now your document is password protected
and you need password to open the document.
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Remove Document Password

You can remove a document password only after opening it successfully. The following
steps will help you remove password protection from your Word document.
Step 1 − Open a Word document the password of which needs to be removed. You will
need the correct password to open the document.
Step 2 − Click the File tab followed by the Info option and finally the Protect
Step 3 − Select the Encrypt with Password option simply by clicking over it. This will
display an Encrypt Document dialog box and password which will be in a dotted pattern. You
need to remove this dotted pattern from the box and make it clear to remove the password from
the document.
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Now when you will open your document next time, Word will not ask you for any
password because you have removed the password protection from the document.
Set Editing & Formatting Restrictions
The following steps will help you set editing restrictions in a Word document.
Step 1 − Open a Word document for which you want to set editing restrictions.
Step 2 − Click the File tab and then click the Info option and finally the Protect
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Step 3 − Select the Restrict Editing option simply by clicking over it. This will open the
actual document and it will also give you the option to set editing restrictions in the Restrict
Formatting and Editing area. Here you can set formatting as well as editing restrictions on the
document.
Step 4 − One you are done with your setting, click the Yes, Start Enforcing
Protection button which will display a Start Enforcing Protection dialog box asking for password
so that no one else can change the setting. You can enter the password or you can leave it simply
blank which means there is no password setting for this protection.
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Step 5 − Finally click the OK button and you will find that your document is editing (or
formatting if you applied) protected.
Remove Editing & Formatting Restrictions
You can remove

the editing restriction
from your document
using these simple steps.
Step 1 − Open a
Word document for
which you want to
remove the editing
restriction.
Step 2 − Click
the File tab and then click
the Info option and
finally the Protect
Document button; this
will display a list of
options to be selected.
Step 3 − Select the Restrict Editing option simply by clicking over it. This will display the Restrict
Formatting and Editing area as follows.
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Step 4 − Now click the Stop Protection button. If you had set up a password at the time
of setting the editing or formatting restrictions, then you will need the same password to remove
the editing or formatting restrictions. Word will now ask for the same using the Unprotect
Document Dialog box , otherwise it will simply remove the restrictions.
Lesson 5: Watermark in a Document
Set Standard Watermark

The following steps will help you set standard watermark in word document. A standard
watermark is the one which is already defined by words and cannot modify their font or color
etc.
Step 1 − Open a word document in which you want to add a watermark.
Step 2 − Click the Page Layout tab and then click the Watermark button to display a list
of standard watermark options.
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Step 3 − You can select any of the available standard watermarks by simply clicking over
it. This will be applied to all the pages of the word. Assume we select
the Confidential watermark.
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Set Custom Watermark

The following steps will help you set custom watermark in word document. A custom
watermark is the one which can be modified text and its font, color and size etc.
Step 1 − Open a Word document in which you want to add a watermark.

Step 2 − Click the Page Layout tab and then click the Watermark button to display a list of
standard watermark options. At the bottom, you will find the Custom Watermark option.
Step 3 − Click over the Custom Watermark option; this will display the Printed
Watermark dialog box.
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Step 4 − Now you can set a picture as watermark or you can set predefined text as watermark;
you can also type your text in the Text box available at Printed Watermark dialog box. We will
set text watermark as DUPLICATE and also set its font color and font size. Once all the
parameters are set, click the OK button to set the parameters.
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Remove Watermark
The following steps will help you remove an existing watermark from a Word document.
Step 1 − Open a Word document the watermark of which needs to be deleted.

Step 2 − Click the Page Layout tab followed by the Watermark button to display a list of
standard watermark options. At the bottom, you will find the Remove Watermark option.
Step 3 − Click Remove Watermark option; this will delete the existing watermark from the
document.
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Lesson 6: Mail Merge from Excel to Word

Mail Merge from Excel to Word can be a real time-saver when it comes to sending large
mailings. It lets you quickly create custom letters, emails or mailing labels in Word by merging
the information you already have in your Excel spreadsheet.
Mail Merge basics
Doing a mail merge may look like a daunting task, but in

fact the process is pretty simple.
It may help to get the insight, if you think of the mail

merge process in terms of 3 documents.
1. Word mail merge document with codes for the
personalized fields.
2. Excel mail merge source file with information about
the recipients, one row for each recipient.
3. The final Word document with the personalized
letters, emails, envelops etc.
The goal of the mail merge is to combine the data in File

1 and File 2 to create File 3.
Preparing the Excel spreadsheet for Mail Merge
When you run a mail merge, your Excel file will get connected to your Word mail merge
document, and Microsoft Word will be pulling the recipients' names, addresses and other details
directly from your Excel worksheet.
So, before starting the merge in Word, make sure your Excel file has all the information you want
to include such as first names, last names, salutations, zip codes, addresses, etc. If you want to
add more contacts or other information, you'd better make the changes or additions in your Excel
sheet now before running the mail merge.
Important things to check:
 The columns in your Excel sheet should match the fields you want to use when doing a
mail merge. For instance, if you want to address your readers by the first name, be sure
to create separate columns for first and last names. If you want to sort the recipients by
state or city, verify that you have a separate State or City column.
 If your Excel file includes dates, times, currency values, or postal codes that begin or end
in 0, see how to correctly format mail merge numbers, dates and currency.
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 If you create an Excel spreadsheet by importing information from a .csv or a .txt file, then
use the Text Import Wizard, as explained in Importing CSV files into Excel.
 If you want to export Outlook contacts, the following article may be helpful - How to
export Outlook contacts to Excel.
How to mail merge from Excel to Word?
When your Excel spreadsheet is set up and reviewed, you are ready to run the mail merge. In this
example, we will be merging the letter with a recipient list in Word 2010. If you are using Word
2013 or Word 2016, the steps will be exactly the same.
1. If you have already composed your letter, you can open an existing Word document,
otherwise create a new one.
2. Choose what kind of merge you want to run. Switch to the Mailings tab > Start Mail
Merge group, and select the mail merge type - letters, email messages, labels, envelopes
or documents. We are choosing Letters.
3. Select the recipients. On the Mailings tab, click Select Recipients > Use Existing List.
4. Connect your Excel spreadsheet and Word document. By setting the connection
between your Excel sheet and the Word document you ensure that your mail merge data
Page 22
source will be automatically updated each time you make changes to the Excel file that
contains the recipients data.
In the Select Data Source dialog, browse to your Excel sheet and click Open. If Word prompts you
to select a table, do this and click OK.
5. If you want to include only some of your Excel entries,

then click the Edit Recipient List button in the Start Mail
Merge group.
The Mail Merge Recipients dialog opens and you check or

uncheck checkboxes to add or remove the recipients from the mail merge.
Page 23
Tip. You can also sort, filter and dedupe the recipients list as well as validate the email addresses
by clicking the corresponding option under the Refine Recipients List section.
Okay, we are finished with the recipients list and you are ready to start on the letter. Type the
text as you usually do in a Word document or copy/paste from an external source.
6. Add placeholders. Now you need to add placeholders for the Address Block and
Greeting Line for Mail Merge to know exactly where to add the data. To add a
placeholder, click the corresponding button on the ribbon Mailing > Write & Insert
Fields.
Depending on the placeholder you are adding, a dialog box will appear with various options.
Select the desired options, verify the results under the Preview section and click OK. You can use
the right and left arrows to switch to the next or previous recipient's preview.
When done, the corresponding placeholder will appear in your document, as shown in the
screenshot below:
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For some letters, adding only the Address block and Greeting line will suffice. When the letter is
printed out, all the copies will be identical except for the recipients' names and addresses.
In other cases you may wish to place the recipient's data within the letter text to personalize it
further. To do this, click Insert Merge Field and choose the data you want to insert from the
drop-down list.
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7. Preview the letter. To make sure the recipients data correctly appear in the letter, click
the Preview Results button on the Mailing tab.
You can use the left and right arrows to view each letter with the recipient's data.
8. Finish Mail Merge. If you are happy with all the previews, head over to the Finish group
and click the Finish & Merge button. Here you can choose to print the letters or send them
as email messages.
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If you want to make some edits before printing / emailing, click Edit Individual Documents. A
new document will open and you will be able to make the desired changes in each particular
letter.
9. Save the mail merge document. You save the mail merge file as a usual Word document
by clicking the Save button or pressing Ctrl+S.
Once it is saved, the file will stay connected to your Excel mailing list. When you want to use the
mail merge document again, open it and click Yes when Microsoft Word prompts you to retain
that connection.
In addition to the Mail Merge options available on the ribbon that we've just discussed, Microsoft
Excel provides exactly the same features in the form of the Mail Merge Wizard.
You can start the wizard via Mailings tab > Start Mail Merge > Step-by-Step Mail Merge Wizard...
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Once clicked, the Mail Merge Wizard will open on the right of your screen and walk you through
the merge process step-by-step.
In my opinion, working with the ribbon is more convenient because you can view all the merge
options at once and quickly pick the needed one. However, if you are doing the mail merge for
the first time, you may find the wizard's step-by-step guidance helpful.
For more knowledge about Microsoft Word Advanced operation , please check the
link provided;
https://www.youtube.com/watch?v=Fvrtt0h84Mg&list=PL_iwD7O7FG7iZ_Ammd16DtJyIyyG
EHKga&index=3
Page 28
REFERENCES
https://www.online-tech-tips.com/ms-office-tips/create-and-use-formulas-in-tables-in-word/
https://www.tutorialspoint.com/word/word_email_documents.htm
https://www.tutorialspoint.com/word/word_translate_documents.htm
https://www.tutorialspoint.com/word/word_document_security.htm
https://www.tutorialspoint.com/word/word_set_watermark.htm
Page 29
CHAPTER 5: Microsoft Excel Basics
Objectives:
a.) Indicate the names and functions of the Excel interface
components.
b.) Construct formulas, including the use of built-in functions,
and relative and absolute references.
c.) Create a spreadsheet to tabulate and record numeric values
Microsoft Excel is a commercial spreadsheet application, written and distributed by

Microsoft for Microsoft Windows and Mac OS X. Microsoft Excel is a spreadsheet tool capable of
performing calculations, analyzing data and integrating information from different programs. By
default, documents saved in Excel 2010 are saved with the .xlsx extension whereas the file
extension of the prior Excel versions are .xls.

What is Workbook Window?
In Excel 2016, when we open up a new workbook, it now includes only one worksheet.
There can be the max of 1,048,576 rows and 16,384 columns in an excel worksheet.
Worksheet
Excel files are known as workbooks. Each workbook hold one or more worksheets (also
called a "spreadsheetsx").
Whenever we create a new Excel workbook, it will include one worksheet named Sheet1.
A worksheet is a framework of columns and rows where column are identified by letters running
across the top of worksheet,
and rows are identified by
numbers running down the
left side of the worksheet.
When working with a

high amount of data, we can
create multiple worksheets to
help organize our workbook
and make it easier to find
content. We can also group
worksheets to quickly add data to multiple worksheets at the same time.
Page 1
For more knowledge about managing the worksheet, please check the link provided;
https://www.javatpoint.com/what-is-workbook-window
Office Button in Excel
When the office button is clicked, you will find a number of options to perform various tasks that
are listed below:
New: To create a new file.

