Microsoft Word is a word processing software package. We can use it to type letters, reports, and other documents.

It gives us the ability to use our home computer as well as our business computer for desktop publishing. This teaches Microsoft Word basics. Although this was created for the computer novice, because Microsoft Word is so different from previous versions of Microsoft Word, even experienced users may find it useful. This will introduce us to the Word window. We use this window to interact with Word.

FILE:  New  Open
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 Close  Save  Save as  Save as web page  Search

Web page preview

 Page Setup  Print Preview  Print  Properties  Exit

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New: This option of the file menu is use to open the new blank document page. First we click on the FILE on the menu bar and the list of the option will be open and from the list of the option we select the option new. When the option new is selected the blank page will be open, on the top of this page will be written Document 1 Microsoft Word. On the right side of the page there will be open a box which will contain many information this box is called task pane box. The short cut key of this option is Ctrl +N.

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This picture show how we open the NEW bar .This picture is also describing the name on the top of the document .This name we can also change with our own choice. Open1: To open the any file first we click File from the menu bar then the list of the option will be open in this list we select the option OPEN .This option is used to open the any file which is already save in our document or in our drive of the our computer .the short cut key from the key board is also use to open the file .this short cut key is Ctrl+O.

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When we click the option open from the list then another box will be open.

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Close: this option is use to close the current file .To close the file we first click on the menu bar File and from this we slect the option close as we click this option then our current file will be close .Lets show this option with picture.

This picture is also showing that the option the File in these option third option is close option which is use to close the file.
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Save2: Saves the active file with its current file name, location, and file forma. Save in: Click the drive or folder that contains the file you want. The list of files and folders displays the contents of the drive or folder· you select. To search for a file, select Search on the Tools menu. File name: Type a. path and file name for the file you want to open or save. The short cut key is also used save the file is CTRl+ S.

This picture is showing that how we select the option close from the file option. Save as:

Saves the active file with a different file name, location, or file format. In
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Microsoft Access, Microsoft Excel, and Word, you can also use this command to save a file with a password or to protect a file so that others cannot change its contents.

This picture is showing that how we use the save as option .In this picture fist we select the option File from the Tool bar then in this we select the option save as . ·

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• and 3 9 . • page orientation.This option is use to set the page. • paper source. • paper size. • Sets margins.Page Setup 3 This picture is showing that how we select the page setup option First we click on the tool bar and the list of the option is opened then from these option w selected the page setup .

10 .• Other layout options for the active file.

11 . Gutter: Enter the amount of extra space you want to add to the margin for binding. Left: Enter the distance you want between the left edge of the page and the left edge of unintended lines. The preview shows how the adjustment looks in your document.Top: Enter the distance you want between the top of the page and the top of the first line on the page. Bottom: Enter the distance you want between the bottom of the page and the bottom of the last line on the page.

then this option is not available. Book fold.Right: Enter the distance you want between the right. or 2 pages per sheet). left. edge of the page and the right end of a line with no right indent. If you havc set up your document with facing pages or twoo pages per sheet (by u Mirror margins. Gutter position: Position the gutter at the top. The preview shows how the adjustment looks in your document. 12 . or right of a document.

Portraiti: Print the document so that the short edge of the paper is the top of the page. Land scape: Print the document so that the short edge of the paper is the top of the page. Portrait: Prints the document so that the long edge of the paper is the top of the page. 13 . Landscape: Prints the document so that the long edge of the paper is the top of the page.

Multiple pages: Apply to: Click the portion of the document you want to apply the current settings to in the Page Setup dialog box: 14 .

Paper: 15 .

If you clicked Custom size in the Paper size box.Paper size: Click one of the paper sizes supported by your printer. Width Displays the width of the paper type you clicked in the Paper size box. or click Custom size and then enter the paper size dimensions in the Width and Height boxes. 16 . enter the width of your paper here.

17 . Enter the height of Yolk paper here. If you clicked Custom size in the Paper size box.Height: Displays the height of the paper type you clicked in the Paper size box. Word lists the feed options available on your current printer. Paper Source: First page: Click the printer tray from which you want to print the first page of each section.

Word lists the feed options available on your cut Tent printer.Other pages: Click the printer tray from which you want to print the second and subsequent pages in each section. Preview: 18 .

19 . Different Odd and Even: Creates one header or footer for evennumbered pages and a different header or footer for odd numbered pages Different first page: Creates a different header or footer for the first page of a section or document.Layout: Section start: Tells Word where you want the current section to start.

Header: Enter the distance you want from the top edge. Footer: Enter the distance you want from the bottom edge of the paper to the bottom edge of the footer. Word stops printing the body text above the footer. If the Footer setting is larger than the Bottom setting. of the paper to the top edge of the header. Word prints the body text below the header. If the Header setting is larger than the Top setting. 20 .

Word aligns partial pages with the top margin.Vertical alignment: Click the way you want to align text vertically between the top and bottom margins. Apply to: Click the portion of the document you want to apply the current settings to in the Page Setup dialog box: 21 . The Justified setting affects only full pages.

Page Setup: This picture is showing that how we select the page setup option First we click on the tool bar and the list of the option is opened then from these option w selected the page setup .This option is use to set the page 22 .

click the document to zoom in or out. To select print options. and then. click Print. on the File menu.Print Preview Shows how a file will look when you print: Prints the active file or selected items. Magnifier: Magnify a document in print preview for easier reading. when the mouse pointer changes to a magnifying glass. Click the Magnifier button. 23 . Magnifying a page does not affect printing size.

page margins. 24 . Ruler: Displays or hides the horizontal ruler: Which you can use to position objects. and other spacing settings. change paragraph indents.Zoom: Enter a magnification between 10 and 400 percent to reduce or enlarge the display of the active document .

25 . Full Screen: Hides most screen elements so that you can view more of your document. To switch back to your previous view. click Full Screen or press ESC.Shrink to Fit: Reduce the number of pages in a document by one so that you can prevent a small portion of a document from spilling onto another page.

Close: Exits preview or close the toolbar and returns to your previous view. Scales the dieting view so you can see the entire page in normal view 26 .

27 .Print Preview: This picture is showing the How we open the print preview of page .First we click the file menu and then select the option print preview.

This picture is showing the print preview of the page. 28 .

Print: The active file or selected items. click Print All: Prints the entire document. on the File menu. To select print options. 29 .

Print: Click tile portion of the document you want to print. If more than one page is currently selected. click Document Properties. 30 . Pages: Prints the pages you type in the Pages box. if you want print only the document's property information. For example. Word prints the page at the start of the selection. This fist is unavailable if you click anything other than Document in the Print what list.Current page: Prints the page where the insertion point is located. Print what: Click the portion of the document you want to print.

sheet 31 .. Collate: Prints the copies of the document in proper finding order. Pages per sheet: Select the number of pages in the document that you want to print on each of paper.Number of copies: Enter the number of copies you want to print.

Scale to paper size: Select the paper size on which you want to print the document. For example. you can specify that a B4-size document prints on A4size paper by decreasing the size of the font and the graphics. This feature is' similar to the reduce/enlarge feature on a photocopy machine 32 .

First we click the file menu and then select the option the properties. click it. Tools 7 options -7 General (tab): Change the number of documents listed on the File menu.Properties: Displays the property sheet for the active file. This picture is showing the How we open the properties of page. enter a number from I to 9 in the Entries box. To quickly reopen one of these files. Recently Used File List Lists the files you've most recently. Opened in this program. 33 .

When we click on the exit from the menu bar of the file . 34 .then a box will be opened that is shown behind the picture.Exit: Close this program after prompting you to save any unsaved file.

 Copy  Office Clipboard:  Paste:  Paste Special  Paste link:  Paste as Hyperlink  Clear Formats  Clear Contents  Select All  Find  Replace  Go to: 35 .Edit:  Undo  Repeat  Cut.

click the arrow next the Undo button. and then click the actions you want 10 undo. The command name changes to can’t Undo if you cannot reverse the last action. To open the edit menu first we click on the file menu from the tool bar and the list of the option will be open from this list we select the option Undo. To reverse more than one action at a time.Undo Reverses the last command or deletes the last entry you typed. 36 . We can also use the short cut key of this option which is CRT+Z.

When you use the Undo command to reverse an action. the Repeat command changes to redo. 37 .Repeat Repeats your last command or action. the Repeat command changes to redo. The Redo command reverses the action of the Undo command. The Redo command reverses the action of the Undo command. When you use the Undo command to reverse an action. The Repeat command changes to can’t Repeat if you cannot repeat the last action. if possible.

Cut option: 38 .

Copy Copies the selection to the Clipboard. 39 . The copy option we can also open with the help of the clicking the right mouse and the box will be open that is shown below. This option is use to copy the file and when we select the any thing which we have to made the copy and when the copy is made two at a time then a box will open and that text we have copy is shown on that box.

Office Clipboard Displays the contents of the Office Clipboard. 40 .

and replaces any selection. This command is available only if you have cut or copied an object.Paste: Inserts the contents of the Clipboard at the insertion point. or contents of a cell. text. This picture is showing that how we open the paste option . 41 . For special paste options.we con also open paste box with the help of the mouse.to open the paste option first we click on the edit menu and then we can apply this .we pate the thing or the text we have already copy it . click the down arrow next to the button.

42 . links.Through Mouse: This picture is showing that how we open the paste box with the help of the mouse and to paste any thing. Paste Special Pastes. or embeds the Clipboard contents in the current file in the format you specify.

43 .This picture is showing that how we open the special with the help of the key board.

Paste link: Inserts the Clipboard contents and creates a link to the source file for the data. This option is available only when the Clipboard contents come from an application that supports linking.' This picture is showing that how we open the link with the help of the key board. Be sure to save the source’s file in the source application before you link it in Word. 44 .

This picture is showing that how we open the link with the help of the key board.Paste as Hyperlink Inserts the contents of the Clipboard as a hyperlink at the insertion point replacing any selection. 45 . This command is available only if you have cut or copied the contents of a cell or data from another program.

Clear Formats Removes only the formatting from your selection. the content and comments are unchanged. 46 .

Clear Contents Deletes the selected text graphics. 47 . If no text is selected. then the character before the insertion point is deleted.

or selects all text in the selected object. The select all function is use to select the page and whole document. 48 . The short cut key of this option is CRT+A. that we can copy and these can also be deleted.Select All: Selects all text and graphics in the active window.

if this is the case. click No Formatting to clear the formatting search criteria. click Format. Highlight all items found in: To select all instances of a specific word or phrase at once. 49 . If Word can't find the text you're searching for in your document.Find: Find what: Type the information you want to search for. or click a recent entry from the list. To search for text that's in a particular format. select the Highlight all items found in check box. paste it from the Clipboard. and then select which portion of the document you want to search in from the list. formatting search criteria may still be set from a previous search.

This box will be open when we click find option .this is containing the information that what has too find .we will write the word that we has to find. 50 .

Find and Replace. Replace Searches for and replaces the specified text and formatting 51 . This function is use to replace the finding word.

Type the text that you want to use as replacement text. click Format. To delete from your document the text in the Find what box. or select a recent entry from the list. To apply formatting to the reJ?lacem ent text. paste it from the Clipboard. . leave the Replace with box empty. paste it from the Clipboard. or select a recent entry from the list. leave the Replace with box empty.Replace with: Type the text that you want to use as replacement text. To delete from your document the text in the Find what box.

or other location. comment. You can move to a page number. In Microsoft Word. moves the insertion point to the item you want to go . .Go to: In Microsoft Excel.to. scrolls through the worksheet and selects the cell. range. bookmark. footnote. or cells with special characteristics you specify.

That are use to exact poison at which we have to made change VIEW: .this function is use to goes at which page and what is the page number and there are other are many other button .

• Normal • Web Layout • Print Layout • Outline • Task Pane • Toolbars • Document map • Header and Footer • Zoom .

The normal function is normally used to set the page style . such as typing.Normal Switches to normal view. and formatting.To use this function first we click on the view menu and then select this option from the list of the option. which is the default document view for most word-processing tasks. . editing.

Another function of the selecting the style of the page .To open the function first we click on the view from the menu bar then the list of the option will be open and from this we select the option web layout. which is an editing view that displays your document as it will appear in a Web browser.Web Layout Switches the active document to Web layout view. .

Print layout view uses more system memory. which is an editing view that displays your document as it will print. to open third function first . Switches the active document to print layout view. especially if your document contains many pictures or complex formatting. The layout that is normally use in the word for the document is print layout.Print Layout. so scrolling may be slower.

. in which you can examine and work with the structure of your file in classic outline form. Work in outline view when you need to organize and develop the content of your file Task Pane How we open the task function. Outline Switches to outline view.we click on the menu bar and the list of the option will be open and thenwe selecthe option print layout.

an area where you can create new files. search for information. . view the contents of the clipboard. Then how we open the task function.Displays the task pane. and perform 0ther tasks.

To display a toolbar. Toolbars Displays or hides toolbars.The box will be open when we click on the task option. clear the check box . select the check box next to the toolbar name. To hide a toolbar.

Standard bar This bar is the standard . Formatting . . in this bar icon are shown as a tool.

This bar is normally use in the formatting . This is also a part of the tool bar. Database .Auto text . Control tool box. .That is why this is called formatting bar .

Database is also of the tool bar this is normally used in the database application. change paragraph indents. Ruler Displays or hides the horizontal ruler. . which you can use to "position objects. page margins. and other spacing settings.

First we click on the view menu and the list of option will be open and from this we select the Ruler option. . This is another option of the tool bar.This picture is showing how we open the ruler . Forms bar.

These both picture are showing that how we open the form bar . .form that list we select the option toolbar and another list of the option will open from this we select the option forms. from this box we can create table also.First we click on the view bar then a list of a option will be open .Then a box will be open that picture is showing.When we click on the form option from the tool bar .

second will be the color and the third will be the contrast more and the less and the man other function related to the picture. .When we click on the picture option from the tool bar then a box will be open and this box contain many information for the picture setting.Picture. There is another option in the tool bar which is normally use for the picture setting .first will be the insert picture .

Table and Borders. .when from the tool bar we click on the option table and the border Then box will be open that is shown below. To opened picture toolbar first we click on the tool bar and then a list of the option will be open from the list we select the picture option. This tool option is normally use for the adding the table and the border .That is the box that will be open after clicking on the picture function.