Open: To open an existing file on the
computer.
Save: To save changes made in the open file.
Save As: To save the file with specific name
to a preferred location in the hard drive of
the computer.
Print: To print the hard copy of the open
document.
Prepare: To prepare the document for
distribution.
Send: To send the copy of the document to
others.
Publish: To distribute the document to
others.
Close: To close the open document.
Ribbon and Tabs in Excel

Ribbon is on the top of worksheet, below the title bar or name of the excel file. It contains
seven tabs: Home, Insert, Page Layout, Formulas, Data, Review and View.
Each tab has its own specific groups of related commands. These groups have several
additional commands that can be viewed by clicking the arrow at the right bottom corner of any
group.
Features of the Tabs in Excel

There are many tabs available in Microsoft Excel: Home, Insert, Page Layout, Formula,
Data, Review and View. Each tab has different features.
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The features of the Home tab are:

Clipboard, Font, Alignment, Number, Cells and Editing
The features of the Insert tab are:

Tables, Illustrations, Charts, Links, Text
The features of the Page Layout tab are:

Themes, Page Setup, Scale to Fit, Sheet Options and Arrange
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The features in the Formula tab are:

Function Library, Defined Names, Formula Auditing, Calculation
The features in the Data tab are:

Get External Data, Connections, Sort & Filter, Data Tools and Outline
The features of the Review tab are:
Proofing, Comments and Changes
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The features of the View tab are:
Workbook Views, Show/Hide, Zoom, Window and Macros
Quick Access Toolbar in Excel

It is a customizable toolbar located beside the quick access button and above the home
tab. When you click the down arrow at the end of quick access toolbar it displays more
commands. You can add any of these commands to quick access toolbar by a left click on the
command.
Mini Toolbar in Excel
It is a floating toolbar that
appears above the shortcut menu when
you right click a cell or other objects like
a shape or chart. It displays commonly
used formatting commands like Bold,
Italics, Font Size and Font Color.
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View Buttons
The group of three buttons located to the left of the Zoom control, near the bottom of the
screen, lets you switch among excel's various sheet views.
 Normal Layout view − This displays the page in normal view.
 Page Layout view − This displays pages exactly as they will appear when printed. This
gives a full screen look of the document.
 Page Break view − This shows a preview of where pages will break when printed.
Row Bar
Rows are numbered from 1 onwards and keeps on increasing as you keep entering data.
Maximum limit is 1,048,576 rows.
Column Bar
Columns are numbered from A onwards and keeps on increasing as you keep entering
data. After Z, it will start the series of AA, AB and so on. Maximum limit is 16,384 columns.
Lesson 2: Excel Worksheet

How to enter data in Excel?
Select a cell with a single click where

you want to enter data; cell B3 is selected in
the image given below. Then double click in
the cell to enter data. You can enter text,
numbers and formulas in the cell.
After entering data, you can press
Tab key to move to next column and can
press Enter key to move to next row. You
can press arrow keys for more options to
move to other cells.
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How to select data in Excel?

There are various options to select data.
The most common way is a left click on the cell
then dragging the mouse over the data you
want to select. Start from the upper-left cell of
the data, as cell B3 in the image given below:
How to delete data, rows and columns in Excel?

How to Delete Data?
Select the data you want to delete, right click
on it then select delete option from the menu. You
can also delete it by pressing Delete key on the
keyboard. See the image:
How to Delete a Row?

Select the row by a left click on the row
number then right click and select the Delete option. If
you want to delete more rows drag the mouse
downward to select more rows. See the image:
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How to copy paste data in Excel?

Select the data, right click on it then select
Copy option. Now select the cell where you want to
paste the data then right click on it and select Paste
option. After selecting the data, you can also press
Control+C to copy and Control+V to paste the data.
To undo the changes, you can press Control+Z.
How to use spell check in Excel?

Select the data then click on the review tab it will display spelling command in the left
corner of the ribbon. Left click on it or press F7. If there is any spelling mistake in the data, the
spell check will suggest corrections in the spelling dialogue box. See the image:
How to insert symbols and special characters in Excel?

Select the cell where you need the symbol. Then click on the Insert tab and select
Symbol command, on the right end of the ribbon. It will display a number of symbols, choose
the desired symbol and click on Insert option then close the box. Symbol will be added to the
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desired cell. Special characters can be added in a similar way, you need to follow Insert >
Symbol > Special Characters. See the image:
Lesson 3: Excel Calculations

How to do addition in Excel?
Choose the cell where you
want the result to appear as cell C6 in
this example. Then type = sign in the
cell, now select first cell C3 then type
"+" sign then select second cell C4,
again type + and select third cell C5.
Now press the enter key, you will get
the sum of these three numbers.
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Using Sigma Button to do addition in Excel

Select the cell to display the result then in Home tab click on the Sigma button, on the
right end of the ribbon. You will see the image given below:
Now select the list of data you want to add. You will see the image shown below, and
then press the Enter key to get the result.
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How to do subtraction in
Excel?
It is similar to addition
just replace the plus "+" sign
with minus sign "-".
Choose the cell where
you want the result to appear
as cell C6 in this example.
Then type = sign in the cell,
now select first cell C3 then
type "-" sign then select
second cell C4. Now press the
enter key, you will get the
subtraction of these two
numbers.
How to calculate average in

Excel?
Select the cell to display the
result e.g. cell C9 in the image
shown below. Now type "="
sign in the cell and type
"average" then type opening
parenthesis. Now select the
data, cells from C4 to C7 then
press the Enter key to get the
result.
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Lesson 4: Formatting Cells

Formatting Cell
MS Excel Cell can hold different types of data like Numbers, Currency, Dates, etc. You can set the
cell type in various ways as shown below −
 Right Click on the cell » Format cells » Number.
 Click on the Ribbon from the ribbon.
Various Cell Formats

Below are the various cell formats.
 General − This is the default cell format of Cell.

 Number − This displays cell as number with separator.
 Currency − This displays cell as currency i.e. with currency sign.
 Accounting − Similar to Currency, used for accounting purpose.
 Date − Various date formats are available under this like 17-09-2013, 17th-Sep-2013, etc.
 Time − Various Time formats are available under this, like 1.30PM, 13.30, etc.
 Percentage − This displays cell as percentage with decimal places like 50.00%.
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 Fraction − This displays cell as fraction like 1/4, 1/2 etc.

 Scientific − This displays cell as exponential like 5.6E+01.
 Text − This displays cell as normal text.
 Special − Special formats of cell like Zip code, Phone Number.
 Custom − You can use custom format by using this.
Rotating Cell from Home Tab

Click on the orientation in the Home tab. Choose options available like Angle CounterClockwise,
Angle Clockwise, etc.
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Rotating Cell from Formatting Cell

Right Click on the cell. Choose Format cells » Alignment » Set the degree for rotation.
Lesson 5: Merge & Wrap

Merge Cells
MS Excel enables you to merge two or more cells. When you merge cells, you don’t combine the
contents of the cells. Rather, you combine a group of cells into a single cell that occupies the
same space.
You can merge cells by various ways as mentioned below.
 Choose Merge & Center control on the Ribbon, which is simpler. To merge cells, select
the cells that you want to merge and then click the Merge & Center button.
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 Choose Alignment tab of the Format Cells dialogue box to merge the cells.
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Additional Options
The Home » Alignment group » Merge & Center control contains a drop-down list with these
additional options −
 Merge Across − When a multi-row range is selected, this command creates multiple
merged cells — one for each row.
 Merge Cells − Merges the selected cells without applying the Center attribute.
 Unmerge Cells − Unmerges the selected cells.
Wrap Text and Shrink to Fit

If the text is too wide to fit the column width but don’t want that text to spill over into adjacent
cells, you can use either the Wrap Text option or the Shrink to Fit option to accommodate that
text.
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Lesson 6: Border and Shades

Apply Borders
MS Excel enables you to apply borders to the cells. For applying border, select the range of
cells Right Click » Format cells » Border Tab » Select the Border Style.
Then you can apply border by Home Tab » Font group » Apply Borders.
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Apply Shading
You can add shading to the cell from the Home tab » Font Group » Select the Color.
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Lesson 7: Microsoft Excel shortcut keys

If you work on Microsoft Excel, you can use the number of keyboard shortcut keys to
speed up your work and make it more convenient. We have tried to provide a simple list of
shortcut keys.
The following table contains the commonly used shortcut keys for Microsoft Excel with
description.
Shortcut Keys Description
Ctrl+Shift + ; It is used to insert the current time.
Ctrl+; It is used to enter the current date.
Shift + F3 Its use is to open the Excel formula's window.'
Shift + F5 It provides users the option to display the find and replace dialog box.
Ctrl + A Its use is to select or highlight all contents of a worksheet.
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Ctrl + B It allows you to bold all selected items of an Excel sheet. It can also be
done by pressing Ctrl+2.
Ctrl + C It is used to copy the selected content of a worksheet.
Ctrl + D It enables you to fill down the cells with the content of the selected
cell. As shown in the below picture:
Ctrl + F It offers the option to open find and replace dialog box quickly. You can
also use Shift + F5 for it.
Ctrl + G It is used to open the go-to option dialog box where you can go to the
specific cell. It can also be done by using F5.
Ctrl + H It allows you to find and replace the word or sentences in a file. For
example, if by mistake you have written a somputer instead of the
computer at many places in your sheet, you can replace it with the
computer in one go.
Ctrl + I It is used to put italics on all cells in the selected section. It can also be
done by pressing Ctrl+3.
Ctrl + K It provides the option to insert a hyperlink in a file.
Ctrl + L It enables you to access the create table dialog box.
Ctrl + N Its use is to open the new document or a workbook.
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Ctrl + O It offers users the option to open the dialog box where you can choose
a file that you want to open. You can also use Ctrl+F12 to open a file.
Ctrl + P It allows you to print a current sheet or a document quickly.
Ctrl + Q It is used to display the quick analysis options for the selected cells with
data. As shown in the below image:
Ctrl + R It allows you to fill the cells to the right with the content of the selected
cell. As shown in the below screenshot:
Ctrl + S Its use is to save the document. It can also be done by

using Alt+Shift+F2.
Ctrl + T It offers users the option to display the create table dialog box.
Ctrl + U It is used to underline all selected cells. You can also use the shortcut
key Ctrl+4 to underline the cells in the Excel sheet.
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Ctrl + V It provides users the option to paste the copied data onto the Excel
sheet. You are required to copy the data once, and then you can paste
it any number of times.
Ctrl + W It is used to close the currently open document or a file quickly. It can
also be done by pressing Ctrl+F4 shortcut keys.
Ctrl + X It allows users the option to cut the entire data of the selected cells in
an Excel sheet.
Ctrl + Y It provides users the option to redo any undo contents.
Ctrl + Z It is used to undo (get back) the deleted item. For example, if you have
deleted the data by mistake, you can press Ctrl+Z to retrieve the
deleted data. It can also be done by pressing Alt+Backspace.
Ctrl + Page up & It allows you to move from one worksheet to another worksheet in the
Page Down same Excel file.
Ctrl + F6 It enables the users to move from one document to another document
in Microsoft Excel. It can also be done by pressing Ctrl+Tab.
Ctrl + F9 It enables users the option to minimize the current window.
Ctrl + F10 It uses to maximize the currently selected window.
F1 It is used to open the help screen window.
F2 It allows you to edit the selected cell in the Excel sheet.
F4 It provides users the option to repeat the last action. For example, if
you change the red color of the text in a cell, by pressing F4, you can
apply the same text color in another cell.
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F7 It is used to check the spelling of the selected text.
F10 The function key F10 is used to activate the menu bar. For example, if
you want to open the file menu, you need to press F10, then F.
F11 Its use is to create a chart in Excel.
F12 It enables you to use the Save As option, which allows you to save a file
with a different name. It can also be done by using Alt+F2.
Alt + = It allows you to use the formula to add the data of all the above cells.
Ctrl+Shift+" It allows you to copy the content of a cell and to paste it into a cell,
which is just below it. It can also be done by using Ctrl+" key. For
example, if you have written "Excel" in cell B1 and its below cell is B2,
by pressing Ctrl+Shift+" or Ctrl+' the word "Excel" will be copied in cell
B2.
Ctrl + Shift + ! It is used to apply comma format in numbers. For example, as shown in
the below image:
Ctrl + Shift + $ Its use is to apply currency format to numbers. As shown in the below
screenshot:
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Ctrl + Shift +% It provides users the option to apply percentage sign to numbers. For
example, see the below picture:
Ctrl + Space It enables you to select the entire active columns.
Shift + Space It enables you to select the entire active rows.
Ctrl + (Right arrow It allows the users to move the cursor to the next cell, which contains
→) the text.
Ctrl + 1 It is used to open the format cells dialog box where you can change the
text format like text color, font size, font style, text alignment, etc. It
can also be done by pressing Ctrl+Shift+F or Ctrl+Shift+P.
Ctrl + 5 Its use is to put the strikethrough to all selected cells. As shown in the
below picture:
Ctrl + 9 Its use is to hide the selected rows in the worksheet.
Ctrl + Shift + ( Its use is to show (unhide) the hidden rows.
Ctrl + 0 It is used to hide the selected columns.
Ctrl + - (Minus) It will open a delete dialog box where you can delete a selected row or
column.
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Ctrl + Shift + = It will open the insert dialog box where you can insert the new row or
a column.
Ctrl + Shift + ^ It is used to make an exponential form of any number. For example,
you have written a number 12345 in the worksheet, and if you press
Ctrl+shift+^, the number will be changed 1.23E+05 in exponential form.
Ctrl + Shift + & It offers users the option to make a border around the selected cells.
Ctrl + Shift+ _ It offers users the option to remove a border around the selected cells
in a worksheet.
Ctrl+Shift+Spacebar It is used to select the entire worksheet.
Ctrl + Home It allows the users to move the cursor to the beginning (cell A1) of the
worksheet.
Ctrl + End It is used to move the cursor to the last cell with text on the worksheet.
Shift + Page Up It allows you to select all the cells located above the selected cell.
Shift + Home It enables you to select all cells to the left of the current active cell.
Shift + (Up Arrow It enables you to extend the selected area up by one cell.
↑)
Shift + (Down It enables you to extend the selected area down by one cell.
Arrow ↑)
Alt + Enter It allows the users to write in multiple lines in one cell. For example, if
you are typing in a cell, it enables you to move on the next line in one
cell by pressing Alt+Enter.
Alt + ' It is used to access the style dialog box.
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Ctrl + F3 It is used to open the name manager in Microsoft excel.
Ctrl + F5 Its use is to restore the Window size.
Ctrl + F11 It is used to insert a macro sheet in Microsoft excel.
Alt + F8 It is used to display the macro dialog box.
Alt + F11 It provides users the option to open the Visual Basic editor.
Alt + Shift + F1 It enables you to create a new worksheet in Microsoft Excel.
For more knowledge about Microsoft Excel Basics, please check the link provided;
https://www.youtube.com/watch?v=rwbho0CgEAE
REFERENCES
https://www.javatpoint.com/excel-tutorial
Page 26
CHAPTER 6: Microsoft Excel – Intermediate
Objectives:
a.) Indicate the names and functions of the Excel interface
components.
b.) Construct formulas, including the use of built-in functions,
and relative and absolute references.
c.) Create a spreadsheet to tabulate and record numeric values
Lesson 1: Sheet Options

Sheet Options
MS Excel provides various sheet options for printing purpose like generally cell gridlines aren’t
printed. If you want your printout to include the gridlines, Choose Page Layout » Sheet Options
group » Gridlines » Check Print.
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Options in Sheet Options Dialogue

 Print Area − You can set the print area with this option.
 Print Titles − You can set titles to appear at the top for rows and at the left for columns.
 Print −
o Gridlines − Gridlines to appear while printing worksheet.

o Black & White − Select this check box to have your color printer print the chart in
black and white.
o Draft quality − Select this check box to print the chart using your printer’s draft-
quality setting.
o Rows & Column Heading − Select this check box to have rows and column heading
to print.
 Page Order −
o Down, then Over − It prints the down pages first and then the right pages.
o Over, then Down − It prints right pages first and then comes to print the down
pages.
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Lesson 2: Header and Footer in Excel

Header and Footer
A header is the information that appears at the top of each printed page and a footer is the
information that appears at the bottom of each printed page. By default, new workbooks do not
have headers or footers.
Adding Header and Footer
 Choose Page Setup dialog box » Header or Footer tab.
You can choose the predefined header and footer or create your custom ones.
 &[Page] − Displays the page number.
 &[Pages] − Displays the total number of pages to be printed.
 &[Date] − Displays the current date.
 &[Time] − Displays the current time.
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 &[Path]&[File] − Displays the workbook’s complete path and filename.

 &[File] − Displays the workbook name.
 &[Tab] − Displays the sheet’s name.
Other Header and Footer Options
When a header or footer is selected in Page Layout view, the Header & Footer » Design »
Options group contains controls that let you specify other options −
 Different First Page − Check this to specify a different header or footer for the first printed
page.
 Different Odd & Even Pages − Check this to specify a different header or footer for odd
and even pages.
 Scale with Document − If checked, the font size in the header and footer will be sized.
Accordingly if the document is scaled when printed. This option is enabled, by default.
 Align with Page Margins − If checked, the left header and footer will be aligned with the
left margin, and the right header and footer will be aligned with the right margin. This
option is enabled, by default.
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Lesson 3: Page Break

Page Breaks
If you don’t want a row to print on a page by itself or you don't want a table header row to be
the last line on a page. MS Excel gives you precise control over page breaks.
MS Excel handles page breaks automatically, but sometimes you may want to force a page
break either a vertical or a horizontal one. so that the report prints the way you want.
For example, if your worksheet consists of several distinct sections, you may want to print each
section on a separate sheet of paper.
Inserting Page Breaks
Insert Horizontal Page Break − For example, if you want row 14 to be the first row of a new page,
select cell A14. Then choose Page Layout » Page Setup Group » Breaks » Insert Page Break.
Insert vertical Page break − In this case, make sure to place the pointer in row 1. Choose Page
Layout » Page Setup » Breaks » Insert Page Break to create the page break.
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Removing Page Breaks

 Remove a page break you’ve added − Move the cell pointer to the first row beneath the
manual page break and then choose Page Layout » Page Setup » Breaks » Remove Page
Break.
 Remove all manual page breaks − Choose Page Layout » Page Setup » Breaks » Reset All
Page Breaks.
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Lesson 4: Freeze Panes

Freezing Panes
If you set up a worksheet with row or column headings, these headings will not be visible when
you scroll down or to the right. MS Excel provides a handy solution to this problem with freezing
panes. Freezing panes keeps the headings visible while you’re scrolling through the worksheet.
Using Freeze Panes
Follow the steps mentioned below to freeze panes.
 Select the First row or First Column or the row Below, which you want to freeze, or
Column right to area, which you want to freeze.
 Choose View Tab » Freeze Panes.

 Select the suitable option −
o Freeze Panes − To freeze area of cells.
o Freeze Top Row − To freeze first row of worksheet.
o Freeze First Column − To freeze first Column of worksheet.
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 If you have selected Freeze top row you can see the first row appears at the top, after
scrolling also. See the below screen-shot.
Unfreeze Panes
To unfreeze Panes, choose View Tab » Unfreeze Panes.
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Lesson 5: Conditional Formatting

Conditional Formatting
MS Excel 2010 Conditional Formatting feature enables you to format a range of values so that
the values outside certain limits, are automatically formatted.
Choose Home Tab » Style group » Conditional Formatting dropdown.
Various Conditional Formatting Options
 Highlight Cells Rules − It opens a continuation menu with various options for defining the
formatting rules that highlight the cells in the cell selection that contain certain values,
text, or dates, or that have values greater or less than a particular value, or that fall within
a certain ranges of values.
Suppose you want to find cell with Amount 0 and Mark them as red.Choose Range of cell » Home
Tab » Conditional Formatting DropDown » Highlight Cell Rules » Equal To.
After Clicking ok, the cells with value zero are marked as red.
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 Top/Bottom Rules − It opens a continuation menu with various options for defining the
formatting rules that highlight the top and bottom values, percentages, and above and
below average values in the cell selection.
Suppose you want to highlight the top 10% rows you can do this with these Top/Bottom rules.
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 Data Bars − It opens a palette with different color data bars that you can apply to the cell
selection to indicate their values relative to each other by clicking the data bar thumbnail.
With this conditional Formatting data Bars will appear in each cell.
 Color Scales − It opens a palette with different three- and two-colored scales that you can
apply to the cell selection to indicate their values relative to each other by clicking the
color scale thumbnail.
See the below screenshot with Color Scales, conditional formatting applied.
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 Icon Sets − It opens a palette with different sets of icons that you can apply to the cell
selection to indicate their values relative to each other by clicking the icon set.
See the below screenshot with Icon Sets conditional formatting applied.
 New Rule − It opens the New Formatting Rule dialog box, where you define a custom
conditional formatting rule to apply to the cell selection.
 Clear Rules − It opens a continuation menu, where you can remove the conditional
formatting rules for the cell selection by clicking the Selected Cells option, for the entire
worksheet by clicking the Entire Sheet option, or for just the current data table by clicking
the This Table option.
 Manage Rules − It opens the Conditional Formatting Rules Manager dialog box, where
you edit and delete particular rules as well as adjust their rule precedence by moving
them up or down in the Rules list box.
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Lesson 6: Excel Formula

Excel Creating Formulas
In cell C5 enter the
number 20, now in cell E5
type the formula: =C5+5
then press the Enter key.
You will get the result.
The formula says 5 is
added to the value
entered in the cell C5 as
the value is 20 the result
is 25. See the image:
In a similar way other

formulas can be created:
=C2*5 for multiplication,
the value in the cell C2 is
multiplied with 5.
=C2-5 for subtraction, 5 is
subtracted from the
value in the cell C2.
More formulas can be created by typing

= in the cell then selecting the
appropriate values and typing correct
mathematical symbol in between.
Page 13
Excel Fill Handle in Formulas

In the image given below, we
want to multiply the numbers in column
B with 5, so we can type the formula such
as =B3*5 for cell B3 and other cells of the
column B, but this is not possible with
long lists.
In such cases, we use Fill handle

to perform the calculations. So, type the
formula =B3*5 in cell C3 then left click on
the right bottom corner of cell C3, fill
handle will appear. Pull the fill handle
downward till cell C10 then leave the
mouse. The whole list of numbers in
column B will be multiplied by 5.
Excel Relative Referencing

Relative referencing tells that
you don't need to type the formula
separately for each calculation in a
column or a row. See the image:
Type the formula in the first
cell D3 and press Enter key to get the
result, then use the fill handle. The
formula will change automatically in
the respective cells and all values of
list 1 will get multiplied with
respective values of list 2.
This way you can easily
multiply values of list 1 with
respective values of list 2 but if you
want to multiply all cells of list 1 with a single cell of list 2 such as C3 then it won't work.
Page 14
Quick Excel Functions

There are some quick functions in
Excel that can provide you the statistics
of your worksheet without using
formulas such as Status Bar quick
functions.
See the image given below, as

soon as you select the desired range you
will get the statistics in the status bar, the
average of numbers, the number of cells
that contain values and the sum of
numbers.
By a right click on the status bar you can customize it. You can add more functions in the
status bar. Select the function from the menu which you want to add in the status bar. See the
image shown below, status bar is customized. It is also showing maximum and minimum of the
numbers.
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Lesson 7: Excel IF Function

Excel If Function
The IF function or IF statement in Excel is composed of three parts separated by commas.
 A condition
 What to display if the condition is fulfilled
 What to display if the condition is not fulfilled
See how the "IF function" is created step by step to find the safe and unsafe travelling
speeds in the following example.
 Select the cell in which you want to create the "IF function"
 Type the code in the cell: =if(
 Type the condition with comma: B4>70,
 Type what you want to show if condition is fulfilled. If you want to display text then
write it within quotation marks: "Unsafe"
 Type a comma: ,
 Type what you want to show if the condition is not fulfilled within quotation
marks: "Safe"
 Then close the bracket and press the Enter key.
The IF function created above will look like this: =if(B4>70,"Unsafe","Safe")
So the IF function says if the speed or value in the cell B4 is more than 70 then display
Unsafe and if it is less than 70 then display Safe.
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After pressing the Enter key you will get the result for cell B4. Drag the fill handle
downward till cell C9 to get status for other speeds of column B.
Excel If Function with Calculations
"IF function" can be used in complex calculations. See the example:
If a sales executive sells more than 5 items, the company will pay incentive 40 rupees
per item sold and if the sales executive sells less than 5 items, the company will pay 20 rupees
per item sold.
See how the "IF function" is used with the calculation:
 Select the cell in which you want to create the "IF function"
 Type the code in the cell: =if(
 Type the condition with comma: C4>5,
 Type what you want to show if condition is fulfilled: 40*C4
 Type a comma: ,
 Type what you want to show if the condition is not fulfilled: 20*C4
 Then close the bracket and press the Enter key.
The IF function will look like this: =if(C4>5,40*C4,20*C4)
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So the IF function says if value in cell C4 is greater than 5 then multiply it with 40. If it is
less than 5 then multiply it with 20.
The IF function can be modified to perform different calculations:
Suppose in the above example the company wants to pay rupees 50 along with incentive to
those employees who have completed probation period of 5 months or their job duration is
more than 5 months.
In this case, we can insert one more column in the worksheet for job months and modify the IF
function accordingly to get the results.
The modified IF function is: =if(C4>5,50+E4,E4)
It says if the value in cell C4 is greater than 5 then add 50 to E4 which is incentive of Peter. And
if it is less than 5 then keep the incentive, the value of cell E4 same. See the image shown
below:
For more knowledge about Microsoft Excel Intermediate Guide , please check the
link provided; https://www.youtube.com/watch?v=lxq_46nY43g
Page 18
REFERENCES
https://www.javatpoint.com/excel-tutorial
Page 19
CHAPTER 7: Advanced Operations with Excel
Objectives:
a.) Determine the advanced operations that can be used in
Microsoft Excel.
b.) Create a workbook that can be compatible with any software
or office tools and make them more secured on sharing files.
Lesson 1: Using Macro in Excel

Macros in MS Excel
Macros enable you to automate almost any task that you can undertake in Excel 2010. By
using macro recorder from View Tab » Macro Dropdown to record tasks that you perform
routinely, you not only speed up the procedure considerably but you are assured that each step
in a task is carried out the same way each and every time you perform a task.
To view macros choose View Tab » Macro dropdown.
Macro Options
View tab contains a Macros command button to which a dropdown menu containing the
following three options.
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 View Macros − Opens the Macro dialog box where you can select a macro to run or edit.
 Record Macro − Opens the Record Macro dialog box where you define the settings for
your new macro and then start the macro recorder; this is the same as clicking the Record
Macro button on the Status bar.
 Use Relative References − Uses relative cell addresses when recording a macro, making
the macro more versatile by enabling you to run it in areas of a worksheet other than the
ones originally used in the macro’s recording.
Creating Macros
You can create macros in one of two ways −
 Use MS Excel’s macro recorder to record your actions as you undertake them in a
worksheet.
 Enter the instructions that you want to be followed in a VBA code in the Visual Basic
Editor.
Now let's create a simple macro that will automate the task of making cell content Bold and apply
cell color.
 Choose View Tab » Macro dropdown.
 Click on Record Macro as below.
 Now Macro recording will start.