Then a table will be open after clicking the table and border option.This is a box that will be open on clicking the table and the border option. When we click first option of the this box then an other box will be open This box is showing that how many number of the column and number of the rows you needed. .

when from the tool bar we click on the option table and the border then box will be open that is shown below. After counting the number of the word. this tool option is normally use for the adding the table and the border . WORDART: This also a part of the tool. .Word count: This is another option of the tool bar and this option is an interesting and from this faction of the tool bar we can calculate the number of the word we have type. This box is showing that that page we have type the 4323 word and this box also contain Another function is recount from this function we recount the word.

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.After clicking on the tool bar and then word art then this box will be open. Header and Footer This is header of the page. Adds or changes the text that appears at the top and bottom of every page or slide. Page Number: Inserts page numbers that automatically update when you add or delete pages.

Zoom Controls how large or small the current file appears on the screen. Text width: reduces or enlarges the display of your document to the width of the text on the page. 200%: Displays your document at twice its normal size. Page width displays your document so you don't have to scroll horizontally to see a whole line of text. Page width: Reduces or enlarges the display of your document so that it fits within the left and right margins. 100%: Displays your document at its normal size. . 75%: Displays your document at three-fourths its normal size.

Many pages: Displays two or more pages in the document window.Whole page: Reduces the display so the entire page fits within the document window./4 at which you want to Whole page: Reduces the display so the entire page fits within the document window. . This option is available only if you are in print layout view or print preview. This option is available only if you are in print layout view or print preview. Percent: Enter the percentage % between 10 and 500 3. This option is available only if you are in print layout view or print preview. If you click many pages and then click the number of pages you want to display.

:INSERT • Break • Page Numbers • Date and Time • Auto Text • Symbols • Comments • Reference • Reference • Pictur • Diagram • Text Box • Bookmark • Object .

Page Numbers We can insert page number in different page number style. Position Click where you want Word to print page numbers. Alignment Click the page number alignment you want. Centre. Inside and Outside are relative to the inside (binding) and outside edges of pages that will be bound. We can insert automatically update when you add or delete pages. and Right are relative to the left and Right margins. Left. .

Otherwise numbering starts from 2nd page of the document. Insert the date and time as a field. .Show number on first page Clear this check box to keep word from printing a page number on the first page of a document or section. Date and Time Add the date and time to an individual slide using the format you choose. which mean Word automatically update the date or time when you print the document. Update automatically. If you want add the date time to every slide use the Header and footer command.

Click the Auto Text entry you want to insert into your document .AUTO TEXT: Creates or inserts an Auto Text entry.

Special Characters .Symbols: Inserts symbols and special characters from the fonts that are installed on your computer.

. The note reference mark is inserted at the insertion point.Reference Foot note Inserts a footnote or endnote into the active document.

End Note Inserts an endnote.Footnote Insert a footnote. Reference Index and Tables Creates indexes. tables of contents. tables of authorities.which appears on the same page as the text it explains. which appears at the end of the of the section or document. and other similar tables . tables of figures.

tables of authorites and other similar tables.Creates indexes. tables of contents. tables of figures. .

or dashes between table entries and page numbers. Tab Leader is avilabe only when the Right align page numbers check box is selected. Click a pattern in the Tab leader box to add dots. lines. Tab Leader Adds dots. Page numbers appear next to each entry unless you select the Right align page numbers check box. Right page numbers Align page numbers with the right margin. Formats . lines or dashes between entries and page number. For no tab leader.Show page Number Display page numbers for each entry in your table. click (none).

click From Template. To assign styles to heading levels. click Modify. Show Levels Click the number of headings levels you want to display in your table of contents.Click the built in Format you want to applu to yoour table of contents. To create your own format. Table of Contents . and then click Modify.

Index and Tables .

Picture Through this option we can insert different pictures and images from file and clipart. .

Clip Art Open the Clip Gallery where you can select the art image you want to insert in your files or update your clip collection. In power point this commad is available only in slide and notes views .

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.From File Insert an existing picture in the active file at the insertion point.

. document. or worksheet.Picture From Scanner or Camera Loads an image by using a scanner or digital camera and then inserts the resulting pictures at the insertion point. New Drawing Create a new drawing canvas in which you can insert an arrage drawing objects. Organization chart Insert a Microsoft Organization Chart object into your presentation.

Picture Word Art Create Tax effect by inserting by microsoft office drawing object . Click the auto shape you want. hold down SHIFT while you drag. Clik auto shape categery. and then click or drag an active window where you want to insert the autoshape. To draw an auto shape that retain its defalt height to with ratio.Picture Auto Shapes Display the auto shape categeries you can insert.

Pictures From Chart .

Colour Style Shadow We can also formate chart picture using following options .Format chart We can format the chart picture throuh following options.

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.Diagram We can also insert different diagram from diagram option in insert menu.

venn. or target diagram in your documents 1stt 2nd 3rd . radial .How to insert Diagram type When we click on diagram it automatically insert. We can create an organizational chart or a cycle. pyramid.

Text Box Draw a text box with horizontal text direction where you click or drag. Text boxes help you arrange text and add text to graphics .

TABLE: • DRAW • Insert Table • Delete • Select • Merge cells • Split cells • Table Auto Format • Auto Fit • Sort • Convert • Formula • Hide Gridlines • Table Properties .

DRAW TABLE:

Insert Table:

Insert a table in the document with the document with the number of columns and rows you specify.

Insert Column to the left Insert a column into the table to the left of the insertion point. If more than one column is selected the number of column are inserted into the table to the left of the selection.

Column to the Right Inserts a column into the table to the right of the insertion point. If more than one column is selected the number of columns are inserted into the table to the right of the selection

Rows Above Inserts a Row into the table above the insertion point. If more than one row is selected the same number of rows are inserted into the table above the selection.

Rows Below Inserts a Row into the table below the insertion point. If more than one row is selected the same number of rows are inserted into the table below the selection

Cells

Insert cells starting at the insertion point. You can choose to shift other cells in the table to right or down. You can also insert entire row or column.

Delete

Table Deletes the selected table from the document

Delete Column Deletes from the table the selected columns or the column that contains the insertion point.

Delete Rows. Deletes from the table the selected rows or the rows that contains the insertion point

DELET CELLS:

Delete from the table the selected cells or the cell that contains the insertion point.

Select Table Select the table that contains the insertion point. Select Column Select the column that contains the insertion point. Select Row Select the Row that contains the insertion point.

Table Auto Format Automatically applies formats including redefined borders and shading to a table. The cell reference for a merged cell is the upperleft cell in the original selection. In Microsoft excel. Merging multiple cells into cell will keep the contents of the upper-left cell only.Select Cell Select the cell that contains the insertion point Merge cells In Microsoft word and Microsoft power point. combines the contents of selected adjacent cells into a single cell. combines two or more selected cells into a single cell. .

No 1 2 3 Reg No 3443 3440 3516 Name Khalil Farooq Zubair Khan Table Classic 1 Name S. no Reg No Class Institution Class MBA MBA MBA Institution IIUI IIUI IIUI .Automatically resizes a table to fit the contents of the table cells. Table AutoFormat: Table 3D Effect S.

no 27 68 25 22 --- Reg No 3443 3516 3431 3432 --- Class MBA MBA MBA MBA --- Marks 72 59 80 55 66.5 An experssion that can contain any combintion of numbers.Khalil Zubair M. the . and the available operatorw and function . Ali Shafqat 27 68 25 22 3443 3516 3431 3432 MBA MBA MBA MBA IIUI IIUI IIUI IIUI Formula: Performs mathematical calculations on numbers Sum: Name Waqas ahmed M. Bookmarkd that refer to numbers. fields resulting in numbers. Ali asad Total(Average) Formula S.

expression can refer to values in table and values returned by functions. A2. unlike those in MS Exel are always absolut references and are not shown with dollar signs. B3 B4 and so on with the letter representing a column and the numbering representing a row. you reference table cells as A1. A2. Cell references in Microsoft Word. Table references When you perform calculations in a tabe. Table not print: if you want to gridlines to yourtable and Shading cammad Menu). You can use any combination of values and the following mathematcal and relational operators. Hide Gridlines In a table the Grid lines cammand displays or hide ditted gridlines to you are gridlines don add printable use the Borders (Format help you see which cell working in. .

alignment and text wrapping the row height.Table Properties Sets various options to the table such as the table size. alignment and other cell option. and row header options the column width and the cell size. . row page breaking.

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Format: • Font • Paragraph • Bullet and numbering • Border and shading • Column • Back Ground • Theme • Frame • Tab • Drop Case • Auto Format • AutoCorrect • Style and formatting .

color and a large number of other features. You can also change the spacing between letters here. PARAGRAPH: BORDER & SHADING: Indent a paragraph using either margin or place some chosen amount of space before or after the Border .FONT: Font . size.Create borders around blocks of text. or around the entire document.Change font style. THEME: .

Your bullets can be literally any symbol you wish them to be COLUMNS: In this option we can preset the page with one. three.As promised in the Insert menu. it can be done here. . columns respectively. All you have to do is select the palette. And also change the width and height of the page. if you wish to change the bullet. STYLE & FORMATING: BULLETS & NUMBERING: Bullets and Numbering . fonts and graphic effects for a document. two. When applying a Theme you can choose to apply only one. or any number of these elements. font or styling from one of the three galleries in the Themes group.The Document Theme defines the colors.

The colors should be soft. easy-to-read document while you concentrate on the content. letter . Another task which can be handled in the Formatting toolbar. we choose the color to highlight selected text in our document - Here we can auto format document. . mail etcThe AutoFormat feature in Word works behind the scenes to produce an attractive.BACKGROUNDii: There are many option in background. and if textured. should be selected to enhance the content of the poster.

Change font style. color and a large number of other features. document style can be changed here Font Font Font . You can also change the spacing between letters here. size. .If we prefer not to use the Formatting toolbar.

Italic.Format selected text.Bold. Italic. . Underline . or Underlined. Bold.

very difficult to say that who first observed behavioral carefully and who first public opinion survey. or first psychological experiment.Example Before going into the detail of psychology. conducted the performed the experiment. we will briefly Islamic teaching of discuss about the origin or evolution of psychology. there are many color which can be tested. . systematically. first select the text and then color . It is very. And we even do not know who Font color and underline style We can change the color and style of the text .

Example Character styles It is applied to individual words — even single characters. and looking on the Borders and Shading tabs of the Borders and Shading dialog box. and then selecting Set Language. The following table shows the formatting that can be in a style. 1. Change the Font Using the Font Menu . Character formatting is built from the formatting options available from the Format menu. by selecting Language. settings from the Tools menu. and in certain cases from the Format menu by selecting Borders and Shading. by selecting Font.

bold. Select the text (highlight) that you want to change to a different font  Go to Font menu in the Formatting toolbar  Select the font you want to use 2. The Font window opens  Select the Font tab. underline features. Some fonts contain submenus that include italic. if it is not already selected  Select the font you want to use in the font window Additional: In the Font window. style. . Change the Font Using the Format Menu  Select the text you want to change to a different font  Go to the Format menu  Select Font. you can also select font size. text color and text effects. or bold italic versions of the font.

5-line spacing: CONTROL+5  Add or remove one line space preceding a paragraph: CONTROL+0 (zero)  OL+D  Change the case of letters: SHIFT+F3  Format letters as all capitals: CONTROL+SHIFT+A  Apply bold formatting: CONTROL+B  Apply an underline: CONTROL+U  Underline words but not spaces: CONTROL+SHIFT+W  Double-underline text: CONTROL+SHIFT+D  Apply hidden text formatting: CONTROL+SHIFT+H  Apply italic formatting: CONTROL+I  Format letters as small capitals: CONTROL+SHIFT+K  Apply subscript formatting (automatic spacing): CONTROL+EQUAL SIGN  Apply superscript formatting (automatic spacing): CONTROL+SHIFT+PLUS SIGN . Format menu): CONTR Set line spacing  Single-space lines: CONTROL+1  Double-space lines: CONTROL+2  Set 1.Apply character formats (shortcut keys)  Change the formatting of characters (Font command.

when you center text. When you apply a paragraph style the formatting affects the entire paragraph. you cannot center a single . Remove manual character formatting: CONTROL+SPACEBAR  Change the selection to the Symbol font: CONTROL+SHIFT+Q Paragraph style It contains both font and paragraph formatting which makes it more flexible than a character style. For example.

numbers. Align paragraphs (shortcut keys) Center a paragraph: CONTROL+E Justify a paragraph: CONTROL+J Left align a paragraph: CONTROL+L Right align a paragraph: CONTROL+R Indent a paragraph from the left: CONTROL+M Remove a paragraph indent from the left: CONTROL+SHIFT+M . text alignment. Other types of paragraph-level formats that styles control are line spacing (single-space. indents. tabs and borders. the entire paragraph is centered. etc.). bullets. Instead. double-space.word.

Create a hanging indent: CONTROL+T Reduce a hanging indent: CONTROL+SHIFT+T Remove paragraph formatting: CONTROL+Q Apply paragraph styles Apply a style: CONTROL+SHIFT+S Start AutoFormat: ALT+CONTROL+K Apply the Normal style: CONTROL+SHIFT+N Apply the Heading 1 style: ALT+CONTROL+1 Apply the Heading 2 style: ALT+CONTROL+2 Apply the Heading 3 style: ALT+CONTROL+3 Apply the List style: CONTROL+SHIFT+L Delete text and graphics Delete one character to the left: BACKSPACE Delete one word to the left: CONTROL+BACKSPACE Delete one character to the right: DELETE Delete one word to the right: CONTROL+DELETE Cut selected text to the Clipboard: CONTROL+X Undo the last action: CONTROL+Z .