 Do the steps of action, which you want to perform repeatedly. Macro will record those
steps.
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 You can stop the macro recording once done with all steps.
Edit Macro
You can edit the created Macro at any time. Editing macro will take you to the VBA programming
editor.
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Lesson 2: Cross Referencing in Excel

Graphic Objects in MS Excel
When you have information spread across several different spreadsheets, it can seem a
daunting task to bring all these different sets of data together into one meaningful list or table.
This is where the Vlookup function comes into its own.
VLOOKUP
VlookUp searches for a value vertically down for the lookup table.
VLOOKUP(lookup_value,table_array,col_index_num,range_lookup) has 4 parameters as below.
 lookup_value − It is the user input. This is the value that the function uses to search on.
 The table_array − It is the area of cells in which the table is located. This includes not only
the column being searched on, but the data columns for which you are going to get the
values that you need.
 Col_index_num − It is the column of data that contains the answer that you want.
 Range_lookup − It is a TRUE or FALSE value. When set to TRUE, the lookup function gives
the closest match to the lookup_value without going over the lookup_value. When set to
FALSE, an exact match must be found to the lookup_value or the function will return
#N/A. Note, this requires that the column containing the lookup_value be formatted in
ascending order.
VLOOKUP Example
Let's look at a very simple example of cross-referencing two spreadsheets. Each spreadsheet
contains information about the same group of people. The first spreadsheet has their dates of
birth, and the second shows their favorite color. How do we build a list showing the person's
name, their date of birth and their favorite color? VLOOOKUP will help in this case. First of all, let
us see data in both the sheets.
This is data in the first sheet
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This is data in the second sheet
Page 5
Now for finding the respective favorite color for that person from another sheet we need
to vlookup the data. First argument to the VLOOKUP is lookup value (In this case it is person
name). Second argument is the table array, which is table in the second sheet from B2 to C11.
Third argument to VLOOKUP is Column index num, which is the answer we are looking for. In this
case, it is 2 the color column number is 2. The fourth argument is True returning partial match or
false returning exact match. After applying VLOOKUP formula it will calculate the color and the
results are displayed as below.
As you can see in the above screen-shot that results of VLOOKUP has searched for color
in the second sheet table. It has returned #N/A in case where match is not found. In this case,
Andy's data is not present in the second sheet so it returned #N/A.
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Lesson 3: Email Workbook

Email Workbook
MS Excel allows you to email the

workbook very easily. To email the
workbook to anyone, follow the below
mentioned steps.
 Choose File » Save and Send. It
basically saves the document
first and then the emails.
 Click on Send using E-mail if

your email system is
configured. MS Outlook will open with the file as attachment in the New Email Window.
You can send mail this workbook to anyone with valid email address.
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Lesson 4: Workbook Security

We can apply security to the workbook by the concept of protection available in the Review
Tab of ribbon. MS Excel's protection-related features fall into three categories.
 Worksheet protection − Protecting a worksheet from being modified, or restricting the

modifications to certain users.
 Workbook protection − Protecting a workbook from having sheets inserted or deleted,

and also requiring the use of password to open the workbook.
Protect Worksheet
You may want to protect a worksheet for a variety of reasons. One reason is to prevent
yourself or others from accidentally deleting the formulas or other critical data. A common
scenario is to protect a worksheet, so that the data can be changed, but the formulas can’t be
changed.
To protect a worksheet, choose Review » Changes group » Protect Sheet. Excel displays
the Protect Sheet dialog box. Note that providing a password is optional. If you enter a password,
that password will be required to unprotect the worksheet. You can select various options in
which the sheet should be protected. Suppose we checked Format Cells option then Excel will
not allow to format cells.
When somebody tries to format the cells, he or she will get the error as shown in the screenshot
below.
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To unprotect a protected sheet, choose Review » Changes group » Unprotect Sheet. If

the sheet was protected with a password, you’re prompted to enter that password.
Protecting a Workbook
Excel provides three ways to protect a workbook.
 Requires a password to open the workbook.
 Prevents the users from adding sheets, deleting sheets, hiding sheets, and unhiding
sheets.
 Prevents users from changing the size or position of windows.
Requiring a Password to Open a Workbook
Excel lets you save a workbook with a password. After doing so, whoever tries to open the
workbook, must enter the password. To add a password to a workbook, follow these steps.
 Choose File » Info » Protect Workbook » Encrypt With Password. Excel displays the
Encrypt Document dialog box.
 Type a password and click OK.
 Type the password again and click OK.
 Save the workbook.
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To remove a password from a workbook, repeat the same procedure. In Step 2, however,
delete the existing password symbols.
Protecting Workbook’s Structure and Windows
To prevent others (or yourself) from performing certain actions in a workbook, you can
protect the workbook’s structure and windows. When a workbook’s structure and windows are
protected, the user may not Add a sheet, Delete a sheet, Hide a sheet, unhide a sheet, etc., and
may not be allowed to change the size or position of a workbook’s windows respectively.
To protect a worksheet’s structure and windows, follow the below mentioned steps.
 Choose Review » Changes group » Protect Workbook to display the Protect Workbook
dialog box.
 In the Protect Workbook dialog box, select the Structure check box and Windows check
box.
 (Optional) Enter a password.
 Click OK.
Page 10
Page 11
Lesson 5: Data Tables

In Excel, a Data Table is a way to see different results by altering an input cell in your formula.
Data tables are available in Data Tab » What-If analysis dropdown » Data table in MS Excel.
Data Table with Example

Now, let us see data table concept with an example. Suppose you have the Price and quantity of
many values. Also, you have the discount for that as third variable for calculating the Net Price.
You can keep the Net Price value in the organized table format with the help of the data table.
Your Price runs horizontally to the right while quantity runs vertically down. We are using a
formula to calculate the Net Price as Price multiplied by Quantity minus total discount (Quantity
* Discount for each quantity).
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Now, for creation of data table select the range of data table. Choose Data Tab » What-If analysis
dropdown » Data table. It will give you dialogue asking for Input row and Input Column. Give the
Input row as Price cell (In this case cell B3) and Input column as quantity cell (In this case cell B4).
Please see the below screen-shot.
Clicking OK will generate data table as shown in the below screen-shot. It will generate the table
formula. You can change the price horizontally or quantity vertically to see the change in the Net
Price.
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Lesson 6: Pivot Tables

Pivot Tables
A pivot table is essentially a dynamic summary report generated from a database. The database
can reside in a worksheet (in the form of a table) or in an external data file. A pivot table can help
transform endless rows and columns of numbers into a meaningful presentation of the data.
Pivot tables are very powerful tool for summarized analysis of the data.
Pivot tables are available under Insert tab » PivotTable dropdown » PivotTable.
Pivot Table Example
Now, let us see Pivot table with the help of example. Suppose you have huge data of voters and
you want to see the summarized data of voter Information per party, then you can use the Pivot
table for it. Choose Insert tab » Pivot Table to insert pivot table. MS Excel selects the data of the
table. You can select the pivot table location as existing sheet or new sheet.
This will generate the Pivot table pane as shown below. You have various options available in the
Pivot table pane. You can select fields for the generated pivot table.
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 Column labels − A field that has a column orientation in the pivot table. Each item in the
field occupies a column.
 Report Filter − You can set the filter for the report as year, then data gets filtered as per
the year.
 Row labels − A field
that has a row
orientation in the
pivot table. Each
item in the field
occupies a row.
 Values area − The
cells in a pivot table
that contain the
summary data.
Excel offers several
ways to summarize
the data (sum,
average, count, and
so on).
After giving input fields to
the pivot table, it generates
the pivot table with the data as shown below.
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Lesson 7: Pivot Charts

Pivot Charts
A pivot chart is a graphical representation of a data summary, displayed in a pivot table. A pivot
chart is always based on a pivot table. Although Excel lets you create a pivot table and a pivot
chart at the same time, you can’t create a pivot chart without a pivot table. All Excel charting
features are available in a pivot chart.
Pivot charts are available under Insert tab » PivotTable dropdown » PivotChart.
Pivot Chart Example
Now, let us see Pivot table with the help of an example. Suppose you have huge data of voters
and you want to see the summarized view of the data of voter Information per party in the
form of charts, then you can use the Pivot chart for it. Choose Insert tab » Pivot Chart to insert
the pivot table.
Page 16
MS Excel selects the data of the table. You can select the pivot chart location as an existing
sheet or a new sheet. Pivot chart depends on automatically created pivot table by the MS Excel.
You can generate the pivot chart in the below screen-shot.
For more knowledge about Advanced Excel Tutorial , please check the link provided;
https://www.youtube.com/watch?v=ezA8RPqkExY
Page 17
REFERENCES
https://www.tutorialspoint.com/excel/excel_using_macros.htm
https://www.tutorialspoint.com/excel/excel_cross_referencing.htm
https://www.tutorialspoint.com/excel/excel_email_workbooks.htm
https://www.tutorialspoint.com/excel/excel_workbook_security.htm
https://www.tutorialspoint.com/excel/excel_data_tables.htm
https://www.tutorialspoint.com/excel/excel_pivot_tables.htm
https://www.tutorialspoint.com/excel/excel_pivot_charts.htm
Page 18
CHAPTER 8: Microsoft PowerPoint Basics
Objectives:
a.) Recognize the names and functions of the PowerPoint
interface.
b.) Create and manipulate simple slide shows with outlines and
notes.
c.) Create slide presentations that include text and graphics.
Microsoft PowerPoint is a software program developed by Microsoft to produce effective

presentations. It is a part of Microsoft Office suite. The program comprises slides and various
tools like word processing, drawing, graphing and outlining. Thus it can display text, table, chart,
graphics and media in the slides.
There are three main features of the Microsoft PowerPoint window that you need to
focus upon while learning PowerPoint. These features are Microsoft Office Button, Quick Access
Toolbar and Ribbon.
Microsoft Office Button

Microsoft Office
Button is located on the
upper-left corner of the
PowerPoint window.
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Quick Access Toolbar

It is located beside the Microsoft Office Button. By default, it shows three commands;
Save, Undo and Redo.
When you click the drop-down arrow at the right end of Quick Access Toolbar it offers
more commands. The desired command out of these commands can be added to Quick Access
Toolbar with a left click on it.
You can also add the
Office Button and Ribbon
commands. Just right click the
command and select the "Add
to Quick Access Toolbar"
option. See the image, the
command New Slide is added to
Quick Access Toolbar.
Ribbon and Tabs

Ribbon is located on the top of the PowerPoint window just below the Title bar. It is made
up of seven tabs; Home, Insert, Design, Animations, Slide Show, Review and View. Each tab is
divided into groups of related commands that are displayed on the Ribbon. To view additional
commands of a group, click the arrow at the right bottom corner of the group.
See the image:
Features of the Tabs
Page 2
The features of Home tab are Clipboard, Slides, Font, Paragraph, Drawing and Editing.
See the image:
The features of Insert tab are Tables, Illustrations, Links, Text and Media Clips.
See the image:
The features of Design tab are Page Setup, Themes and Background.
See the image:
The features of Animations tab are Preview, Animations and Transition to This
Slide.
See the image:
The features of Slide Show tab are Start Slide Show, Set Up and Monitors.
See the image:
Page 3
The features of Review tab are Proofing, Comments and Protect.