Shortcuts keys A line break: SHIFT+ENTER A page break: CONTROL+ENTER A column break: CONTROL+SHIFT+ENTER A non-breaking space: CONTROL+SHIFT+SPACEBAR Select text One character to the right: SHIFT+RIGHT ARROW One character to the left: SHIFT+LEFT ARROW To the end of a word: CONTROL+SHIFT+RIGHT ARROW To the beginning of a word: CONTROL+SHIFT+LEFT ARROW To the end of a line: SHIFT+END .

press ESCAPE to cancel selection mode Bullet and numbering .To the beginning of a line: SHIFT+HOME One line down: SHIFT+DOWN ARROW One line up: SHIFT+UP ARROW To the end of a paragraph: CONTROL+SHIFT+DOWN ARROW To the beginning of a paragraph: CONTROL+SHIFT+UP ARROW One screen down: SHIFT+PAGE DOWN One screen up: SHIFT+PAGE UP To the beginning of a document: CONTROL+SHIFT+HOME To the end of a document: CONTROL+SHIFT+END To the end of a window: ALT+CONTROL+SHIFT+PAGE DOWN To include the entire document: CONTROL+A To a vertical block of text: CONTROL+SHIFT+F8. press ESCAPE to cancel selection mode To a specific location in a document: F8+ARROW keys. and then use the arrow keys.

and then click Specify picture. and then click the box with the bullets you want to use. Do one of the following: Add plain bullets to text 4. the default layout provides a title box and a text box that is set up as a simple bulleted list. just creating a new slide creates a bulleted list. click the Picture Bullets tab. 3. Click the text that you want to add bullets to. 2. Click the Plain Bullets tab. Therefore. . Add picture bullets to text 1. click Bullets and Numbering.1. Making a Bulleted List When we enter new slides into a presentation. On the Format menu.

. The Bullets and Numbering window opens. We will use a bulleted list below to present the steps required in this Word tutorial. There are two types of lists most commonly used: bulleted and numbered. as well as the text position and the type of font you want to use for the symbol.How to add Bullet List to Microsoft Word document A bullet list or numbered list provide a great way to present a lot of information in an easy-to-understand format. You can also select a start number for a numbered list .  Select the Bulleted or Numbered tab in the upper-left corner of the window  Select one bullet or number style from the choices presented  Select the Customize button if you want to further customize the bullet or number symbols  Select the bullet or number's size.  Select the text we want in the list  Go to the Format menu and select Bullets and Numbering. shape and position.

which offers numerous style choices  Pick a font from the menu. or continue numbering if numbers in list are separated by text or graphics . you can choose to restart numbering if this is a new list. Select a new bullet character by clicking the Bullet button. and then type list  Use bulleted lists when the sequence of tasks is not important and we just want to draw attention to specific items  Use numbered lists when we want readers to do things sequentially  On the Numbering tab. without custom formatting. and then select a new symbol  If we want a simple list. highlight the list text and press the Bullet or Number button in the Formatting toolbar at the top of Microsoft Word's document window  Or press the button.

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WE can add a border to any or all sides of each page in a document. to the first page only. or to all pages except the . or rightclick and select Bullet from the shortcut menu. click the Bullets button on the Formatting toolbar to insert a bullet. You can click the Bullets button again to remove the bullet.Quick Bullets To by pass the dialog box. Borders 2.). to pages in a section (section: A portion of a document in which you set certain page formatting options. Border and shading 1.

Width required for the document. Now set the Apply to option to PARAGRAPH or select the same options in the PAGE BORDER tab to create a border for a page . Click on FORMAT from the menu bar at the top of the application. A dialog box pops up showing the various types of borders possible. You can set apart text from the rest of a document by adding borders. Choose BOX setting and select the required Style. This functionality will format each of your pages or paragraphs to have a border.first. You can also highlight text by selecting a section of the text and applying a border to it. Select BORDERS AND SHADING from this menu. Color. 3.

Column .

.Add columns by highlighting the text that we want to turn into columns and then selecting "Columns" from the "Format" menu. We can select the number of columns and also change their size.

Back Ground .

This feature is available only in Online (or Web) Layout view and doesn't print. Make sure that the color you use is light enough so the text isn't obscured and remains easy to read. You see it only on your screen. the background color of Word documents is white. • • Go to the Format menu and select Background Select the color you want for the background from the color palette in the Background window The background you selected will be applied to the page The view you're in will shift to Online Layout view if you're not already in that view • • You can select a custom background color: • After you select the Background command. you can change the hue. saturation and luminosity of the color you select by clicking the up and down arrows next to these • • .Background Color: By default. choose More Colors Choose a color from either the Standard tab or the Custom tab In the Custom color feature. You can change the background color to whatever you like if you don't want the default white background.

Click the Select Picture button. You will only see it on your screen and the background picture will not print to paper. Select Fill Effects in the Background window.Background Picture You can change the background color in a Microsoft Word document to a picture or graphic of your choice when you want to add some flair to your document. Navigate to a picture file on your computer and click OK. Select the Picture tab. . • • • • • Go to the Format menu and select Background.

the previous picture is replaced by the new picture you have selected.• Click OK when the Fill Effects window returns and the photo or graphic you selected is in the Picture box and Sample box Only one picture at a time can be applied When you click OK to apply picture to the background. • • Texture Pattern .

Selection of picture .

When applying a Theme you can choose to apply only one. or any number of these elements. All . fonts and graphic effects for a document.Theme The Document Theme defines the colors.

AutoCorrect In Microsoft Office 2003. When word capitalization options are active Word will automatically capitalize the first letter of a sentence. AutoCorrect the AutoCorrect option allows the automatic correction of word capitalization and the replacement of text with symbols. days of the week and will fix the accidental use of the CAPS LOCK . AutoCorrect items added by the user cease working when text from sources outside the document is pasted in.you have to do is select the palette. font or styling from one of the three galleries in the Themes group.

To change AutoCorrect Settings: 1. To remove an option. Tools Menu | AutoCorrect 2. For example. if (c) is typed then Word will replace the text with ©. Select AutoCorrect tab 3. Check (to activate) or Uncheck (to deactivate) desired AutoCorrect options To change replace text setting: 1. Click Add 6. Select AutoCorrect tab 3. In the box marked With: type in replacement text 5.key. Tools Menu | AutoCorrect 2. In addition. In the box marked Replace: type in text to be replaced 4. The replace text option will replace specific text with predefined text. The . the replacement text listing can be updated with additional entries. highlight the option then click Delete AutoFormat / AutoFormat as You Type The AutoFormat and AutoFormat as you Type options allow specific text to be formatted in a predefined style.

AutoText The AutoText/AutoComplete feature provides an autocompletion option from a predefined list of words. Select either the AutoFormat or AutoFormat as you Type tab 3.. For example. Select AutoFormat now to format entire document or AutoFormat and review each change to select which parts of the document will be changed. Check or uncheck the desired AutoFormat options To AutoFormat a document after it has been typed: 1. To change AutoFormat and AutoFormat as you Type: 1.AutoFormat option applies the changes after the document has been typed. fractions and hyphens. The AutoFormat option allows formatting for headings. Word will suggest that . while the AutoFormat as you Type formats the text as it is being typed. when starting to type Att. bullets and paragraphs and can be used to modify quote marks. Format Menu | AutoFormat 2. lists. Tools Menu | AutoCorrect 2.

highlight entry to remove and click on Delete Smart Tags Smart Tags are special types of text in Word that allow additional functionality. If the suggestion is correct then hitting enter will insert the suggested word. To remove an entry. Tools Menu | AutoCorrect 2. Type new entry in the Enter AutoText entries here box and click Add 4. For example. if the name of a person is typed it will be underlined with purple dashes that indicate a smart tag. Select AutoText tab 3. then a menu appears with the options . If the smart tag icon is selected by moving the mouse over the name. To Change AutoText Options: 1. AutoText can be customized by adding new entries or removing the standard entries. Uncheck Show AutoComplete suggestions to deactivate To Add/Remove AutoText Options: 1.the word is Attention. Select AutoText tab 3. Tools Menu | AutoCorrect 2.

Select View tab 3. Tools Menu | AutoCorrect 2. add to contacts. To Change Smart Tag Options: 1. Check Smart Tags .in order to view the Smart Tags in a document they must be checked in the View options. Uncheck individual recognizers to only use Smart Tags on certain text Please note . Select Smart Tag tab 3. To Check View Settings: 1. Uncheck Label text with smart tags to deactivate 4. Tools Menu | Options 2.to send the person an email. insert address. and schedule a meeting.

When we do that. the new paragraph normally assumes the same style as the preceding paragraph. Then. When we press the Enter key to create a new paragraph. We don't have to select the entire paragraph. simply select a range of text that includes all the paragraphs we want formatted.Style and formatting 1. Click anywhere in the paragraph you want to format. To apply a style to two or more adjacent paragraphs. 2. just move the insertion point anywhere in it. We can use the preceding steps to change the style assigned to a paragraph. Click the down arrow next to the Style list box to reveal a list of styles. the formatting from the new style replaces all the formatting from the original style. Then choose the style. The formatting contained in the style is applied to the paragraph. we can tell which style is assigned to a paragraph by clicking anywhere in the paragraph and looking at the . scroll through the list of styles until we find the one you want and click it. Choose the style you want from the Style list box.

just follow these steps: 1. • To assign the built-in Heading 1. press Ctrl+Shift+N. Heading 2. click More Styles at the bottom of the list. • To quickly return a paragraph to Normal style. To do so. just point the mouse at it. Ctrl+Alt+2.Style list box. press Ctrl+Alt+1. Choose Format --> Styles and Formatting. or Heading 3 styles. 2. This name gives we a hint of how your text will look before you apply the style. Don't click the style. • If a style that you are looking for doesn't appear in the style list. or Ctrl+Alt+3. Here are some helpful hints to using styles effectively: • The name of each style in the style list is formatted according to the style. The Styles and Formatting task pane appears. It shows the name of the style assigned to the paragraph. To simply matters. Point the mouse at the style you want to modify. . you can create keyboard shortcuts for any style that you create.

3. 5. The use of different colors and funky fonts detract from a document and makes them look completely amateurish. and then choose Shortcut Key. Click Assign to assign the keyboard shortcut. 6. ready for we to assign a keyboard shortcut for the style. as this gives the document a look of conformity. The Customize Keyboard dialog box appears. 7. Type the keyboard shortcut you want to assign to the style in the Press New Shortcut Key text box. Click Close. Ctrl+Shift+R. 4. Click the down-arrow that appears next to the style. It is always best to use the one Font Type throughout the whole document. and then choose Modify from the menu that appears. The Modify Style dialog box appears. For example. then click OK and then Close again to get all the way out of there How to Format Text in Microsoft Word Text formatting allows we to add a professional look to your documents but be careful and don't overuse the effects as this will make our document look anything but professional. Click the Modify button. .

underline and color. . if it is not already selected.). black is the default color  Select the Effects you want in the Effects box by clicking on the checkbox for each effect you want the text to have  Preview your changes in the Preview box at the bottom of the window  Click OK Styles. Format > Styles and Formatting. and Font Size you want to use  Go to the Underline drop-down menu and select the type of underline you want.We can format text in Microsoft Word by changing font types. italics. you'll see the the Styles and Formatting task pane.  Select the Font tab. etc. On the right. 1.  Select the text we want to format by highlighting  Go to the Format menu and select Font. if any  Go to the Color drop-down menu and select the font color we want. and font style (bold.  Select the Font. The Font window opens. Font Style. font size.

don't choose 'All Styles'. In the Show box. Microsoft's idea of 'All Styles' does not mean all the styles. True!) 3. (No. Then click Show All. select Custom. And click OK. choose All Styles . From the Category list. choose "All Styles". In the Show box.2. You'll now see the Format Settings dialog box. 4. See Figure 1.

 Select the Font. if any  Go to the Color drop-down menu and select the font color you want. You can format text in Microsoft Word by changing font types. if it is not already selected. It is always best to use the one Font Type throughout the whole document. black is the default color . and Font Size you want to use  Go to the Underline drop-down menu and select the type of underline you want.  Select the text you want to format by highlighting  Go to the Format menu and select Font. and font style (bold. Font Style. underline and color. etc. The Font window opens. as this gives the document a look of conformity.).  Select the Font tab. The use of different colors and funky fonts detract from a document and makes them look completely amateurish.Format Text Text formatting allows you to add a professional look to your documents but be careful and don't overuse the effects as this will make your document look anything but professional. font size. italics.

go to the Font menu in the Formatting toolbar. Select the Effects you want in the Effects box by clicking on the checkbox for each effect you want the text to have  Preview your changes in the Preview box at the bottom of the window  Click OK To only change the font type. and select the font you want to use. Tools . highlight the text.

. the first option is spelling and grammar checking.Spelling and Grammar its icon is located n the receiving bar can be turned on automatically from the Options… menu. hen we click on the tools menu.

and lines etc. Then there will appear the word count bar. How to count word First select the paragraph.To correct Word count Using this option we can count the total pages. paragraph. Which count the word? . Then went to word count option in tools bar. words. characters. character without space.

After we create your summary. click AutoSummarize. clear the Update document statistics check box. 2. 4. On the Tools menu. type or select the level of detail to include in the summary. In the Percent of original box. Select a higher percentage of the original document to include more detail. 3. review it to make sure it covers our document’s key points. press ESC. Keep in mind that the summary text is a rough draft and we'll probably . Select the type of summary we want. Notes   To cancel a summary in progress.Auto summarize 1. If we don't want AutoSummarize to replace your existing keywords and comments on the Summary tab in the Properties dialog box (File menu).

Islam holds that the study of the human psyche is a useful scientific activity. . geography and cosmic theory.Before summarize Islam's Concern for Study of the Human psyche. etc) occurs more than 300 times in the Quran in various contexts. disclosing the secretes of psyche and the universe to teach and to understand the universe in direct obedient to Allah. There can be no doubt that the Quran is not a book of science. Firstly. It is essentially a book of guidance. The Quran discloses the potentialities and imperfection of the human psyche. and contrasts its states of guidance and misguidance. psyche. Hence the word nafs (self.

The Creator of man. and in their own souls. will ye not then see?' (Quran. functions and faculties in order to facilitate the education of man.The study of human self is apparently the shortest and surest way to faith in Allah. Auto summarize 1-highlight key points Example Auto summarize 25% . consciousness. both his child hood and his adult hood. 41:53. Who proclaimed: " soon will we show them our signs in the farthest regions of the earth. 51:21) Secondly. Islam has taken care to dissect the human psyche into its various elements. its emotions. until it becomes true to them that this is the truth …as also in your own selves.

2-create a new document and put summery there Example 25 % summarize 3-insert an executive summery or abstract at the top of the document 4-hide everything but the summery without leaving the original .

Letter and Mailing .

Click next to go to the next sidebar screen to start your letter. select Tools > Letters and Mailings > Mail Merge to display the Mail Merge SIDEBAR on the right side of your screen. Click through the prompt windows to select the appropriate table(s) and variables. Click next to go to the next sidebar screen and select your “recipient database. Our spreadsheet should now be listed in the sidebar under the “Use an existing list" section." Click BROWSE in the sidebar to find the Excel sheet. Select the “Use Current Document" radio button. Word will automatically display the Mail Merge TOOLBAR on top of your screen. . Click Open. Create a new blank document. From the main menu.Switch to MS Word 2003.

Start typing our letter on the blank page. click more Items in the sidebar to display the Insert Merge Field dialog box. Click next to go to the next sidebar screen to start WRITING your letter. depending on the way we have named your columns in the Excel spreadsheet. Select the variable that we’d like to insert into our letter and it will appear as a place holder in between a pair of double-chevrons.Click on “Edit Recipient List" and then click OK in the “Merge Mail Recipients" dialog box. . When you come to a VARIABLE that should change from one recipient to another. Repeat Step 12 as many times as necessary as we type your letter.

And we are done! Congrats. This is one well-tested and bug-free MS Word feature that in my judgment beats OpenOffice’s mailmerge functionality which crashes often. we can create individual labels. At this stage we can also edit the individual letters to add our own customized flourishes and notes. envelopes. Now it’s time to mail them.When we finish. we can now preview your letters one at a time by clicking the Front and Back arrows in the sidebar. click Next to preview our letters. . Click Next to complete the merge and print the merged letters. directories and even e-mails following the same steps and selecting options appropriate for the kind of mail-merge we have in mind.

Macro
1.

Ist click on macro On the Tools menu, point to Macro, and then click Macros. In the Macros in box, click Word commands. In the Macro name box, click List Commands. Click Run. In the List Commands dialog box, click Current menu and keyboard settings. Click OK. On the File menu, click Print.

2. 3. 4. 5.

6. 7.

Introduction into Microsoft Excel Microsoft Excel is allows you to create professional spreadsheets and charts. It performs numerous functions and formulas to assist you in your projects. Starting Excel: Click on the start button on the windows taskbar at the bottom of the screen. Highlight the programs item. The program menu will open. Select Microsoft excel item from the list.

A new screen will open in front of the user, like this.

Starting a new workbook: A workbook is the collection of sheets saved together under one file name. An excel file can have many sheets in one file.  If you are already in excel and do not have file opened, you can select File→New or click on the New button, a shortcut icon on the standard toolbar to start a new workbook. The excel screen looks similar to the other office programs.

The top of the excel program shows the title and name of the file that is opened. If you have not named the file the default name will be Book 1.

 The workbook opens with three sheets, but you can customize Excel to give you any number of sheets from 1 to 255.  The sheets name tabs are visible at the left bottom edge of the Excel window.  They are labeled sheet 1 through sheet 3 and can be changed later. You can see them all in one screen.  Each sheet consists of 256 columns listed in alphabetical order and 65,536 rows listed by numbers.  Located under a taskbar is the formula bar. Saving Spreadsheets: To save your work, select  File→ Save from the Excel menu bar or click on the Save button on the standard toolbar. The Save As dialog box will open.  Type the name of work book.

 Excel will only ask for the name of the workbook the first time you save

Later you can save your document by clicking Ctrl + S time to time.

 To change the name, select File→ Save As.

Notice in the upper left corner that there is a “box” to the right of Save In: with a down pointing arrow to the right. Click-on the arrow. This will show you all of the “drives” and “folders” where you may save your work.

When you see the dropdown list in the Save in: area, choose the drive where you want to save your file.

Exiting Spreadsheets: Anytime you need to leave your spreadsheet  Simply click on File in the menu bar, and then clickon Exit.  If you have not saved your spreadsheet, a reminder box will appear asking you to do so.

Retrieving Spreadsheets: When you need to reopen a spreadsheet,  You first load Excel, as you did before.  When Excel is on the screen, click-on File in the Menu bar then click-on Open.

Entering Data: To enter information into a cell, select the cell and begin typing. When you have finished entering the label or value:

Press "Enter" to move to the next cell below (in this case, A2) Press "Tab" to move to the next cell to the right (in this case, B1) Click in any cell to select it

Editing data: If you choose not to accept your entry, you can click on the cancel button × also in the formula bar. If you wish to move to another cell immediately after entering a formula, you can use the Tab key to move to the next column or one of the arrow keys ←↑→↓ to move in their respective direction. Edited your cell entries:

To correct your data entered, use Backspace key. then press Delete or Backspace.

 To clear a cell, click on the cell you wish to clear and

you can use the Auto format feature. First highlight the range of data to which you want to apply a tabular format.   To reject the new entry. the original entry remains the same. release the mouse and press delete. A dialog box will open with many tabular formats to choose from and apply. press ESC or click on the Cancel button. Formatting your worksheet: To format your worksheet to look like as a table of information. Next select Format→ Auto format from menu bar. use the following step: Click on the top left cell and drag across the entire range you wish to delete. Once highlighted. To delete the entries in a range of cells. . You can replace a cell entry by selecting a cell and simply type the new data and the click Enter. The new entry replaces the old one.

. one of the tool is to put chart in your data to represent various readings and figures. Click on the chart wizard button on the standard toolbar. The best way to visually represent data is with chart.To represents data by chart: There are many tools in Excel to create and analyze your data. The chart wizard asks to select the type of chart you wish to create.

.Select the chart type and click on the next.

Clearing cell formats: .Chart wizard with a multi-tabbed dialog box also provides a detailed description of the chart you selected.

Point to clear on the edit menu. Select the cell r cells. Click formats on the submenu.  Use the options in the format cells dialog box. To remove only the most recent formatting change.  Use the button on the formatting toolbar. click the undo button on the standard toolbar.You can restore a cell or range to its unformatted state without affecting the cell contents by removing all formatting from an individual cell or a range. . Modifying font characteristics: Excel provides more than one ways to change the appearance of the cell.

the default is to include 3 worksheets. click "Insert" on the menu bar. Coloring the sheet: You can color the sheet of your own choice: Right click on the sheet tab. The window will appear with many options. Select the color tab and click it. and select to insert a "Worksheet. . To add more worksheets.Create a new sheet: When you create a new workbook." Note that the tab for Sheet 4 in the Sheet Selector is added on the left. To move a sheet tab. click on the tab and drag it to a new location.

Now click-on Setup in the top button bar. . If you click the left mouse button. It is a really handy feature. you’ll notice that the cursor changes from an arrow to a tiny magnifying glass. If you click-again.worksheet. your magnifying glass will “zoom-in” on the exact spot where the magnifying glass is located. it will zoom-out. The Page Setup menu screen at the top of the next page will appear. Try this a couple of time. If you move your cursor over the spreadsheet.

Then click-on OK. Now we’ll enhance the spreadsheet to make it a bit more presentable. click-in the box to the left of % normal size. In the Orientation area click-in the small circle in front of Landscape (see arrow above). Using either the “up/down” arrows. The spreadsheet will now print on the page as indicated.Notice that the Page Setup menu screen indicates that you are in Portrait view. Next. change the size to 125. in the Scaling area. Your spreadsheet will now be larger and fill the paper more appropriately. Click-on Print and when this spreadsheet comes out of the printer label it: landscape – enlarged to 125 . %. or by typing in the information.

and you’ll see 1 of 3 or 4 pages in the lower left corner of the screen. you’ll get these 3 or 4 pages. When you return to the Preview screen. When you are finished. Work with the Margins.Go ahead and adjust the “size” of your spreadsheet so that it becomes too large to fit on a single page. the Next and Previous buttons at the top will now be active. This feature is located in Margins at the bottom of the Margins . simply click-on Close and you will return to your spreadsheet. go ahead and do so. If you click-on Print (please don’t do it). Go ahead and click-on the Next and Previous buttons to get a “feel” of the “size” of your spreadsheet. Header/ Footer. click-in the small circle to the left of Fit 1 page(s) wide by 1 tall in the Scaling area and make sure that 1 page is set. you might see that you have 58 pages in your spreadsheet! Now. This will give you a feel for how the spreadsheets will print. Many folks ask how to center a spreadsheet on the page. Try other things here. Any time you desire to print. If you made a mistake when you created the spreadsheet. Set the Scaling to 200 and click-on OK. Excel 2003 will now return your spreadsheet to one page. and Sheet tabs at the top of the Page Setup menu screen.

In the lower left corner of the Print menu screen you will see an area that looks like the image on the right. 3) in their spreadsheet printouts. C and 1.screen. click-on File in the Menu Bar and then click-on Print. B. This time however. Simply click-on cell A1 and highlight your spreadsheet down through cell G25. Click OK. This indicates to Excel that you only want to print the area you’ve highlighted. You can still modify your spreadsheet if you desire. 2. after you’ve highlighted A1 through G25. This feature is located on the Sheet tab in the Setup screen menu. Simply click-on Margins at the top of the Preview screen or on the Margins tab when you are in the Page Setup screen. Click-in the small circle to the left of Selection. Cure for the problem – if you have too many spreadsheet pages. Only the section that you’ve highlighted will print. Once you’ve clicked by . Many folks also ask about how to place gridlines and show the row and column headings (A.

follow the instructions on Pages 10 and 11. We are now going to turn your spreadsheet numbers into graphics -. etc. we'll retrieve our work and do some really neat graphics. pie charts. let's save our work one more time. Point to Exit.Selection. Excel will remind you to do it. First. Follow the instructions above to modify as you desire. To open your spreadsheet again. When you return.bar charts. Now we'll call it a day and close Excel 2003 for Windows. If you forget. This will greatly assist you when you display and explain your work. . Graphics This will be a lot of fun. Click the left button. That's it for now. What a nice program!! Point to the Edit menu and click the left button. you may click-on the Preview button in the Print menu screen and you will see a preview of your highlighted area.

Next. Next HOLD DOWN the Ctrl key at the bottom of the keyboard. Hold down the Ctrl again. First we have to tell an Excel 2003 "Wizard" what we want to chart and then were we want the chart to go. highlight cells B9 through F9. And.. the two sets of bars (series) will make-up Income and Expense. type-in Expenses in cell B17 for the same reason. First: in cell B9 type-in Income (to replace the word Total). When you complete the above instructions.Before we do this there are a couple of essential steps. and These three ranges will highlight cells B17 through F17.. Hold down the left mouse button and highlight cells B3 to F3. make up your chart. Something new. . and while you are holding it down. your screen should look like the one below.F4.. The x-axis will be made up of B4 . You will now see two "ranges" highlighted.

please try again. We’ll use the easiest method for our first chart (graph). In the Menu Bar click-on to Insert. then click on Chart. The Chart Wizard – Step 1 .If your spreadsheet does not look exactly like the one above. This is a bit tricky and it often takes even experienced spreadsheet folks a couple of “tries” to get the highlighting just right.

We’ll stay with Column and the chart Click Next. Examples of the selected chart type show on the right under Chart sub-type.of 4 Chart Type menu screen will appear (like the one at the top of the next page). selected for now. . The Chart Wizard shows the various types of charts in Chart type: (on the left side of the menu screen).

" Your chart should look like the example above.The Step 2 portion of the menu appears (as shown on the right). If you did not highlight as indicated. your chart won’t "look right. The Wizard (on the last page) shows you what your chart will look like. The “ranges” you selected originally are shown in the Data range: area. If you click-on the Series tab at .

The Wizard will indicate that the chart has been “rotated” 90 degrees and thus the axis has changed. Click Next again. Now clickin the little circle in front of Columns. you’ll see a new Wizard screen that shows you where the Income and Expenses series came from. Click-back on the Data range tab at the top. .” Clickback in the small circle in front of Rows. This is often called a “pivot.the top of the Wizard screen.

You will also notice that there are several tabs at the top of the Wizard. Notice how some change axis and put in grid lines. Next. Now. Janie's Budget). The Step 4 page of the Wizard will now appear (image at the top of the next page) . Click-on each of the tabs and see what “they do”. which indicates what the colors of the “bars” represent (Income and Expenses). Click Next one last time. click-in the area under Category (X) axis: and type in Months. The legend is the small box on the right.The Chart Wizard Step 3 of 4 menu will appear: Titles (similar to the image above). Type-in your name with an apostrophe (‘) s and the word Budget (ex. the chart in the area on the right of the Wizard changed to give you an “instant” preview of your final chart. Click-in the blank area under Chart Title. A flashing cursor will appear. click-in the area under Value (Y) axis: and type in Dollars. You probably noticed that as you entered these titles.

and “fills” an entire screen. notice that Excel created a new tab at the bottom of the spreadsheet that says Chart 1. Again. You’ll notice that it asks you where you want to put your chart. Now it would be a good time to Save again. Any time the numbers change on Sheet 1.This is the final Wizard page. After you make your changes. it is best if you select As a new sheet: (see arrow above). has changed. Since this is your first chart. There's your chart. Now click-on Finish. the bars in Chart 1 will reflect the change automatically! Click on the Sheet 1 and Chart 1 tabs to get the feel of going back and forth between the data and the chart. You’ll see that you chart has a tab of its own at the bottom of the screen. This will put your chart on a new tab called Chart 1. click on the Chart 1 tab and you’ll see how the chart .

the Chart 1 tab will “turn black” – like the image on the right. When you choose Rename. At the bottom of your spreadsheet you will see you tabs (like the image on the right).In Excel 2003. when you save your spreadsheet. When you click the Right mouse button the drop down menu screen to the right will appear. Changing (Renaming) Excel 2003 Tabs If you would like to have logical names for your Excel 2003 spreadsheet tabs – rather than now show you how to do this. As soon as you see this. Choose Rename. place your cursor over a tab and click the RIGHT mouse button. we’ll . type in Sheet 1 and Chart 1. To change the name of one of the tabs. you also save your graph. Your graph is saved wherever you are working in the graph. We’ll change the name of Chart 1 first.

the tab name changed.the name you want for your chart.don't save again. Click on the Budget Chart (or whatever you named it) tab. Open the worksheet again and you will be in a nice neat graph where you can experiment some more. Note: We are about to do some things which could mess-up your graph. Let's really get "Snazzzyyy". Go ahead and name your Sheet 1 tab something more logical than Sheet 1. A . When we finished. Click-once on your title at the top. Chart. We named our Sheet 1 tab Budget Data. If you do get "messed-up" in the graph . Simply Close the worksheet and DON'T SAVE. our chart tab looked like the one on the right. We typed in Budget As soon as we began typing.