See the image:
The features of View tab are Presentation Views, Show/Hide, Zoom, Color/Grayscale,
Window and Macros.
See the image:
Slide, Placeholder and Notes
Slide: Presentation is
created on slides. It lies in the
centre of the PowerPoint
window.
Placeholder: By default,
two placeholders appear in the
slide when you open the
PowerPoint.
Click to add notes: This
space is provided to create notes
if needed.
Mini Toolbar
Page 4
It is a floating toolbar that appears when you select text or right click the text. It comprises
frequently used formatting tools like Bold, Italics, Font Size and Font Color.
See the image:
Lesson 2: Presentation Basics

Creating a Presentation
When you open PowerPoint window by default a slide appears. The slide has two
placeholders or text boxes. Additional text boxes can be added from the Insert tab.
To start creating presentation click on the placeholder or text box a blinking cursor will
appear. Then type the title and click outside the box. The text box will disappear.
In a similar way, add text or subtitle to the other text box.
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See the image:
Click outside the text box and the slide will look like the image given below:
How to Save a Presentation?
Page 6
There are multiple options to save a presentation. The frequently used options are:
 Click on the Microsoft Office Button then select Save or Save As from the menu.
See the image:
 Click on the first icon of the Quick Access Toolbar.

How to Add Slide?
There are multiple ways to add slide in PowerPoint

presentation. The frequently used option is to click the New
Slide button.
See the image:

The other ways to add a slide are: Office Themes, Duplicate
Selected Slide and Reuse Slides.
How to Apply Themes

Themes are design templates that make the presentation colorful and stylist. With a single
click you can apply a theme to the entire presentation.
 Open the Design tab
 Locate the Themes group

 Click the desired theme
 Theme will be added to the entire presentation
To see all available Themes, click the drop- down arrow on the right bottom corner of the Themes
group.
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How to Apply or Change Color in

Themes?
 Click the drop-down arrow next
to Colors in the Themes group
 With a left click select the
desired color set
 To create new color set click the
Create New Theme Colors
See the image:
How to Change the Background of a Theme?

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 Locate the Background group

 Click the Background Styles button
 Select the desired background style
See the image:
Lesson 3: Text Basics
How to Delete Text

Two simple ways to delete text are:
 Place the cursor next to the text then press the backspace key, as the cursor moves left
it starts deleting text.
 Keep the cursor next to text then left click the mouse and without releasing the mouse
drag it over the text to select it.
Then press the Delete key.
How to Format Font Size?
modify
 Open the Home tab and locate
the Font group
 In Font group click the drop-down
arrow next to font size option
 A list of various font sizes appears
 Move the cursor over the list and
select the desired font size
See the image:
How to Format Font Style?
Page 9
 Select the text you want to modify

 Select Home tab and locate the Font group
 In Font group click the drop-down arrow next to font style option
 A list of font styles appears
 Move the cursor over the list and select the desired font style
See the image:
How to Format Text Color?

o Select the text you want
to change
o In Home tab locate the
Font group
o In Font group click the
drop-down arrow next
to font color icon
o Font color menu
appears
o Select the desired font
color
See the image:
How to Change Text Alignment?

 Select the text
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 In Home tab locate the Paragraph group

 There are four
alignment options at
the bottom of
Paragraph group
 Select the desired
alignment option
The four alignment options
are:
 Align Text Left: Aligns
text towards left
margin
 Center: Brings the text
at center
 Align Text Right: Aligns text towards right margin
 Justify: Aligns text towards both left and right margin
How to Insert a Text Box?

In addition to placeholders
you can insert text boxes in
the slide. To add a text box
follow the below listed steps.
 Open the Insert tab
 In Text group click the
Text Box command
 Click on the slide and
drag the cursor until
text box takes the
desired width
 Then release the
mouse.
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How to Copy and Paste Text?

 Select the text you want to copy
 In Home tab click the Copy command in
Clipboard group
 Place the cursor where you want to paste the
text
 In Clipboard group click the Paste command
How to Cut and Paste Text?

 Select the text you want to cut
 In Home tab click the Cut command in Clipboard
group
 Place the cursor where you want to paste the
text
 In Clipboard group click the Paste command
Lesson 4: Inserting Picture
How to Insert Picture and Clip Art?

To Add Picture:
 Click the Insert tab
 In Illustrations group click
on the Picture button
 Insert Picture dialogue
box appears
 With a click select the
desired picture
 Click Insert, the picture
will be added to the slide
 Click and drag the picture
to move it to desired
location
Page 12
How to Edit Picture and Clip Art?

 Select the Picture or Clip Art that you want to edit
 Format tab appears in the Ribbon next to View tab
 It displays four groups of commands; Adjust, Picture Styles, Arrange and Size group
See the image:
The Adjust group displays six commands.

See the image:
 Brightness: To increase and decrease the picture

brightness
 Picture Contrast: To increase or decrease the
picture contrast
 Recolor: To recolor the picture to give it special
effect
 Compress Picture: To compress picture to reduce
its size
 Change Picture: To change the picture
 Reset Picture: To discard all the changes made to the picture
The Picture Styles group displays picture styles and three commands.
See the image:
 Picture Styles: To apply a

picture style to the picture
or clip art
 Picture Shape: To change
the shape of the picture or
clip art
 Picture Border: To give
colors to the picture border
 Picture Effects: To apply visual effect to the picture
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The Arrange group has six commands:
 Bring to Front: To bring the picture in front of all other

objects
 Send to Back: To send the picture behind other objects
 Selection Pane: It displays selection pane with various
options to format and change order of picture
 Align: To align the multiple pictures on the slide. You can
distribute them evenly across the slide.
 Group: To group different objects together
 Rotate: To rotate the text or objects
The Size group has three commands.
See the image:
 Crop: To remove unwanted parts of the picture

 Height: To change the height of the picture
 Width: To change the width of the picture
How to Create Bulleted or Numbered lists?

 Select the text or list
to which you want to
add bullets or
numbering
 Select Home tab and
locate the Paragraph
group
 Click the Bullets or
Numbering button or
click the drop-down
arrow next to these
buttons to see more
bullet styles and
numbering formats
 Select the style you
want to apply to text
Lesson 5: Microsoft PowerPoint shortcut keys
Page 14
Shortcut keys Explanation
(Slide number) It is used to jump to the desired slide during a slide show. For example,
+ Enter during the slide show, if the 5th number slide is being viewed, and you want
to jump to the 8th number slide, press the 8-number key and then the
Enter key.
Shift+Alt+T or It allows you to open the date and time window to insert the current date
D and time.
Ctrl+A It provides users the option to select all items like the text in a text box and
objects in a slide. In slide sorter view, it is used to select all slides.
Furthermore, in slide show, its use is to display the various options as
shown in the below mage:
Ctrl+B It enables you to add or remove bold to the selected content.
Ctrl+C Its use is to copy the selected text, including other objects in the slide. It
can also be done by pressing Ctrl+Insert.
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Ctrl+D It is used to create a copy of the selected slide. For example, if you want to
add a copy of any slide, you need to select it, and press the Ctrl+D shortcut
keys.
Ctrl+E It enables you to align the line or selected text to the center of the slide.
Ctrl+F It provides users the option to find or search content in the file.
Ctrl+H It is mostly used to replace a word or sentences in the file, and in slide
show, it is also used to hide the cursor or any activated tools, like the pen
or a highlighter tool.
Ctrl+I It allows you to add or remove italicize to the selected text. Furthermore,
in slide show view, it is also used to change the cursor to the highlighter
tool. You need to hold the mouse button to use the highlighter on the
screen.
Ctrl+J It enables you to Justify (align your text evenly across the slide) the
selected text.
Ctrl+K It offers an option to insert a hyperlink.
Ctrl+L Its use is to align the content or selected line to the left side of the slide.
Ctrl+M It is used to insert the new or blank slide just below the selected slide.
Ctrl+N It enables you to create a new or blank file in another PowerPoint window.
Ctrl+O It is used to open the dialog box or page, where you can select a file that
you want to open. You can also use Alt+Ctrl+F2 to open a file.
Ctrl+P It provides users with the option to open the Print Preview page to print
the file. It can also be done by using Ctrl+Shift+F12 or Ctrl+F2 shortcut
keys.
Additionally, in slide show view, it is also used to change the cursor to the
pen tool.
Ctrl+R It moves the text or selected paragraph to the right side of the slide.
Ctrl+S It allows you to save the open file. You can also use the Shift+F12 to save a
file.
Page 16
Ctrl+T It is used to open the font window, where you can adjust the font size,
style, type, etc. It can also be done by pressing Ctrl+Shift+F shortcut keys.
Ctrl+U It enables the users to add or remove an underline from the selected
content.
Ctrl+V It is used to paste the copied text, slides, and other objects in the file. You
need to copy the data once, and then you can paste it multiple times. You
can also paste the data by using Shift+Insert.
Ctrl+W It enables you to close the currently open document.
Ctrl+X It allows you to cut the selected item.
Ctrl+Y Its use is to repeat the last performed action. It can also be done by
pressing the function key F4.
Ctrl+Z It is used to undo (get back) the deleted text, slide, and other objects.
Suppose, by mistake; you have deleted any slide, you can get back it by
using this shortcut key.
Shift+F3 It allows the users to change the selected text

into uppercase or lowercase and can be used to change the first letter of a
word into a capital letter. If the text is not selected, only the first word
after the cursor will be changed.
Shift+F5 It helps to start the slide show from the selected slide. For example, if you
have 20 slides in your file and you want to start a slide show from the 5th
slide, you need to select the 5th slide, and press Shift+F5.
Shift+F7 It is used to check the thesaurus of the selected word. As shown in the
below image:
Page 17
Shift+F9 Its use is to show or hide the grid on the slide in Microsoft PowerPoint.
B It is used to change the display to black during slide show, and again press
B to get back to the slide show.
F1 It is used to open the help menu, and in slide show view, its use is to
display the slide show help window that provides a list of shortcuts for use
in a slide show.
F5 It allows the users to view the slide show of all the slides.
F7 It provides users the benefit of checking grammar and spelling to the

selected word.
F12 It allows you to use the Save As option, in which you can save a file with a
new name.
Ctrl+F1 It is used to show or hide the Ribbon.
Ctrl+Shift+> It is used to increase the font size of the selected text. It can also be done
by pressing Ctrl+].
Ctrl+Shift+< It is used to decrease the font size of the selected text. It can also be done
by pressing Ctrl+[.
Ctrl + Shift + = It helps users to change the selected text into a subscript. For example,
(Equal sign) plain text subscript text, X2 → X2
Ctrl+Spacebar It allows you to change the selected text to the default font size and type.
Ctrl+Home Its use is to move the cursor to the first slide. For example, if you have 50
slides in your file, and the cursor is on 45th slide, by pressing Ctrl+Home,
you can move the cursor to the first slide.
Ctrl+End It is used to move the cursor to the last slide. For example, your
PowerPoint file has 100 slides, and you want to move the cursor to the last
slide, you can press Ctrl+End.
Ctrl+Backspace It will delete the word to the left of the cursor.
Ctrl+Delete It will delete the word to the right of the cursor
Page 18
Alt+N, P It enables you to insert a picture in your file. You need to press Alt and N
keys together then press P.
For more knowledge about PowerPoint Basics , please check the link provided;
https://www.youtube.com/watch?v=XF34-Wu6qWU&t=7s
REFERENCES
https://www.javatpoint.com/powerpoint-tutorial
Page 19
CHAPTER 9: Microsoft PowerPoint - Intermediate
Objectives:
a.) Create and manipulate complex slide shows with outlines
and notes.
b.) Create slide presentations that include tables, charts,
animation, and transitions.
c.) Perform text translations and duplicating content in the
presentation.
Lesson 1: Working with Tables

How to Insert Table
 Place the cursor on the slide where you want to insert the table
 Click the Insert tab, it will display Tables group on the left
 Click the Table button, it will display four options to insert the table:
1) Highlight the Number of Rows and Columns

You will see small boxes on top, select
the boxes corresponding to number of rows
and column that you want in your table.
2) Insert Table
Click the Insert Table option and enter the number
of rows and columns then click ok.
Page 1
3) Draw Table:
Click the Draw Table option and place the cursor on slide. Cursor
changes into a pencil. Click and drag the pencil to draw a table
border.
4) Excel Spreadsheet:
Click the Excel Spreadsheet option. Worksheet will appear
in the slide, drag it to get the desired number of rows and
columns.
How to Modify or Format Table?