Keeping the cursor on the dark area. to the right of the "t" in Budget. hold down the left mouse button. and drag to highlight the first line of the budget title with your name in it. Now click at the beginning of your name. A Format Chart Title menu screen.“box” with little squares on the corners will appear. or mouse. Type in Fall 2003. These are “sizing grabbers”. like the one on the right. and drag when you see these arrows. directional arrows. click the right mouse button. hold down the left mouse button. Click-on Format Chart Title. click-on the name of your budget until you get a flashing cursor somewhere in the title. . Instructions on how to change the font appear at the top of the next page. and tap Enter. When you move the cursor over them you will notice that the cursor changes to small. If you click. Next. With the arrow movement keys. move to the end of the title. you will notice that the Title Box gets larger or smaller as you drag. should appear.

. You will see little squares now appear at the four corners and sides of the graph area. Your graph will get smaller. below. Point to the upper right corner square and move the cursor until you see an arrow with two heads ↔ . Hold down the left mouse button and drag down and to the left then let go.Change the Font to Times New Roman (by moving up and down with the arrows) or any font that you like. As you change things you will see the results in Preview on the lower right. Your title should look something like the one Click-on the upper right hand corner of your gray graph area. Now point somewhere in an open gray area of the graph (not on one of the bars) and click again. Change the color if you want. Change the size to 20. Hold down the left mouse button and drag the graph area so it looks more "appropriate". Click OK.

Click-on the Legend on the right (box with Income and Expenses). When you see the corner “grabbers,” make the Legend box a bit larger. Then click right in the Legend area. Click Format Legend. Click the Font tab. Make the font bold and size 14. Click OK. If you desire to change the colors of the Income and E2003ense bars in the graph, simply move the mouse over one of the bars and click the right mouse button. Notice all the bars with the same color now have a little square in the middle of each bar. The right click “marked” the bars. Click Format Data Series. Choose a color you like and then click OK. Now let's look at your graph and then print it. Go to File Print Preview. If you like what you see go ahead and print the graph. If not, close Preview and make some more graph changes. Whenever your graph is visible, you can point to any area of the graph, and click the right mouse button on the area, and edit that particular area. You can also click-right in the chart

itself. In the menu that appears, click-on chart type and then select a different type of chart.

You can really go “wild” at this point. If you make a mistake, simply click the undo button at the top of the menu screen and try again. How to Create an Excel Pie Chart?

Here is the step-by-step guide to create an outstanding Excel pie chart: Key in the data illustrated below accordingly as we will use it as our example to create chart.

Step 1: The Chart Wizard (1) – Chart Type Click on any cell within the data containing the information that you wish to display as a chart, or highlight the exact data that you wish to display as a chart. Click the Chart Wizard icon on the Standard toolbar.

From the Chart type: section you can select the chart type: Pie. Then from the Chart sub-type: section you can select the exact format that you required for the selected chart type.

To see how the selected chart will look, use the Press and Hold to View Sample button within the dialog box. In our example, we accept the default selection. Click the Next button to see the next page of the dialog box - Chart Source Data. Step 2: The Chart Wizard (2) – Data Source The Data Range tab allows you to specify the exact data that you wish to display within your chart. You can choose to display Series in Rows or Columns. In our case here, choose the Series in Columns will be more appropriate.

When you click on the Next button, this will display the Chart Options dialog box. Step 3: The Chart Wizard (3) – Chart Options From the chart options dialog box displayed, you can select Titles, Legend, and Data Labels tabs and make the necessary changes.

To add title to a chart In the Chart title: text box, enter the name for the chart, i.e. Score Marks. In the example used, the screen will be as illustrated. To customize chart legend From the Chart Option dialog box displayed, click on the Legend tab. You can choose to display or not the chart legend and the placement of the legend in the chart by clicking on the radio button. To customize data labels From the Chart Option dialog box displayed, click on the Data Labels tab. You can choose to display or not the chart data labels by clicking on the radio button. In our example, tick the Percentage check box to display the percentage info.

When you click on the Next button, this will display the Chart Location dialog box. Step 4: The Chart Wizard (4) – Chart Location To define the chart location You can choose to place the Excel pie chart on an existing worksheet as an object, or you can place it on a new worksheet. Two options for you to choose: As new sheet: – It will place the chart in the new worksheet. As object in: - It will place the chart in the existing worksheet.

Click on the Finish button and the Excel pie chart will be created as you have specified during the Chart Wizard creation process. The Excel Formatting Toolbar Excel formatting toolbar normally located near to the top of your screen as shown here. The toolbar icons have a specific purpose that can change the outlook of your spreadsheet when you apply formatting to it.

The formatting toolbar icons and functions: Font – to select fonts from a drop-down list. Font Size – to select a font size from a drop-down list. Bold – to apply bold to a selected range.

Align Left – to align a selected range to the left. Increase Indent – to increase the level of indentation in a selected range. Borders – to select and apply borders to a selected range. Decrease Indent – to decrease the level of indentation in a selected range.Italic – to apply italic to a selected range. Decrease Decimal – to increase the number of decimal points displayed in a selected range. Fill Color – to select and apply color to a selected range. Comma Style – to apply comma style to a selected range. Percent Style – to apply percentage style to a selected range. Center – to center a selected range Align Right – to align a selected range to the right. Merge and Center – to merge cells and center text across a selected range. . Currency Style – to apply currency style to a selected range. Increase Decimal – to decrease the number of decimal points displayed in a selected range. Underline – to underline a selected range.

In the Effects section. click Cells.Fonts To change the font used in a cell or range of cells Select the cell or range of cells you wish to change. On the Excel Formatting toolbar choose a font from the Font drop down list. or size. The Excel Formatting . From the Format menu. Select the Color: drop down list box to choose a font color. tick the Normal font check box. or Subscript. To change all the settings in the dialog box back to the Normal style which is set in the Style dialog box. font style. Select the Underline: drop down list box to select a style of underline or None to remove the underlining. you can tick Strikethrough.Font Color – to select and apply color to text in a selected range. To change other font characteristics Select the cell or range you wish to change. Superscript. select the Font tab to change the Font. . From the Format Cells dialog box displayed.

The Excel Formatting . From the Format Cells dialog box displayed. From the Format menu.Alignment To align data between the left and right sides of a cell Select the cell. or cells.Select OK to close the Format Cells dialog box. you wish to align. or cells. or Bottom option in the Vertical area to align the data in the cell. Click on the Align Right icon to align data with the right edge of the cell. To make the lines of data fit evenly within the height of a cell. In the Text alignment section. you wish to align. click on the Align Left icon to align data with the left edge of the cell. Click on the Center icon to center data in the cell. Center. click Cells. On the Excel Formatting toolbar. click on the Alignment tab. tick the Justify distributed option and click on OK. To align data between the top and bottom of a cell Select the cell. choose the Top. .

or cells. From the Format menu. The entry will appear as one long line and select the cell. click on OK. When satisfied. From the Format Cells dialog box displayed. click on the Alignment tab. click Cells. you wish to change. To wrap multiple lines of data in a cell Type the data you require into the cell and press Enter. From the Format Cells dialog box displayed. or cells. In the Orientation section. you wish to format. From the Format menu. you can change the Degrees of the text or use the mouse to drag the 'red small diamond' up or down. click on the Alignment tab. . click Cells.To change the orientation of data cells Select the cell.

To merge several cells Select the cells that you wish to merge to become one cell. click Cells. From the Format Cells dialog box displayed. tick the Wrap text check box and click on OK. To shrink the text into one cell Type the data you require into the cell and press Enter. click on the Alignment tab. click Format Cells. From the Format Cells dialog box displayed. click on the Alignment tab. Note: You also can use the Merge and Center icon on the Excel Formatting toolbar. . tick the Merge cells check box and click on OK.In the Text control section. In the Text control section. In the Text control section. tick the Shrink to fit check box and click on OK. Right-click on the selected cells. From the Format menu.

Click on the icon face to apply the new color to the cell. Choose a color from the Font Color palette.Colors To change the color of text Select the cells containing the data you want to change the color. To apply colors to cell(s) Select the cell or range of cells you wish to color. The color you selected from the Font Color palette will be displayed on the new icon face.The Excel Formatting . On the Excel Formatting toolbar. click the down arrow next to the Fill Color icon. On the Excel Formatting toolbar. . click the down arrow next to the Font Color icon.

Naming worksheets You can easily edit the name of a worksheet in Excel. . click the down arrow next to the Fill Color icon. Double click on the worksheet tab you wish to rename. To turn off the cell(s) color Select the cell or range of cells you wish to color. Choose No fill.Choose a color from the Fill Color palette. On the Excel formatting toolbar.

 OR  Select "cells" command from "format" menu or press CTRL+1.  Select font name from the available font list. follow these steps. Press the enter to apply the new name to the sheet. For example To change the font. .  Click "font" tab.  Select the cell or range of cells  Click "FONT" dropdown list box on the formatting toolbar and select the font name from the list. Changing Font& Font Style: We can change the appearance of data in cells by applying different fonts as well as the size of font. format cells dialog box appears.Type the new name in the tab area that contains the sheet name.

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follow these steps.To change the font size. The settings will be changed to default.  Select the cell or range of cells  Click "font size" dropdown list box on the formatting toolbar. Note: We can select the default font and font size in Excel as:  Choose "options" from tools menu and click general tab  Change the settings for standard font and size and click "ok" button. Changing font style: .

bold. italic. Usually. italic etc. Changing Font Colors: We can also change the font color to make the worksheet more beautiful. ) to change the style to bold. By applying the font style. We can also apply the background color. the text in cells are displayed in different styles like bold. ) to underline the contents Underline button (  Select cells command from format menu or press ctrl+1. OR ) to change the style to italic.Font style refers to the attributes or characteristics of font.  Click one of the following buttons on the formatting toolbar. follow these steps. or underline etc. To apply different font styles.  Select the cell or range of cells. . format cell dialog box appears.  Select the choice from the font style box or select different styles of underline. colors are applied to the contents of cells to make a colored hardcopy on printer.    Italic button ( Bold button ( of cell etc.  Click the font tab of dialog box.

 Click the font tab of dialog box.To change the font color.  Click “ok” button of dialog box.  Choose font color from the “color” dropdown list.  Select color from the “font color” dropdown list of the formatting toolbar. format cells dialog box appears. . follow these steps:  Select cell or range of cells. OR  Select “cells” command from “format” menu or press ctrl+1.

This will work in any Microsoft Windows product. Right click: The right click will “always bring up” a menu that is “tailored” to the “place” where you click. To display format cells dialog box. To know about the where the . You can always tell “where” you click the right mouse button for the cursor arrow will always be in a corner of the menu that appears – exactly where you clicked the right mouse button.  Select cells from the format menu or press ctrl+1 shortcut key. the intersection between a row and a column is called a cell. follow these steps. The cell in which information is being entered is called the active cell.. A brief description of each tab of format cells dialog box is given below. Cell: In the work area.Purpose Of Various Tabs Of Format: The format cells dialog box contains various options under different tabs used to apply formatting to selected cells.

A thick black line will appear at the top of the Text box. When the Format Cells menu screen below appears. Format Cells. Select Format Cells. Point to the upper part of the Text box (see arrow) and click the left mouse button. There are several types of lines that you can choose. we refer to the cell intersection by its address. Point to the thick single line in the Style Area (see arrow) and click the left mouse button. Look at the area which says Border. Look at the Line Style box in the lower right. A sub-menu with a caption Format Cells appears. With the cursor on cell click the RIGHT mouse button. . A cell is activated by clicking on the intersection. A box will go around the line.information is entered. A cell address consists of the column name and the row number. select Border.

If. Then click-on the thick.” You will notice that the lines appear and disappear. somehow. you make a mistake. simply click “on and off in the Text line boxes. single line in the Line Style box again and repeat the previous instructions.If the thick line does not show-up at the top of the Text box. click-again at the “top line area in the Text box” and the line will “disappear”. .

like Sum. . Move down to More Functions and click-on More Functions. These formulas are called Functions. The two menu screens work together to assist you when you are using functions. An “Office Assistant” will appear (see image on left of next page) and you can ask it questions (the little assistant may be a paper clip or just about anything). The Insert Function menu screen will also appear (see image on right of next page). Click on the down triangle. Below the Menu Bar (see right) you will see a “sigma” ∑ with a small down triangle to the right of the sigma (see arrow on diagram to the right).Functions There are a number of formulas built into Excel. Two menu screens will now appear at the same time. The drop down menu that you see on the right will appear.

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you can enter data from your spreadsheet into the formulas and receive answers.). In the drop down menu that appears you can see that there are all kinds of formulas (functions) that come with Excel spreadsheet (e. mathematical. Click-on the small down arrow to the right of Or select a category: (see arrow at left). statistical. financial. This is a really great. We’ll now show you how to use the Help features of Excel 2003 to work with and understand these functions. or statistical tables in a book. etc. timesaving feature. financial. Instead of having to go to math.Let’s work with the Insert Function menu screen. .g.

If you need these formulas in the future. you’ll know they’re here. Use the elevator bar on the right side of the Select a function menu screen to move down the list until you see SUM.Click-on All in the drop down menu. Clickon SUM. Look at all the functions (formulas)! We’ll just go through how to use the addition formula (SUM) in this tutorial. . The Select a function menu will look like the image below.

{300.Then click-on OK. When you click-on OK. the Function Arguments menu screen (above) will appear. Remember.” It also indicates the numbers in cells C6. Smart Excel! Notice that it indicates that cells C6:C8 will be added (sum cells C6 through C8 – the colon (:) means “through. If you look at the top of the screen in the SUM area.150} = . C7 and C8 and give you the sum 500 (right arrow above). you clicked-on Cell C9 – which was “empty” because you deleted the formula in that cell.50. you’ll see that Excel 2003 has “guessed” that you desire to add the numbers above cell C9 – where you clicked in your spreadsheet.

To do this. On the right side of your screen you will see a Microsoft Office Excel Help window appear (similar to the one above) . The Help in Excel Functions is excellent. we’ll go to Help. to see how this SUM equation works. So. click-on Help on this function in the lower left corner of the screen (see lower left arrow above).But it’s a little unclear how Excel did this.

.that will show you how to use this SUM function (or any function).

One of the really neat things about these Help windows is that there are examples for each function. The bottom of the screen looks like the image at the top of the next page. It uses these numbers in the examples at the bottom of the help screen. Notice that it gives you examples from a small spreadsheet that has data in cells A1 through A6. We moved down the SUM help screen using the elevator bar on the right of the help screen. The bottom of the SUM help screen looks like the image on the left. Spend a few minutes looking at the SUM Help window and notice all of the features. .

When you have reviewed all of the help you care to see. This will put the Assistant away until we need it again . carefully click-on the X at the upper right corner of the Microsoft Office Excel Help blue bar to close the Microsoft Excel Help window. If the Office Assistant is still on the screen simply point to it and click the RIGHT mouse button. Click-on Hide. If you accidentally close the spreadsheet. The Function Arguments menu screen will still be on the screen. and then re-open the spreadsheet as you did on pages 10 & 11. simply reply yes to Save. A pop-up menu will appear.

When you have done this.” in the gray area above. Carefully. release the mouse button.As you can see. point to some “plain part. and drag the above SUM box “away” so that you can see your numbers in C column cells. the “Wizard” has “guessed” that you want to add the numbers in the range C6 to C8. Now that you are becoming proficient with Excel. Click and hold down the left mouse button. The below Function Arguments window will appear. Now click-on the “small box” on the right edge of the Number 1 area (see arrow above). in the area to the right of Number 1. . It has a little red arrow in it. we’ll try something special.

If you widen the column Slowly move the mouse arrow to the right edge of the cell (between the B and the C). Point to the B at the top of column B (in the Gray area) and click the left mouse button (The cell should turn dark blue and the column light blue.). the column. This will widen Here is another way. Hold down the left mouse button and move (drag) the line to the right.Widening Columns Noticed. . some of the words were just too wide for the default cell width (Investments and Miscellaneous). as you typed in the numbers. The cursor will turn into an arrow pointing right and left with a small vertical line in the middle (see arrow below).

. Click-on Column Width… and type in value and click-on OK.Now. Inserting Rows To insert new rows.  Click the left mouse button. keeping the cursor somewhere in the “blue” area. click the Right Mouse Button. Notice that a menu with Column Width… appears.  Make sure the cursor arrow is either on the 2 or somewhere in the blue row.  You will notice that the whole row goes light blue and the 2 turn’s dark blue. This is another way to widen a column.

Click the left button on Notice how one row was inserted and how Do this again to insert Excel. Aligning Cells  If you would like to center the text in cell.Click the RIGHT mouse button. Here is another way to center the text.  Click on cell to “mark” the cell.  click-on the Alignment Tab and  then click-on -. Point to Insert. and all spreadsheets. One way to center Text is to simply click-on the Center button in the button bar at the top of the screen.Center --Vertical Center . will remember everything below moved down. where they moved your work and automatically adjust for these changes.Horizontal . Insert. the Format Cells Menu  When appears. Then click on Format Cells. another row. A drop down menu will appear. . Income should now be in cell A5.  Click RIGHT on cell C3.

 To do this. point to selected cells and click the Left Mouse button. drag the mouse to the right when the cells are highlighted – take your finger off of the left mouse button. Secondly. type the text in the cells as you wish. Then click OK.  Then.  First highlight cells you selected. This is how you can align word. holding down the left mouse button. You can also point to several cells you want aligned and do this. .

The formula bar (the area after the "=") indicates the contents of the cell. Point to the group of cells and click the right mouse button to bring up the Format Cells menu.  Click on Alignment and choose Center (vertical & horizontal). In this case.  Then point to OK and click the left mouse button. so the formula bar is empty. All of the cells will then be as centered. Creating a Formula: . there is nothing in cell A1. Formula Bar The name box indicates the currently active cell.

B3. B4. You do not need to use capital letters.Suppose you have a list of various item. and put that total in cell B6. and B5. we want to add the contents in cells B2. Here. You can enter the formula directly into the cell. In this case. so you type "=B2+B3+B4+B5" into cell B6. Excel will convert them to capitals if you don't use them. and the number of each type of item is listed in column B. so type an "=" and then enter the formula. We want to find the total of all the items combined. you enter a formula into cell B6. and you want to calculate the total number of items. or type it into the formula bar. All formulas begin with an equals sign. Calculations And Functions: . To do this. we have names of various items. in column A.

Assume in this case cell 9. = C6 + C7 + C8 Your spreadsheet looks like the image as shown. To do this.Adding Numbers How to add numbers? There are several ways to do this. Each method has its Type-In Method: We want to add the three numbers in cells . advantages and disadvantages. . begin by moving your cursor to required cell. and clicking-on cell. Always move to the cell where you want the answer to be located.To use this method (using the keys on the keyboard) the following in cell.

you will see this formula in the area below the menu bar. you can simply re-type or edit the formula to correct the error. Excel would have thought this entry was a word (text) and this entry would have shown as you typed it. Then. Any time you “create” an error in Excel. When you have completed typing your equation. Try this if you want. click on cell C9 again. Something happened here. If you had simply typed in C6 + C7 + C8. Notice how you typed in an (equal sign) = before the cell location.Now press the Enter key. The total of these cells will now appear in C9. .

Average: To calculate the average of the values in cells B2 through B5.” Subtraction. Point Method: . then divides the total by 4 to calculate the average number of items in each category. The next method will work a lot better for numbers “all over the place.The Type in Method is really easy if you have a few numbers and can see their cell locations on the screen. and (slash) / for division. and Division: You can put in a (minus) . which are on several screens. build some nifty formulas – using these features.for subtraction. you would add to get the total. this is not such a great method. If you have a lot of cells in the formula. then divide the total by the number of values added together: "=(B2+B3+B4+B5)/4" adds the values in the four cells. (asterisk) * for multiplication. As you become more capable we'll. Multiplication.

Now type in the following: =SUM ( {This tells Excel that we are going to sum some numbers in a RANGE which will follow the =SUM(} There are two ways to put in this range: Arrow Key and Anchor Method: With the keyboard arrow keys. We'll now add the numbers a second way. You will notice that a appears in the . As you move you will notice that the cell where the cursor is located appears after the =SUM(.Move to cell C9 again and click-on it. When you get to tap the. This is called an ANCHOR and holds one end of the RANGE in place. move the cursor to cell . Function Method Move again to cell C9. Tap the Delete key on the keyboard to delete the current formula. Delete the formula by tapping the Delete key again. (Period) Key.

Tap the Delete key to remove the This is a really important formula currently in cell C9. . Delete the formula in cell C9 by tapping the Delete key. This is a one cell range. (Cells C6. See how cells C6. that these are the numbers you want to add. Point to Cell C6 – with your mouse cursor. By simply anchoring. Click and hold down the left mouse button and move/drag the cursor down to cell C8. and using page downs. since it only sums you can't do subtraction. you can highlight lots and lots of numbers to add quickly.) Now tap Enter. Mouse Method: Move again to cell C9. or a block/range of numbers. logically. or using the mouse. oint to cell C9 again. Now tap Enter. to cell C8. However. C7 and C8 are highlighted. This indicates the Range . Excel assumes. Now move. Type in =SUM ( as you did before. etc.formula area under the button bar. with the arrow keys. C7 and C8 should be highlighted. This =SUM Function is a great way to add a lot of numbers.

If you select the More functions options. the Excel will know that an expression that needs to be evaluated is about to be entered. Formulas: To perform any type of calculation in Excel. By selecting one of the functions listed. click on the functions button and enter buttons on the formula bar. You must begin with an equal sign (=). If you have a long series of values that you would like to quickly sum. you will get the Paste Functions dialog box that list all of Excel’s built-in Functions. By putting the = sign. you will open a dialog box with all of the arguments for that function to make entering it easier. . it is needed to provide a formula. simply highlight the range and by default. since what we’ll explain below won’t work correctly if you do not delete the formula in cell C9. You can enter the formula on the formula bar. It will give you a list of recently used functions and an option to view all of the built-in Excel functions.DELETE. Built-In functions and formulas: If you need assistance in choosing a function for your formula.

Move down to More Functions and click-on More Functions. like Sum. An “Office Assistant” will appear (see image on left of next page) and you can ask it questions (the little assistant may be a paper clip or just about anything). These formulas are called Functions. Below the Menu Bar (see right) you will see a “sigma” ∑ with a small down triangle to the right of the sigma (see arrow on diagram to the right). Functions There are a number of formulas built into Excel. The drop down menu that you see on the right will appear. Two menu screens will now appear at the same time. . Click on the down triangle.automatically the sum appears in the auto calculate area of the status bar at the bottom of the screen. The two menu screens work together to assist you when you are using functions. The Insert Function menu screen will also appear (see image on right of next page).

In the drop down menu that appears you can see that there are all kinds of formulas (functions) that come with Excel spreadsheet (e.g. . statistical. you can enter data from your spreadsheet into the formulas and receive answers. financial.Let’s work with the Insert Function menu screen. Click-on the small down arrow to the right of Or select a category: (see arrow at left). mathematical. etc. Instead of having to go to math.). financial. or statistical tables in a book.

Clickon SUM. Click-on All in the drop down menu. you’ll know they’re here. Look at all the functions (formulas)! We’ll just go through how to use the addition formula (SUM) in this tutorial. We’ll now show you how to use the Help features of Excel 2003 to work with and understand these functions. timesaving feature. If you need these formulas in the future. . Use the elevator bar on the right side of the Select a function menu screen to move down the list until you see SUM. Then click-on OK.This is a really great. The Select a function menu will look like the image below.

we’ll go to Help.50. The Help in Excel Functions is excellent. you’ll see that Excel 2003 has “guessed” that you desire to add the numbers above cell C9 – where you clicked in your spreadsheet. Smart Excel! Notice that it indicates that cells C6:C8 will be added (sum cells C6 through C8 – the colon (:) means “through. to see how this SUM equation works. click-on Help on this function in the lower left corner of the screen (see lower left arrow above).” It also indicates the numbers in cells C6. If you look at the top of the screen in the SUM area. C7 and C8 and give you the sum 500 (right arrow above). So. To do this. But it’s a little unclear how Excel did this.When you click-on OK.150} = . the Function Arguments menu screen (above) will appear. {300.

.On the right side of your screen you will see a Microsoft Office Excel Help window appear (similar to the one above) that will show you how to use this SUM function (or any function). The bottom of the screen looks like the image at the top of the next page. One of the really neat things about these Help windows is that there are examples for each function. We moved down the SUM help screen using the elevator bar on the right of the help screen. Spend a few minutes looking at the SUM Help window and notice all of the features.

This will put the Assistant away until we need it again . Click-on Hide. A pop-up menu will appear. If the Office Assistant is still on the screen simply point to it and click the RIGHT mouse button. The Function Arguments menu screen will still be on the screen.When you have reviewed all of the help you care to see. If you accidentally close the spreadsheet. and then re-open the spreadsheet as you did on pages 10 & 11. simply reply yes to Save. carefully click-on the X at the upper right corner of the Microsoft Office Excel Help blue bar to close the Microsoft Excel Help window.

point to some “plain part.As you can see. Excel spreadsheet has an . release the mouse button. in the area to the right of Number 1. and drag the above SUM box “away” so that you can see your numbers in C column cells. The below Function Arguments window will appear.” in the gray area above. Carefully. Now that you are becoming proficient with Excel. AutoSum METHOD . we’ll try something special. the “Wizard” has “guessed” that you want to add the numbers in the range C6 to C8. Now click-on the “small box” on the right edge of the Number 1 area (see arrow above).∑ Since we add numbers more than any other operation in spreadsheets. Click and hold down the left mouse button. When you have done this. It has a little red arrow in it.

Point to it and click with the left mouse button. You’ll need to confirm that this is the correct formula. Now look at the upper area of the screen. More Cell Formatting: We want our numbers to look better. Subtraction: In cell C19 we want to subtract ( . tap the Enter key and the SUM function will now be set in cell C9. you’d logically desire to add. for a ∑ (summation) symbol button. just below the menu bar.Auto Sum.additional feature . have a marquee around them and that the SUM function is displayed in cell C9. This can be accomplished by using either the Type-In Method or Point Method. So. Move to cell C9 again and tap the delete key to erase your last formula.)the amount in for Expenses in cell C17 from the amount for Income in cell C9. Go ahead and do this. To do this we'll include dollar signs and decimal points in . Don’t forget to tap the Enter key to confirm your formula. Any time you want to add using this method just click-on the cell where you desire the total to be and click-on the ∑. WOW !! Automatic addition!! Notice that the cells.

our numbers. hold down the left mouse button and drag down slowly to highlight cells C6 through C19. Point to Currency and click-on Currency. This is done by using the mouse. Click-on the Number “Tab” at the top of the Format Cells menu screen. Your screen should look like the one at the top of the next page. Now point anywhere in the highlighted area and click the RIGHT mouse button. Click-on Format Cells (like you have done before). . A pop-up menu will appear. Point to cell C6.

Notice several things. The right side shows the number of decimal places. The 2 is the default for cents. We'll use 2. Notice above the Decimal Places that there is a sample of what our number will look like. At the lower right it shows how negative numbers can appear, depending on your choice. When a negative number is calculated, it will appear with your choice. Now click-on OK. All the numbers now have $. If you have large numbers that are "too wide" for the current column width you will see some ######## in the cells where these numbers are located. If this occurs in your spreadsheet, go ahead and widen the columns as you did previously (Page 6).

Your spreadsheet numbers should now look like the one on the left.

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Division and Percent Now move to cell A21 and type in the word Percent. We're going to calculate a fun percentage to show you how division works and give you some more practice with numbers. Now move to cell C21. Using either the Type-In Method or the Point Method, divide ( / ) the amount for Income in cell C9 by the amount for Expenses in cell C17.