Select the table you want to modify. Two new tabs Design and Layout appear in the
Ribbon. These tabs offer various groups of commands to format tables.
When you click the Design tab it displays you four groups of commands; Table Style
Options, Table Styles, WordArt Styles and Draw Borders.
See the Image:
When you click the Layout tab it displays six groups of commands; Table, Rows &
Columns, Merge, Cell Size and Alignment.
See the Image:
How to Insert Table from Word or Excel?

 Open the desired word document or Excel spreadsheet you want to insert
 Select and copy it
 Then place the cursor on the PowerPoint slide where you want to paste it
 Select Home tab and click the Paste command
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Lesson 2: Working with Charts

How to Insert Chart?
 In Illustrations group click on Chart command
 An Insert Chart dialogue box appears
 Select the desired Chart style and click Ok
 Chart will be added to slide and an Excel worksheet appears on right side of the slide
See the images:
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How to Enter Chart Data?

We can't enter data directly in charts. To enter data in chart we have to type it in excel
spreadsheet that appears when you add Chart or click Edit Chart option.
The data that you enter in spreadsheet automatically appears in the Chart. Select the
cell of spreadsheet and type the data it will appear in the slide. Repeat the process to enter the
entire data.
See the image:
How to Format Chart or Chart Data

When you select the chart three new tabs Design, Layout and Format appear in the
Ribbon. Each tab contains specific groups of chart tools to format charts and chart data.
The Design tab contains four groups; Type, Data, Chart Layouts and Chart Styles.
See the image:
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The Layout tab contains six groups; Current Selection, Insert, Labels, Axes, Background
and Analysis.
See the image:
The Format tab contains five groups; Current Selection, Shape Styles, WordArt Styles,
Arrange and Size.
See the image:
Lesson 3: Slide Effects
How to Apply Animation Effect?

 Select the text or object you want to animate
 Select the Animations tab
 In Animations group click the drop-down arrow next to Animate option
 Animation options will appear
 Move the cursor over different options to see live preview on the slide
 Select the desired animation
See the image:
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How to Apply a Custom Animation Effect?

 Select the text or object
 Select the Animation tab
 In Animation group click the Custom Animation
 Custom Animation task pane appears on the right
 Click the Add Effect, it will display four options that are further divided into different
options
 Select the desired effect
See the image:
How to Apply Slide Transition Effects?

Transition effects appear when one slide changes into next slide in a Slide Show.
 Select the slide to which you want to apply the effect
 In Transition to This Slide group you will see the transition effects
 Click the drop-down arrow to see menu of transition effects
 Select the desired transition effect
 Click Apply To All to apply the effect to all slides
See the image:
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How to Set Slide Transition Sound?

 Select the slide to which you want to add the transition sound
 In Transition to This Slide group click the drop-down arrow next to Transition Sound
option
 A list of different transition sounds appears
 Select the desired transition sound
 Click Apply To All to apply the effect to all slides
See the image:
How to Set Slide Transition Speed?

 Select the slide
 In Transition to This Slide group click the drop-down arrow next to Transition Speed
option
 It will display three options for transition speed
 Select the desired transition speed
 Click Apply to All to apply the same transition speed to all slides
See the image:
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How to Advance Slides?

 Select the slide
 Select the Animations tab
 In Transition to This Slide group locate the
Advance Slide section
 It shows two options; On Mouse Click and
Automatically After
 Enter the desired time for the selected slide in
Automatically After option
 Select the next slide and choose the desired
time
 Click Apply to All If you want to apply the same timing to all slides
Viewing Slides
Once you create the presentation you can view it in different ways.
Select the View tab. Locate the Presentation Views group. It displays four options to view
presentations; Normal View, Slide Sorter View, Slide Show View and Notes Page View.
Normal View: The normal view appears by default when we open the PowerPoint
window. We create and edit slides in Normal View. This view also offers three view options out
of four options in the form of buttons on the status bar.
See the image:
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Slide Sorter View: It offers miniature or thumbnail version of all slides. You can see all
your slides at one time in the screen. You can also drag or delete the slides to rearrange them.
See the image:
Slide Show View: It displays your presentation in full screen mode. It also offers an
additional menu at the left bottom corner of the slide.
See the image:
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Notes Page View

This view provides space below the slide to add notes.
See the image:
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Lesson 4: Content Translation
One of the newer features in PowerPoint is the content translation. This feature allows
you to select content and have it translated into a different language. The following steps will
help you translate content in PowerPoint.
Step 1 − Select the text to be translated and click on Translate - Translate Selected Text under
the Language section of the Review ribbon.
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Step 2 − In the research sidebar, the "From" language is set to default language settings for the
content. The "To" language is set to the alphabetically first language supported by PowerPoint.
Step 3 − From the "To" language dropdown, select the language you want the selected portion
of text translated into. Click on Insert to replace the selected text from the default language to
the new translated text.
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Step 4 − Notice that if you replace the portion of text using translation, the default language for
the replaced text also changes automatically.
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Lesson 5: Duplicating Content
PowerPoint is a multi-content program that supports many non-text content types like
shapes, charts, pictures, clip arts, SmartArt and multimedia files. While working with the content,
it may sometimes be required to duplicate the content as part of the presentation development.
PowerPoint offers options to duplicate the non-text content using the cutcopy-paste features.
Cut-Paste Procedure
In this procedure, the original content is moved to a different location. When you use the Cut
option, you can also create multiple copies, it is just that the content in the original location is
lost. The following steps will make you understand how to work with the cutpaste procedure.
Step 1 − Select the content you want to move. Right-click on it to access the Cut option.
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Step 2 − Now move the cursor to the location where you want the content to be moved and right-
click to access the Paste options.
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Step 3 − Select one of the paste options to paste the content.
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Copy-Paste Procedure
This is exactly similar to the cut-paste procedure except that the original content is retained in
the original location.
Step 1 − Select the content you want to move. Right-click on it to access the Copy option.
Step 2 − Now move the cursor to the location where you want the content to be moved and right-
click to access the Paste options.
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Step 3 − Select one of the paste options to paste the content.
The Use Destination Theme option retains the content as the original content, but uses the
destination location theme settings. The Picture option just pastes the content as an image with
original settings. Once pasted as a picture you cannot change the parameters of the original
content; for example, if you pasted a chart as an image, you cannot edit the data on the chart
image.
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Lesson 6: Special Characters
PowerPoint supports the insertion of special characters. This allows the users to adjust
the font characteristics of these
characters just like any other text
giving them greater flexibility in
terms of the presentation design.
The following steps will help you
insert special characters.
Step 1 − In the Insert Tab, under
the Symbols group, click on
the Symbol command.
Step 2 − In the Symbol dialog, select one of the special characters you want to insert in the
presentation.
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Step 3 − If you cannot find the character you are looking for, you can change the font subset from
the dropdown and look at a new set of characters.
Step 4 − If you know the character code of the symbol, you can enter it in the Character
Code field and search for it.
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Step 5 − To insert a character, you can either double-click on it in the Symbol dialog or, select it
and press the Insert button.
Step 6 − The Symbol dialog does not disappear after you insert a character, which means you can
add as many characters as you want from this dialog.
Step 7 − Once you are done, you can click Close to close the dialog.
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Lesson 7: Using Slide Master
Slide master is simple way of applying changes to the entire slide. Every presentation has
at least one slide master, but you can have more than one. Using features like copy/ paste and
format painting you can make changes to different sections within the presentation to make
them look similar, however, if you want to use a theme and background throughout the slide,
using the slide master is a simpler and more graceful way of approaching it.
Given below are the steps to customize your slide master.
Step 1 − Go to the Master Views group under the View ribbon.
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Step 2 − Click on Slide Master to open the Slide Master Ribbon. The top most slide in the left
sidebar is the Master slide. All the slides within this master template will follow the settings you
add on this master slide.
Step 3 − You can make changes to the master slide in terms of the theme, design, font properties,
position and size of the title and other content using the remaining ribbons which are still
accessible.
Step 4 − While PowerPoint provides some default slide layouts, you can create your own layouts
by clicking on the "Insert Layout" in the Edit Master section of the Slide Master ribbon.
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Step 5 − You can add content placeholders to the slide layouts using the "Insert Placeholder" in
the Master Layout group under the Slide Master ribbon. Under the Placeholder dropdown, you
can either create a generic content placeholder or specify the kind of content you want in that
placeholder.
Step 6 − You can apply different themes, background and page setup settings to all the slides
from the master slide
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Step 7 − You can also customize individual slide layouts to be different from the master slide
using the menu options available with the layouts.
For more knowledge about how to Play a Video Across Multiple PowerPoint Slides,
please check the link provided;
https://www.youtube.com/watch?v=9JKQvYHYLwg&list=RDCMUCYUPLUCkMiUgiyVul
uCc7tQ&index=10
Page 25
REFERENCES
Page 26
CHAPTER 10: Microsoft PowerPoint Advanced Operations
Objectives:
a.) Recognize the names and functions for advance operations in
PowerPoint
b.) Create video file, image file and broadcast a slide show.
c.) Create a security password for the presentation file and
email the presentation.
Lesson 1: Create a Video File
PowerPoint allows presentations to be saved as video files that can be posted on video
sharing platform like YouTube or just played on any other media.
Given below are the steps to save a presentation as a video file.
Step 1 − Go to the Backstage view under the File tab.
Step 2 − Click on Save As to open the Save As dialog.

Step 3 − Select the file type as .wmv from the list of supported file types.
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Step 4 − Add a proper name to the file and click Save.
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Step 5 − The video creation is not an instant process like other file types as PowerPoint needs to
create the video file. You can track the progress of video creation at the bottom of your
presentation window.
Step 6 − Once the creation is complete, the video file is created in the specified location.
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Lesson 2: Create Image File
Among the many file types that PowerPoint supports are a set of extensions for image
files. The image file extensions supported by PowerPoint include JPEG (.jpg), GIF (.gif), TIFF (.tiff)
and Bitmap (.bmp).
Given below are the steps to save a
presentation as an image file.
Step 1 − Go to the Backstage view
under the File tab.
Step 2 − Click on Save As to open the

Save As dialog.
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Step 3 − Select one of the image file types from the list of supported file types.
Step 4 − Add a proper name to the file and click Save.
Step 5 − Microsoft PowerPoint dialog will pop up asking if you need just the selected slide or the
entire presentation, make your selection.
The respective image file is created in the specified location.
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If you selected a single image, the image file is created at the specified location. If you selected
entire presentation, then PowerPoint will create a folder with same name as the presentation
file at the specified location. Every slide in the presentation will be converted into individual
image files and stored under this folder.
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Lesson 3: Broadcast Slide Show
PowerPoint 2010 offers users to broadcast their presentations on the internet to worldwide
audience. Microsoft offers the free broadcast Slide Show service; all you need to do is share the
link with your audience and they can watch the presentation from anywhere. There is no special
setup or charges required to do this; all you need is a Windows Live account.
Given below are the steps to broadcast your presentation.
Step 2 − Click on Save & Send, select Broadcast Slide Show option and click on Broadcast Slide
Show button.
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Step 3 − In the Broadcast Slide Show dialog, click on Start Broadcast.
Step 4 − Log on to your Windows Live account in the login dialog.