This will give you a horrid number so why not put a percent symbol with it. Now we’ll repeat what we did above to format our $$$$. Point to cell C21 and click the RIGHT mouse button. Point to Format Cells, then click the Number tab, then click-on Percentage. Select zero ( O ) Decimal Places. Click OK. Ta Da !!! a %.

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Copying: We could repeat what we did to this point and fill in the Income and Expenses for each of the remaining columns. There is a simpler way to do this. Assuming our income and expense amounts are about the same, throughout the months, we want to copy the amounts in Column C to Columns D, E and F. This will require two “steps.”

Move your cursor to cell C6. First, we'll highlight what we want to copy; next we'll tell the spreadsheet where we want to place what we've copied. So, point to C6, hold down the

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left mouse button and drag down the column until cells C6 through C21 are high-lighted. Your highlighted area should look like the one on the left. Now, point to Edit in the Menu bar. Click the left button. Point to Copy in the menu that appears. Click the left button. The menu disappears. You will notice that once again, when you highlight an area, a marquee of running lights moves around the copy area. So, you’ll know you highlighted the correct area (image on right). Now we'll tell the program where to copy the information. Point to cell D6, click and hold down the left mouse button and drag down and to the right to cell F21 (This will highlight three columns -OCT, NOV, DEC -- to copy to.). When you have finished your highlighting, your screen should look like the one at the top of the next page. Now point to Edit in the Menu Bar again and click the left button. Point to Paste. Click left button.

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Click on a cell away from the area where the numbers are located.

Change a few numbers in each of the months in both the income and expense areas to see how the spreadsheet works. (This will make the graphs we’ll create more realistic when we create them later in the tutorial.) Move to cell G6 under the title Monthly Totals. Choose one of the formulas you learned earlier to add each of the amounts in

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Parents for the four months. Use any of the four methods you desire. Your spreadsheet should look like the one to right, just before you copy the formulas.

After you have completed your formula copy it to cells G7 through G19. You will see some "stuff (zeroes)" in cells G10, 11, 12, and 18. This is because there was "nothing there" to add. So, go in and clean-up these cells by deleting the zeros in these cells. Next, go to cells G9 and G17 and underline like you did before (Page 5).

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we need to copy this percentage separately. If we had copied a SUM formula. The following is an illustration of absoluting. We want a percentage of just the Monthly Totals. Now. and a % in G21. Your spreadsheet column G should look something like the image on the right Absoluting (and multiplication) There are times. it would have added the four percentages. To stop the cells from “rolling” we utilize something called absoluting. So. Now put a $ in cells G6 through G19 if you need to. Go to cell A25 and type-in 260 . We don’t want the sum of the percentages.Copying Percentage Formula Notice that we didn’t copy the percentage formula when we started this last copying effort. Go to cell C23 and type in a 2 – and tap the Enter key. Go to cell A23 and type-in Number. that we do not want a cell to "roll" to the next column when we use the copy feature of the spreadsheet – like it did in our last copying exercise. when we are working with a spreadsheet. copy the percentage formula in cell F21 to cell G21. Result.

F25 and G25. You may use either the Type-in or Point method. To do this we utilize something called Absoluting or Anchoring. E25. how C23 (the cell with the 2) "rolled" and became D23. F25 and G25. E25.”We want the 2 to be in each formula and not to "roll". F23 and G23 (which are blank this caused the "0's"). Go to cell C25. Point to each of the cells D25. 261 .We'll now create a formula to multiply our number times Net Income. Notice. Your row 25 should look similar to the one below. E23. Go back to cell C25. A blank times a number is a “0. and type-in a formula to multiply cell C23 times cell C19. Now copy the formula in cell C25 to cells D25. as you click on each cell and look at the screen. Now we'll enter the formula again. The formula should look like: =C23*C19 The result in C25 should be two times the net income in cell C19. but a little differently (to anchor the 2).

E25. NOW. Absoluting is something you should know and understand. The numbers should now be correct. If you want go in and change some more numbers or change the income and expense titles to something you feel is more fun or appropriate. Pause and reflect -. (This tells you that cell C23 is absoluted or anchored. tap the F4 key.Look at all you have accomplished. Your row 25 should look similar to the image below. F25 and G25 (like you did before). that the =C23 changes to: $C$23. F25 and G25 again. The "$'s" indicate the absoluting. You will notice the "$'s" have copied the =$C$23 to each cell (absoluting) and the Net Income figures have rolled as they should.Type-in a =C23 (or you could type = and point to C23). E25.) Now finish the formula by typing in or pointing *C17 as before. in the Edit bar at the top of the screen. Tap Enter. The formula should look like: =$C$23*C19 Now copy the formula in cell C25 to cells D25. Notice. please do so. Point to cells D25. 262 .

Sometimes they're wrong. we’ll show you how to take care of the problem a bit later. Printing First. For the moment. It's usually a good idea to see what our printout will look like – before you print it. A picture. Unlike a word processor. and that you have not “clicked” somewhere that will cause a problem. To do this we’ll click-on the Print Preview Button in the Button Bar. Point to the Print Preview button and click on it. of what our printout will look like. Sometimes they're right.The next important lesson is to learn how to print. 263 . move to cell A1. First. If you do have problem. All of the Windows spreadsheets try to figure out what you want to print. we’ll assume that Excel 2003 will “guess” correctly. you may need to highlight what you want to print. we’ll use a Print Preview to “see” what our spreadsheet looks like. appears on the next page. which we’ll know in a second.

This means that the buttons are not “active. This confirms that our spreadsheet is on one page Click-on OK in the Print menu screen that appears. If we saw that the Next button was active. Notice that the Next and Previous buttons at the left end of the bar are not highlighted with text – they are just gray. this would mean that there are other pages to our spreadsheet.” This indicates that we are OK with our spreadsheet – it is all on one page. 264 .At the top of the Print Preview screen you will see the button bar above. We’ll use a number of the buttons on this bar to assist us with our printing. If you’ll look at the lower left corner of the Print Preview screen you’ll see: Preview: Page 1 of 1.

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Excel Printing . To change Page Setup options From the File menu. click on the Page tab. From the Page Setup dialog box displayed.Next. set the page scale and size. 266 . Now click-on Setup in the top button bar.Page Settings The options that can change here includes the paper orientation. notice that an “image” of your spreadsheet appears below the button bar (above). and print quality. click Page Setup.

select Portrait or Landscape by clicking the option button. 267 .To set the printing paper orientation In the Orientation section.

select the size you require. To set other printing options Paper size Print quality Page numbering In the Paper size: drop-down list box. choose the Adjust to: option button and enter a percentage to scale (in conjunction with normal size) in the Adjust to spin box. You also can choose to center the data of a page. Excel Printing . Choose the Fit to: option and enter the dimensions of the pages in the wide and tall spin boxes. To begin page numbering with a different number. left and right margins of the page. choose the quality you require (higher dpi – better quality). select the First page number: text box and enter the number you want to use. 268 . bottom.Margins Settings Proper Microsoft Excel printing that involves margins is to set the top.To set the scale of the page In the Scaling section. In the Print quality: drop-down list box.

Bottom. Left. 269 .To change the page margins From the Page Setup dialog box displayed.  Click on the Top. or Right margin spin box to change the settings. select the Margins tab.

Click on the down arrow to the right of the Header: list box to reveal a list of available headers.Header/Footer Settings Proper settings of page header and footer are important as it will affect the overall look of a page in Excel printing. To change headers and footers  From the Page Setup dialog box displayed. Click on the Custom Header or Custom Footer button to display the Header   In of the header or footer. click on the Header or Footer. Click on the header required to select it. To change header and footer margins. enter any data you want to appear at the left margin . select the Header/Footer tab. 270 the Left section: box. Click OK.  Excel Printing .

 You also offered the following options: Format font Click this button after highlighting the text to change the font. Add the current time. enter any data you want to appear at the right margin of the header or footer. Add the file path name (location of the file) Add the name of the workbook file. Page number Insert the page number of each page. Bring up insert picture window and you can choose a location to insert picture. 271 . In the Right section: box. Number of Use this feature along with the page number to create pages Date Time File path File name Tab name Insert picture strings such as "page 1 of 15". enter any data you want to appear at the center of the header or footer. and style. size. In the Center section: box. Add the current date. Add the name of the worksheet’s tab.

From the Page Setup dialog box displayed.  Excel Printing . So make sure you follow the steps here closely.Sheet Settings In Excel printing. sheet settings is very important as it will control what and where to print of a page. select the Sheet tab. 272 . Your new header (or footer) will be displayed in the Page Setup dialog box in the Header or Footer list box. click on OK. click Page Setup. To change sheet options From the File menu. Click OK to close the Page Setup dialog box.Format picture   Format the inserted picture. When you have finished.

repeat at top It enables you to print the selected top row appear on every printing sheet. Click on the icon in the right of the text box and drag Rows to over the rows you wish to repeat at the top of the page. Columns to Click on the icon in the right of the text box and drag repeat at left over the columns you wish to repeat at the left of the 273 .Enter the worksheet range you want to print. or click Print area on the icon in the right of the text box and drag through the worksheet areas you wish to print.

Select Down. Black and White. then down. Will print the data in blank and white without color.e. Gridlines.page. not the normal quality. i. then over. Row and Column Headings (see below). More on printing elements (when you tick on the following option): Gridlines Black and white Draft quality Row and column headings Will print the Excel gridlines. It enables you to print the selected left columns Elements that will print Page order appear on every printing sheet. The printing will be in draft quality. Draft Quality. or Over. Tick on the element you wish to print. Will print the worksheet including the row and column headings. 274 . You only can see the effect if you have data across a sheet that cannot fit into one printing page.

there are three buttons: Options Do necessary adjustment with the printer settings. 275 . the Name: list box. choose the printer you wish to use.In the right hand side. Print Print the worksheet. From the Print dialog box displayed. click Print. To change the Excel printing settings   From the File menu. Print Preview Preview your worksheet before printing. do the necessary changes as follow:  From the Printer section.

Try this a couple of time. 276 . select whether you want to print All pages in a range. Selection. The options will vary depending on what type of printer you have. In the Page range section.e. Select what you want to print in the Print what section. or enter the starting and ending page numbers in the From: and To: spin boxes. It is a really handy feature. it will zoom-out.   Click OK to close the printer properties dialog box. you move your cursor over the spreadsheet.  If  Now click-on Setup in the top button bar. your magnifying glass will “zoom-in” on the exact spot where the magnifying glass is located. you’ll notice that the cursor changes from an arrow to a tiny magnifying glass. If you click-again.     Change the options required. Click the Properties button to display the Properties dialog box for the printer. i. or Entire workbook. Specify the number of copies you want to print in the Number of copies: spin box. Click OK again to start printing the worksheet. Active sheet(s). If you click the left mouse button.

In the Orientation area click-in the small circle in front of Landscape (see arrow above). The spreadsheet will now 277 . Now we’ll enhance the spreadsheet to make it a bit more presentable.The Page Setup menu screen at the top of the next page will appear. Notice that the Page Setup menu screen indicates that you are in Portrait view.

change the size to 125. Then click-on OK. 278 . in the Scaling area. Next. or by typing in the information. click-in the box to the left of % normal size. Using either the “up/down” arrows.print on the page as indicated.

PowerPoint allows you to construct presentations from scratch or by using the easy to use wizard.Introduction into Microsoft PowerPoint Microsoft PowerPoint is a powerful tool to create professional looking presentations and slide shows. Introduction to PowerPoint • • • • What is PowerPoint 2003? Starting PowerPoint 2003 The opening PowerPoint screen PowerPoint and Microsoft office 279 .

• • • • Slides and presentations Opening an existing presentation Saving a presentation Closing a presentation and exiting PowerPoint The PowerPoint screens and views • • • • • • • • The standard toolbar The formatting toolbar Status bar The view icons Normal view Outline view Slide view Slide show view Using auto-layout • • • Choosing an auto-layout The title slide Bulleted list 280 .

e.• • • • • • • Two column text Table Text and chart Organization chart Chart (i. Graphs) Text and clipart Blank (slide) Printing a presentation • • How do you want to print your presentation? The print dialog box Creating a simple text slide • • • • • • Creating a new blank presentation Selecting a slide layout Simple text slide To insert a new slide Deleting and re-ordering slides within a presentation Manipulating slide information within normal and outline view Creating notes for your slides • 281 .

copying.Formatting and proofing text • • Formatting options-Select then do! Text formatting Pictures and backgrounds • • • • • • • • • • • The drawing toolbar Using the drawing tools Auto shapes Using clipart Selecting objects Grouping and un-grouping objects Formatting objects Cutting. pasting and duplicating Moving objects forwards or backwards Applying and creating color schemes Adding a custom background Creating and running a slide show • • • • • Navigating through a slide show Slide show transitions Slide show timings Slide show annotations Hidden slides 282 .

283 . and animation. with the file extension . View: Microsoft PowerPoint has three main views: normal view.htm.html or . Slides are similar to the individual pages in a print document.• • • Animation effects Meeting minder Slide show shortcuts Definitions Presentation: The primary type of file PowerPoint is used to create. Normal view is the main editing view. or they can be more complex and include elaborate colors and images. Slides: Individual parts of a presentation. Finally. you can save your presentation as a web page. graphics. and can contain text. Layout: The specific arrangement of text and images on a slide. Layouts can be very simple. You can also include animation. Presentations typically have the file extension . Slide sorter view is an exclusive view of your slides in thumbnail form. and slide show view. slide sorter view.ppt.pdf. consisting of simple titles and text. you can also save PowerPoint presentations as Adobe Acrobat documents with the file extension . however. sounds. and other multimedia objects in your layout. helpful for rearranging the order of your slides.

” Sizing handles: Small circles that appear along the edges of the selection rectangle around an object on your slide. I’ll show you how to select different design templates. and tables.with black text on a white background . You drag a sizing handle to change the shape or size of an object. Later. although it is possible to select a different design template for each slide.Slide show view takes up the full computer screen. A design template can be very basic . the slides typically take up the whole screen. Slide Show: The way a presentation appears when you are presenting it. Placeholder: Boxes with dotted or hatch-marked outlines that appear when you create a new slide. Design Template: The specific “look” of a slide or group of slides. These boxes act as "placeholders" for objects such as the slide title. you see your presentation the way your audience will. and they appear in sequence. To maintain 284 . clip art. In this full-screen view. When you display your slides in a slide show. text. PowerPoint presentations have the same design template for all slides. Typically. like an actual slide show presentation.or it can be very colorful and complex. charts. Placeholders are sometimes called “text boxes.