Step 5 − Once the login is successful, PowerPoint will prepare the presentation for broadcast.
Step 6 − PowerPoint will provide the broadcast service link which you can share with your
audience. If you are not using Outlook service, click on "Copy Link" to paste the link in your
emails. If you are using Microsoft Outlook service, click on "Send in Email" and list the names of
your audience.
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Step 7 − Click on Start Slideshow to begin the presentation.
Step 8 − When you are done, you can click on the End Broadcast to stop the online presentation.
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Lesson 4: Setting Document Password
Sometimes it is important to protect the presentation and ensure unauthorized audience

does not get to view the slides. PowerPoint offers users the ability to protect the presentations.
Given below are the steps to password protect the presentation

Step 2 − On the Info section, click on the Permissions dropdown.
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Step 3 − Select "Encrypt with Password" to enable password protection.
Step 4 − Enter the password in the Encrypt Document dialog.
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Step 5 − Re-enter the password in the Confirm Password dialog.
Step 6 − Your presentation is now password protected.
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Step 7 − Readers will now have to enter the password in the Password dialog to open the file.
Step 8 − To unprotect the file, follow the steps up to Step 3 and delete the password in
the Encrypt Document dialog.
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Lesson 5: Email Slide Show
PowerPoint allows users to share the presentation as an email attachment too. Although
you can attach the presentation from outside the program, the ability to send the emails directly
from PowerPoint is quite convenient; this is because you need not leave the PowerPoint program
to send the email.
Given below are the steps to send an email from PowerPoint.
Step 2 − Click on Save & Send, select Send Using E-mail option and click on Send as
Attachment button.
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Step 3 − This launches the Outlook Send Email window with the presentation added as
attachment. You can add the emails of recipients and send the email.
Step 4 − Instead of "Send as Attachment" you select "Send as PDF", you will get a pdf attachment
instead of a .pptx attachment.
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For more knowledge about advanced PowerPoint presentation, please check the
link provided; https://www.youtube.com/watch?v=0lH0xc6MTMs
REFERENCES
Page 16
CHAPTER 11: Electronic Mail Basics
Objectives:
a.) Determine effective email structures to achieve clarity and
successful communication.
b.) Develop a heightened awareness of the potential perils of
digital communication.
Lesson 1: Email Overview

Email
Email is a service which allows us to send the message in
electronic mode over the internet. It offers an efficient, inexpensive
and real time mean of distributing information among people.
E-Mail Address
Each user of email is assigned a unique name for his email
account. This name is known as E-mail address. Different users can
send and receive messages according to the e-mail address.
E-mail is generally of the form username@domainname. For example,
webmaster@tutorialspoint.com is an e-mail address where webmaster is username and
tutorialspoint.com is domain name.
Important Reminders:
• The username and the domain name are separated by @ (at) symbol.
• E-mail addresses are not case sensitive.

• Spaces are not allowed in e-mail address.
E-mail Message Components
E-mail message comprises of different components: E-mail Header, Greeting, Text, and
Signature. These components are described in the following diagram:
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1. E-mail Header
The first five lines of an E-mail message is called E-mail header. The header part comprises of
following fields:
• From • Subject
• Date • CC
• To • BCC
2. From - The From field indicates the sender’s address i.e. who sent the e-mail.
3. Date - The Date field indicates the date when the e-mail was sent.
4. To - The To field indicates the recipient’s address i.e. to whom the e-mail is sent.
5. Subject - The Subject field indicates the purpose of e-mail. It should be precise and to the
point.
6. CC - CC stands for Carbon copy. It includes those recipient addresses whom we want to
keep informed but not exactly the intended recipient.
7. BCC - BCC stands for Black Carbon Copy. It is used when we do not want one or more of
the recipients to know that someone else was copied on the message.
8. Greeting - Greeting is the opening of the actual message. Eg. Hi Sir or Hi Guys etc.
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9. Text - It represents the actual content of the message.

10. Signature - This is the final part of an e-mail message. It includes Name of Sender,
Address, and Contact Number.
Advantages
E-mail has prooved to be powerful and reliable medium of commmunication. Here are the
benefits of E-mail:
• Reliable • Printable
• Convenience • Global
• Speed • Generality
• Inexpensive
1. Reliable - Many of the mail systems notify the sender if e-mail message was
undeliverable.
2. Convenience - There is no requirement of stationary and stamps. One does not have to
go to post office. But all these things are not required for sending or receiving an mail.
3. Speed - E-mail is very fast. However, the speed also depends upon the underlying
network.
4. Inexpensive - The cost of sending e-mail is very low.
5. Printable - It is easy to obtain a hardcopy of an e-mail. Also an electronic copy of an e-
mail can also be saved for records.
6. Global - E-mail can be sent and received by a person sitting across the globe.
7. Generality - It is also possible to send graphics, programs and sounds with an e-mail.
Disadvantages
Apart from several benefits of E-mail, there also exists some disadvantages as discussed
below:
• Forgery • Junk
• Overload • No response
• Misdirection
1. Forgery - E-mail doesn’t prevent from forgery, that is, someone impersonating the
sender, since sender is usually not authenticated in any way.
2. Overload - Convenience of E-mail may result in a flood of mail.
3. Misdirection - It is possible that you may send e-mail to an unintended recipient.
4. Junk - Junk emails are undesirable and inappropriate emails. Junk emails are sometimes
referred to as spam.
5. No Response - It may be frustrating when the recipient does not read the e-mail and
respond on a regular basis.
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Lesson 2: E-mail Working

E-mail System
E-mail system comprises of the following three components:
• Mailer
• Mail Server
• Mailbox
1. Mailer - It is also called mail program, mail application or mail client. It allows us to
manage, read and compose e-mail.
2. Mail Server - The function of mail server is to receive, store and deliver the email. It is
must for mail servers to be Running all the time because if it crashes or is down, email can
be lost.
3. Mailboxes - Mailbox is generally a folder that contains emails and information about
them.
Working of E-mail
Email working follows the client server approach. In this client is the mailer i.e. the mail
application or mail program and server is a device that manages emails.
Following example will take you through the basic steps involved in sending and receiving
emails and will give you a better understanding of working of email system:
• Suppose person A wants to send an email message to person B.
• Person A composes the messages using a mailer program i.e. mail client and then select
Send option.
• The message is routed to Simple Mail Transfer Protocol to person B’s mail server.
• The mail server stores the email message on disk in an area designated for person B.
The disk space area on mail server is called mail spool.
• Now, suppose person B is running a POP client and knows how to communicate with B’s
mail server.
• It will periodically poll the POP server to check if any new email has arrived for B. As in
this case, person B has sent an email for person B, so email is forwarded over the network
to B’s PC. This is message is now stored on person B’s PC.
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The following diagram gives pictorial representation of the steps discussed above:
Lesson 3: Email Operations

Here we will discuss the operations that can be performed on an e-mail. But first of all we
will learn how to create an email account.
Creating Email Account
There are various email service provider available such as Gmail, hotmail, ymail, rediff
mail etc. Here we will learn how to create an account using Gmail.
• Open google.com/gmail and
click create an account.
• Now a form will appear. Fill
your details here and
click Next Step.
• This step allows you to add

your picture. If you don’t want
to upload now, you can do it
later. Click Next Step.
• Now a welcome window
appears. Click Continue to
Gmail.
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• Wow!! You are done with creating your email account with Gmail. It’s that easy. Isn’t it?
• Now you will see your Gmail account as shown in the following image:
Key Points:
• Gmail manages the mail into three categories namely Primary, Social and Promotions.
• Compose option is given at the right to compose an email message.
• Inbox, Starred, Sent mail, Drafts options are available on the left pane which allows you
to keep track of your emails.
Composing and Sending Email
Before sending an email, we need to compose a message. When we are composing an email
message, we specify the following things:
• Sender’s address in To field • Subject of email message
• Cc (if required) • Text
• Bcc (if required) • Signature
You should specify the correct email address; otherwise it will send an error back to the
sender.
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Once you have specified all the above parameters, It’s time to send the email. The mailer
program provides a Send button to send email, when you click Send, it is sent to the mail server
and a message mail sent successfully is shown at the above.
Reading Email
Every email program offers you an interface to access email messages. Like in Gmail,
emails are stored under different tabs such as primary, social, and promotion. When you click
one of tab, it displays a list of emails under that tab.
In order to read an email, you just have to click on that email. Once you click a particular
email, it gets opened.
The opened email may have some file attached with it. The attachments are shown at the
bottom of the opened email with an option called download attachment.
Replying Email
After reading an email, you may have to reply that email. To reply an email,
click Reply option shown at the bottom of the opened email.
Once you click on Reply, it will automatically copy the sender’s address in to the To field.
Below the To field, there is a text box where you can type the message.
Once you are done with entering message, click Send button. It’s that easy. Your email is
sent.
Forwarding Email
It is also possible to send a copy of the message that you have received along with your
own comments if you want. This can be done using forward button available in mail client
software.
The difference between replying and forwarding an email is that when you reply a
message to a person who has send the mail but while forwarding you can send it to anyone.
When you receive a forwarded message, the message is marked with a > character in
front of each line and Subject: field is prefixed with Fw.
Deleting Email
If you don’t want to keep email into your inbox, you can delete it by simply selecting the
message from the message list and clicking delete or pressing the appropriate command.
Some mail clients offers the deleted mails to be stored in a folder called deleted items or
trash from where you can recover a deleted email.
Page 7
For more knowledge about email basics, please check the link provided;
https://www.youtube.com/watch?v=cnxsl8h5gj4&t=10s
REFERENCES
https://www.tutorialspoint.com/internet_technologies/e_mail_overview.htm
Page 8
CHAPTER 12: Electronic Mail Features, Etiquettes and Security
Objectives:
Lesson 1: Email Features

Now a day, the mail client comes with enhanced features such as attachment, address
book, and MIME support. Here in this chapter we will discuss all of these features which will give
you a better understanding of added feature of a mail client program.
Attachment
Ability to attach file(s) along with the message is one of the most useful features of email.
The attachment may be a word document, PowerPoint presentation, audio/video
files, or images.
• In order to attach file(s) to an email, click the attach button. As a result, a dialog box
appears asking for specifying the name and location of the file you want to attach.
• Once you have selected the appropriate file, it is attached to the mail.
• Usually a paper clip icon appears in the email which indicates that it has an attachment.
• When adding an attachment it is better to compress the attached files so as to reduce the
file size and save transmission time as sending and downloading large files consumes a
lot of space and time.
Address Book
Address book feature of a mail program allows the users to store information about the
people whom they communicate regularly by sending emails. Here are some of the key features
of an Address book:
• Address book includes the nick names, email addresses, phone number etc. of the people.
• Using address book allows us not to memorize email of address of a person, you just have
to select recipient name from the list.
• When you select a particular name from the list, the corresponding email address link
automatically get inserted in to the To: field.
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• Address book also allows creating a group so that you can send a email to very member
of the group at once instead of giving each person email address one by one.
MIME Types
MIME is acronym of Multipurpose Internet Mail Extensions. MIME compliant mailer
allows us to send files other than simple text i.e. It allows us to send audio, video, images,
document, and pdf files as an attachment to an email.
Suppose if you want to send a word processor document that has a group of tabular
columns with complex formatting. If we transfer the file as text, all the formatting may be lost.
MIME compliant mailer takes care of messy details and the message arrives as desired.
The following table describes commonly used MIME Types:
1. Type Subtype Description File extension(s)
2. Application postscript Printable postscript document .eps, .ps

tex TEX document .tex
troff Printable troff document .t, .tr, .roff
3. Audio aiff Apple sound .aif, .aiff,.aifc

au Sun Microsystems sound .au, .snd
midi Musical Instrument Digital Interface .midi, .mid
real audio Progressive Network sound .ra, .ram
4. image gif Graphics Interchange Format .gif

jpeg Joint Photographic Experts Group .jpeg, .jpg, .jpe
png Portable Network Graphics .png
triff Tagged Image Modeling Language .tiff, .tif
5. Model vrml Virual reality Modelling Language .wrl
6. Text html Hyper Text Markup Language .html, .htm

plain Unformatted text .txt
sgml Standard Generalized Markup language .sgml
7. Video avi Microsoft Audio Video Interleaved .avi

mpeg Moving Pictures Expert Group .mpeg, .mpg
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quicktime Apple QuickTime movie .qt, .mov

sgi-movie silicon graphic movie .movie
Lesson 2: Etiquettes
The term etiquette refers to conventional rules of personal
behavior. But while communicating via email, we cannot know about
the body language and tone of voice etc. Therefore, a set of
guidelines for acceptable behavior on email that have been evolved
is known as Email Netiquette.
Here are set of guidelines that should be followed while working
with email:
• Try to make your message as short as possible. It will make your message easy to read
and understood.
• Be careful about spelling and grammar while typing a message.
• Use emoticons, smiles when required.
• Email address entered must be correct.
• The subject heading of a message should be clear and descriptive.
• Follow the same rules as if you are writing a letter or a memo.
• Sending a message that has already been forwarded or replied many times may contain
many angled brackets. It is better to remove the angled brackets from the message.
• While sending mails to multiple persons, specify their email addresses in the BCC: field so
that the spammers cannot come to know about addresses of other recipients to whom
you have sent a copy.
• Keep size of attachment as small as possible.
• Always add your signature at the end of email.
• Before you send, make it sure everything is fine because you cannot call back a sent mail.
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Lesson 3: Email Security

E-mail Hacking
Email hacking can be done in any of the following ways:
• Spam • Virus • Phishing
Spam
E-mail spamming is an act of sending Unsolicited Bulk E-mails
(UBI) which one has not asked for. Email spams are the junk mails sent by
commercial companies as an advertisement of their products and services.
Virus
Some emails may incorporate with files containing malicious script which
when run on your computer may lead to destroy your important data.
Phishing
Email phishing is an activity of sending emails to a user claiming to be a
legitimate enterprise. Its main purpose is to steal sensitive information such as
usernames, passwords, and credit card details.
Such emails contains link to websites that are infected with malware and
direct the user to enter details at a fake website whose look and feels are same to legitimate one.
E-mail Spamming and Junk Mails
Email spamming is an act of sending Unsolicited Bulk E-mails (UBI) which one has not
asked for. Email spams are the junk mails sent by commercial companies as an advertisement of
their products and services.
Spams may cause the following problems:
• It floods your e-mail account with unwanted e-mails, which may result in loss of important
e-mails if inbox is full.
• Time and energy is wasted in reviewing and deleting junk emails or spams.
• It consumes the bandwidth that slows the speed with which mails are delivered.
• Some unsolicited email may contain virus that can cause harm to your computer.
Blocking Spams
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Following ways will help you to reduce spams:

• While posting letters to newsgroups or mailing list, use a
separate e-mail address than the one you used for your
personal e-mails.
• Don’t give your email address on the websites as it can easily
be spammed.
• Avoid replying to emails which you have received from
unknown persons.
• Never buy anything in response to a spam that advertises a product.
E-mail Cleanup and Archiving
In order to have light weighted Inbox, it’s good to archive your inbox from time to time. Here
I will discuss the steps to clean up and archive your Outlook inbox.
• Select File tab on the mail pane.
• Select Cleanup Tools button on account information
screen.
• Select Archive from cleanup tools drop down menu.
• Select Archive this folder and all subfolders option
and then click on the folder that you want to archive.
Select the date from the Archive items older
than: list. Click Browse to create new .pst file name
and location. Click OK.
Lesson 4: Email Providers
There are several email service providers available in the market with their enabled
features such as sending, receiving, drafting, storing an email and much more.
The following table shows the popular email service providers:
S.N. Service and Description
1. Gmail
Gmail is an email service that allows users to collect all the messages. It also
offers approx 7 GB of free storage.
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2. Hotmail
Hotmail offers free email and practically unlimited storage accessible on
web.
3. Yahoo Mail
Yahoo Mail offers unlimited storage, SMS texting, social networking and
instant messaging to boot.
4. iCloud Mail
iCloud Mail offers ample storage, IMAP access, and an elegantly
functional web application.
5. AOL Mail
AOL Mail is a free web-based email service provided by AOL, a division of
Verizon Communications.
For more knowledge about email netiquette, please check the link provided;
https://www.youtube.com/watch?v=dxAuQHMtX5c
REFERENCES
https://www.tutorialspoint.com/internet_technologies/e_mail_overview.htm
Page 6
CHAPTER 13: Gmail
Objectives:
Lesson 1: Introduction to Gmail

Gmail is a free email service provided by Google. In many ways, Gmail is like any other email
service: You can send and receive emails, block spam, create an address book, and perform
other basic email tasks. But it also has some more unique features that help make it one of the
most popular online email services.
In this lesson, we'll talk about some of the features and advantages of Gmail, and we'll give an
overview of the Gmail window.
Google accounts
Creating a Google account is needed to access Gmail because it is just one of the many services
offered by Google to registered users. Signing up for a Google account is free and easy, and
naming your new Gmail address will be a part of the sign-up process. This means whenever
you're signed in to Gmail, you are automatically signed in to your Google account. You'll be able
to easily access other Google services like Google Docs, Calendar, and YouTube.
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Of course, you don't have to use any of these features. You may just want to focus on email for
now. However, if you'd like more information, you can review our Google account tutorial,
where we talk about some of the different services Google offers and show you how to change
your privacy settings.
Gmail features
Gmail offers several useful features to make your email experience as smooth as possible,
including:
 Spam filtering. Spam is another name for junk email. Gmail uses advanced technologies
to keep spam out of your inbox. Most spam is automatically sent to a separate spam
folder, and after 30 days it is deleted.
 Conversation View. An email conversation occurs whenever you send emails back and
forth with another person (or a group of people), often about a specific topic or event.
Gmail groups these emails together by default, which keeps your inbox more organized.
 Built-in chat. Instead of sending an email, you can send someone an instant message or
use the voice and video chat feature if your computer has a microphone and/or webcam.
 Call Phone. This feature is similar to voice chat, except that it allows you to dial an actual
phone number to call any phone in the world. It's free to make a call to anywhere in the
United States or Canada, and you can make calls to other countries at relatively low rates.
Lesson 2: Setting up a Gmail account

To create a Gmail address, you'll first need to create a Google account. Gmail will redirect
you to the Google account sign-up page. You'll
need to provide some basic information like
your name, birth date, gender, and location. You
will also need to choose a name for your new Gmail
address. Once you create an account, you'll be able
to start adding contacts and adjusting your mail
settings.
To create an account:
1. Go to www.gmail.com.
2. Click Create account.
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3. The sign-up form will appear. Follow the directions by entering the required information.
4. Next, enter your phone number to verify your account. Google uses a two-step
verification process for your security.
Page 3
5. You will receive a text message from Google with a verification code. Enter the code to
complete the account verification.
6. Next, you will see a form to enter some of your personal information, like your name and
birthday.
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7. Review Google's Terms of Service and Privacy Policy, then click I agree.
8. Your account will be created.
Just like with any online service, it's important to choose a strong password—in other words, one
that is difficult for someone else to guess
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Lesson 3: Signing in to your account

When you first create your account, you will be automatically signed in. Most of the time,
however, you'll need to sign in to your account and sign out when you're done with it. Signing
out is especially important if you're using a shared computer (for example, at a library or office)
because it prevents others from viewing your emails.
To sign in:
1. Go to www.gmail.com.
2. Type your user name (your email address) and password, then click Next.
To sign out:
In the top-right corner of the page, locate the circle that has your first initial (if you've already
selected an avatar image, it will show the image instead). To sign out, click the circle and
select Sign out.
Page 6
Lesson 4: Mail Settings

Mail settings
Occasionally, you may want to make adjustments to Gmail's appearance or behavior. For
example, you could create a signature or vacation reply, edit your labels, or change the theme.
These adjustments can be made from your mail settings.
To access your mail settings:
1. Click the gear icon in the top-right corner of the page, then select Settings.
2. From here, you can click any of the categories at the top to edit the desired settings.
Page 7
Lesson 5: Adding Contacts

Adding contacts
Like all major email providers, Gmail lets you keep an address book of contacts so you don't
have to memorize everyone's email addresses. You can also add other contact information,
like phone numbers, birthdays, and physical addresses.
To add a contact:
1. Click the Google apps button.
2. Click the Contacts button in the drop-down menu.
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3. Your contacts screen will appear. Click the Add new contact button in the lower-right
corner.
4. Enter the contact information, then click Save.
To edit a contact:
1. In the Google apps drop-down menu, select Contacts.
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2. Locate the contact you want to edit, then click Edit Contact.
3. You can now make any changes you want to the contact.
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Lesson 6: Sending Emails

Sending email
When you write an email, you'll be using the compose window. This is where you'll add
the email address of the recipient(s), the subject, and the body of the email, which is the
message itself. You'll also be able to add various types of text formatting, as well as one or
more attachments. If you want, you can even create a signature that will be added to the end of
every email you send.
The compose window
Click the buttons in the interactive below to learn about the different parts of the compose
window.
To send an email:
1. In the left menu pane, click the Compose button.
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2. The compose window will appear in the lower-right corner of the page.
3. You'll need to add one or more recipients to the To: field. You can do this by typing one
or more email addresses, separated by commas, or you can click To to select recipients
from your contacts, then click select.
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4. Type a subject for the message.

5. In the body field, type your message. When you're done, click Send.
If the person you are emailing is already one of your contacts, you can start typing that
person's first name, last name, or email address, and Gmail will display the contact below
the To: field. You can then press the Enter key to add the person to the To: field.
Page 13
Lesson 7: Adding attachments

Adding attachments
An attachment is simply a file (like an image or document) that is sent along with your email. For
example, if you are applying for a job, you might send your resume as an attachment, with the
body of the email being the cover letter. It's a good idea to include a message in the body of your
email explaining what the attachment is, especially if the recipient isn't expecting an attachment.
Remember to attach your file before you click Send. Forgetting to attach a file is a surprisingly
common mistake.
To add an attachment:
1. While composing an email, click the paper clip icon at the bottom of the compose
window.
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2. A file upload dialog box will appear. Choose the file you want to attach, then click Open.
3. The attachment will begin to upload. Most attachments will upload within a few seconds,
but larger ones can take longer.
4. When you're ready to send your email, click Send.

You can click Send before the attachment finishes uploading. It will continue to upload, and
Gmail will automatically send the email once it's done.
For more knowledge about advanced tutorial in Gmail , please check the link
provided; https://www.youtube.com/watch?v=9JiOOda0n3w
Page 15
REFERENCES
https://edu.gcfglobal.org/en/gmail/introduction-to-gmail/1/
Page 16

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MODULE OFFICE APPLICATION SOFTWARE - SOFAPP

CHAPTER 1: Introduction to Software Applications

Lesson 1: Software Suite

 Less costly than buying individual packages

 Some purchased features may never be used by the user

1. An office suite is a collection of bundled productivity software (a software suite) intended

4. An integrated development environment (IDE) is a software application that provides

Lesson 2: Office Tools

A word processor allows you to:

 Simple calculations like addition, average, counting, etc.

CHAPTER 2: Microsoft Word Basics

Lesson 1: Exploring the Window

Quick Access Toolbar

Ribbon contains commands organized in three components −

Dialog Box Launcher

Lesson 2: Text Basics

How to Delete Text in MS Word?

How to Copy and Paste Text in MS Word?

How to Save the Document in MS Word?

 Click the Microsoft Office Button

Lesson 3: Formatting Text

How to Change Font Size in MS Word?

How to Change Font Style in MS Word?

How to Format Font Color in MS Word?

How to Change Text Case in MS Word?

 Select the text you want to

The case menu offers four options;

Sentence case: It capitalizes the first letter of each sentence.

How to Change Text Alignment in MS Word?

Align Text Left: Aligns the text towards

How to Insert a Text Box in MS Word?

Bold, Italic and Underline Commands in MS Word

Lesson 4: Formatting Paragraph

How to Create First Line Indent in MS Word

How to Apply Style in MS Word?

 Select the text to which you want to apply the style

How to Create New Style in MS Word?

 Select the Home tab

In 'Styles' task pane click the 'New Style' button

Lesson 5: Modify Page Layout

How to Change Page Size in MS Word?

How to Change Page Margins in MS Word?

 A list of Margins appears

How to Insert Page Break in MS Word?

How to Insert Header and Footer in MS Word?

Lesson 6: Microsoft Word Shortcut Keys

 Ctrl+Q: Its use is to align the selected paragraph to the

 Ctrl+/+C: It offers users the option to insert a cent sign (¢).

 Ctrl+5: It is used to make the 5 space between the lines of a paragraph.

 Ctrl+Alt+3: It changes text format to heading 3.

 Ctrl+Shift+F6: It allows the users to switch between open documents in Microsoft

 Shift+Alt+D: It is used to insert the current date.

CHAPTER 3: Microsoft Word – Intermediate Guide

Lesson 1: View, manage, and install add-ins in Office programs

How to enable add-in?

Permanently disable or remove an add-in

To disable or remove an add-in follow these steps:

View or change add-in settings

Add-in settings explained

Add-in categories explained

Lesson 2: Proofing Features

Steps to correct errors:

How to Check Word Count in MS Word?

Lesson 3: Working with Tables