285 . simply drag a Starting Microsoft PowerPoint Two Ways 1.the proportions of an object while resizing. Double click on the Microsoft PowerPoint icon on the desktop.

Click on Start --> Programs --> Microsoft PowerPoint Creating & Opening a Presentation After you open up Microsoft PowerPoint.2. style. • AutoContent Wizard o Creates a new presentation by prompting you for information about content. handouts. a screen pops up asking if you would like to create a New Presentation or Open An Existing Presentation. The new presentation contains sample text that 286 . purpose. and output.

o 2. Use what is already supplied by Microsoft PowerPoint and change the information to your own. blank presentation using the default settings for text and colors. 287 o . Simply follow the directions and prompts that are given by Microsoft PowerPoint.you can replace with your own information. • Blank Presentation o Creates a new. Click on your presentation in the white box below step 1 o Locate you existing Presentation and hit the Open button Create a Blank Presentation After you select Blank Presentation a window pops up asking you to select the layout of the first slide. select More Files and hit OK. Select Open An Existing Presentation from the picture above If you do not see your presentation in the white box. Go to next step: Creating A Blank Presentation Opening An Existing Presentation 1. • Design Template o Creates a new presentation based on one of the PowerPoint design templates supplied by Microsoft.

Pre-Designed Slide Layouts (Left to Right) • • • • • • • • • • Title Slide Bulleted List Two Column Text Table Text & Chart Chart & Text Organizational Chart Chart Text & Clip Art Clip Art & Text 288 .

Normal View Outline View Slide View 289 . then you can still insert what you want in throughout your Presentation anytime you desire. it is a very good idea to choose one of the pre-designed layouts from above. However if you do not. Just choose Blank Slide and insert items as you see fit.• • Title Only Blank Slide NOTE: If you already know what you want in your next slide. Different Views That PowerPoint Demonstrates There are different views within Microsoft PowerPoint that allow you to look at your presentation from different perspectives.

The next step will show you how to apply a Design Template.Slide Sorter View Slide Show View Slide Manipulation • Inserting A New Slide 1. Select New Slide Formatting A Slide Background o You can format your slide to make it look however you would like. 290 . picture. whether it be a background color. Click Insert at top of screen 2. or a design template built into Microsoft PowerPoint.

4. Click Insert at the top of the screen Select Picture Select Clip Art 291 . Select Design you wish to apply 4. Display the slide you want to add a picture to. 3. 2. 2. 1.but the other items mentioned above can be accomplished the same way. Click Format at the top of the screen Select Apply Design Template 3. Click Apply Button Inserting Clipart & Pictures 1.

Click Insert Clip on the shortcut menu 8. 292 .5. Steps 1-4 are very similar when inserting other Pictures. select the slide or slides you want to add a transition to. When you are finished using the Clip Gallery. In slide or slide sorter view. Follow these steps when adding Slide Transitions. and Charts Adding Transitions to a Slide Show You can add customized transitions to your slide show that will make it come alive and become appealing to your audience. click the Close button on the Clip Gallery title bar 9. Sounds. Click the category you want 6. Objects. Click the picture you want 7. 1. Movies.

Click Slide Show at the lower left of the PowerPoint window. click the transition you want. 7. 293 . Viewing The Slide Show You can view your slide show by any of the following ways: 1. click Animation Preview. 6. click Apply to All. 5. and then select any other options you want 4. on the Slide Show menu. On the Slide Show menu at the top of the screen. To apply the transition to the selected slide. To view the transitions. Repeat the process for each slide you want to add a transition to.2. click Apply. click Slide Transition 3. To apply the transition to all the slides. In the Effect box.

On the Slide Show menu. Unpack a presentation to run on another computer 1. Follow the instructions in the Pack and Go Wizard. Press F5 on the keyboard Navigating While In Your Slide Show • Forward Navigation o Simply click on the left Mouse Button or hit the Enter Button on your keyboard • Reverse Navigation o Hit the Backspace on the keyboard Hit the Esc Button on the keyboard • Exiting the show o Pack up a presentation for use on another computer 1. click Slide Show. In My Computer. Open the Presentation you want to pack 2.2. Insert the disk or connect to the network location you packed the presentation to 2. go to the location of the packed presentation. and then double-click Pngsetup 294 . On the File menu. On the View menu. click Pack and Go 3. 3. 4. click View Show.

3. Enter the destination you want to copy the presentation to Starting PowerPoint This section describes how to start PowerPoint. In normal view. a “Task” pane that will display the following options for getting started: 295 . and how to start creating a presentation from scratch. go to the Start menu and select Programs ->Microsoft Office ->Power Point. in sequence. • Off to the right. Step 2: PowerPoint opens in “ Normal” view. a “Slides” pane that will display a thumbnail sketch of all the slides in your presentation. • Off to the left. Step 1: To start PowerPoint. what you will see when you first open the program. you will see the following: • A blank slide in the center of the window.

” to open a pre-existing presentation. 296 . “Open.” to start a new presentation.i. Step 3: Click "Create a new presentation" to start a new presentation. Step 4: Click “Blank presentation” to create a presentation from scratch. "Create a new presentation. ii.

and delete text. To apply a layout to only certain slides. Text and Slides This section describes how to apply a layout.” “From AutoContent wizard” and “From existing presentation. format. NOTE: You may change the layout of all or some of your slides at any point while working on your presentation. insert. and then go to the task pane on the right. Layouts. To apply a layout to your new slide: Step 1: Scroll through the available layouts in the “Slide Layout” task pane off to the right. Step 2: Click on the layout you would like to apply to your slides.Your other options here are “From design template. select the slides you want in the slide pane on the left. Click the downward arrow button on the right side of the layout you want in 297 . and insert and delete slides.” Step 5: Click on a desired layout from the choices that appear in the task pane. A discussion of layouts follows in the next section.

the task pane on the right. You will get a menu that lets you choose "apply to selected slides". 298 . You may notice this toolbar is identical to the one used in Microsoft Word. You may use the formatting toolbar at the top of the PowerPoint window to apply various formats to your selected text. Step 2: Enter text. To insert and format text in a slide : Step 1: Click inside a placeholder.

” To delete text : Option #1: Highlight the text you want to delete by dragging the cursor over the letters. To insert a new slide: Option #1: Go to Insert->New Slide.Step 3: When you are finished entering text. and then press the delete key. 299 . Option #2: Click on the selection rectangle around the text so that its border changes from hatch marks to dots. Option #2: Click on the "New Slide” button on the formatting toolbar at the top of the PowerPoint window. positioned after the selected slide or slide you were viewing. A blank slide will appear in the workspace. click outside the placeholder on some “empty space. and press the delete key.

Option #2: On the Slides pane (off to the left). position your cursor to the point in the presentation where you would like the new slide to appear (i. between slides.e. To delete a slide: Option #1: Go to Edit->Delete Slide. 300 .Option #3: On the Slides pane (off to the left). or at the end of the presentation). and choose “New slide” from the menu that appears. at the beginning of the presentation. Right click. The current slide will disappear from the workspace. click on the slide you would like to delete. and then hit the <Delete> key.

Design Templates and Images This section describes how to use Design Templates to change the appearance of your slides. click once on the "Task Pane" option. Verify that this option has a checkmark next to it." 301 . and select "Slide Design. This Task Pane should be labeled "Slide Design". click once on the directional arrow to the right of the Task Pane title. If it is not. To change the design template: Step 1: Go to View->Task Pane. Step 2: You will see the current Task Pane on the right-hand side of the PowerPoint window. It also describes how to insert and manipulate images on your slide. If it does not.

Use the scrollbar to browse through the available templates. 302 . mouse over the desired template. Step 4: Click once on the design template you would like to apply to your presentation. choose Apply to Selected Slides.Step 3: You will see a number of design templates displayed in the Task Pane. and click on the arrow button that appears on the left side of the template icon. If you would like to apply the design template to only selected slides. From the menu given.

and navigate to your picture file.To insert a picture into your presentation : Option #1: If you have already saved the picture you would like to insert. Select your file. go to Insert->Picture->From File. 303 . Go to Insert->Picture->Clip Art. Otherwise. enter a word that describes it in the text box labeled "Search Text. You will see that the "Insert Clip Art" task pane is visible on the right side of the PowerPoint window. Your picture will appear on the current slide. If you know what kind of clip art you want." and hit <Search>. ii. and click “Insert”. simply hit <Go>. Option #2: If you would like to insert clip art: i.

You will see a number of small circles appear along the edge of the picture. Your clip art will appear on the current slide. These circles are called "sizing handles." There is also one green circle. 304 . To change the shape of a picture: Step 1: Move your cursor over the picture and click once to select it. with sizing handles visible. iv. Click once on the clip art you would like to insert.iii. Use the scrollbar to browse through available clip art. which is used to rotate the image.

Step 2: Click your cursor on one of the sizing handles that appears on the corner of the picture. hold the mouse button down. and drag the picture to make it smaller or larger. Step 3: Release the mouse button when you have achieved the desired shape.Step 2: Click on one of the sizing handles that appears on a side of the picture. Your pointer will be a double-sided arrow when you are directly over a sizing handle. To change the size of a picture: Step 1: Move your cursor over the picture and click once. 305 . You are distorting the picture by stretching or squishing it. You will see the sizing handles described above. hold the mouse button down. Using these corner handles maintains the original proportions of the image (it does not stretch or squish). and drag the handle to change the shape of the picture.

Move your cursor over the picture. and left. Move your cursor over the picture until the cursor looks like this . Use the direction keys to move the picture vertically. iii. Option #2: Using the direction arrow keys: i. Release the mouse button when you are satisfied with the location of the image. or just a tiny bit. 306 . ii. horizontally. To move a picture : Option #1: Using the mouse: i. iii. ii. hold the button down.Step 3: Release the mouse button when you have achieved the desired size. right. Click the mouse button. This option works well when you need to adjust the position very precisely. Click the mouse button once. and drag the picture to change its location.

Click this button to then select and move objects on your slide. The following is an explanation of basic tools on the toolbar. and action buttons. among other things. Autoshapes: this button gives you the option to insert pre-designed objects such as lines. Click on Drawing so that a check mark appears beside it on the menu. Select: this button looks like the cursor arrow. 307 . from right to left : Draw: this button gives you options for moving or manipulating the objects already on the slide that you have selected. or position objects in front of or behind each other with the order option. basic shapes. Sometimes you need to create your own visual effects to get your point across. go to View->Toolbars->Drawing. The drawing tools give you the ability to do this. To view the Drawing toolbar. you can rotate or flip objects. For example. align multiple objects in relation to one another. arrows.Drawing Tools This section is an introduction to tools on the Drawing toolbar.

then click or click and drag (depending on which object you choose) on your slide to insert that object. Simply choose one of the options from the Autoshapes menu. Design Templates and Images. Hitting the <enter> key on the keyboard takes you to the next line of text. You can also resize a text box using the sizing handles. then clicking and dragging in your slide. Once you select a style and enter your text 308 . pre-designed styles for formatting your text.among other things. Rectangle and Oval: these tools allow you to insert rectangles or ovals by clicking the tool. Text Box: clicking this tool and then clicking in your slide inserts a box in which you can type an unlimited amount of text. the same way you resize an image. WordArt: this tool gives you some dramatic. then clicking and dragging in your slide. You can move a text box by clicking on the border (your cursor should be a 4points arrow) and dragging it to the desired position. This box is the same as the placeholders mentioned in the “Layouts” section of this tutorial. Line and Arrow: these tools allow you to insert lines or arrows by clicking the tool. You can then manipulate that object by using the sizing handles. The box expands to accommodate what you type. as mentioned in the previous section.

Once you click on the clip art you want. You can choose the color. 309 . Again. and you also have choices of effect. You may apply line color to line objects. size. your selection is inserted into your slide. You can manipulate that WordArt object as you would an image or text box. Line Color: similar to fill color. you can manipulate these (position. line color lets you assign color to lines in your slide. and gradient. or the image file you want.in the WordArt dialogue box. pattern. Insert Diagram or Organizational Chart: this tool gives you some pre-designed diagrams or charts to choose from. Text Color: this lets you assign color to text in a selected text box. your text is added to your slide. Insert Clip Art and Insert Picture: these tools open the clip art task pane or ask you to navigate to an image file. Fill color: this tool allows you to choose whether to fill a selected object on your slide with a color. such as texture. shape) as you would an image or text box. respectively. which are then inserted into your slide. or to the lines around selected shapes or text boxes.

click on the slide you wish to move. and move the object to a new location in the presentation (between slides. at the beginning or at the end). To manipulate your slides in "Slide Sorter" view: Step 1: Go to View->Slide Sorter. Step 2: To rearrange slides. the solidity (dashes or dots) and the endpoints (arrows. It also allows you to add notes to accompany the slides in your presentation which are helpful for creating handouts. It also describes how to print your presentation.Line. Dash and Arrow Style: these tools let you change the weight (how thick or thin). PowerPoint allows you to view your slides in different ways to make it easier to manipulate the content of your presentation. diamonds) of a selected line. Lift up on the mouse button when you are satisfied with the new 310 . hold down the mouse button. circles. Views and Printing: This section describes how to use different views in PowerPoint.

You will be shown a preview of how your printed document will look like. Step 2: You will see a frame at the bottom of the PowerPoint window labeled "Click to add notes. so that you don't waste paper or pay for printouts you did not want. A vertical line between the slides indicates the position to which you are moving the slide. go to View-> Normal. Step 1: Go to File->Print Preview. Step 2: If you are satisfied with the appearance of your document. To print your presentation: NOTE: You should always preview before printing.location. click on 311 . Step 3: To return to Normal view. To add notes to your presentation: Step 1: Go to View-> Normal." Click once in this window and add text.

You can preview what each one of these looks like by clicking the <Preview> button in the lower left corner of the Print dialog box.the "Print" button at the top left of the preview window. Choosing Options in the Print dialog box : Step 1: In the Print dialog box. Handouts. click on the "Close" button and make any necessary changes. Otherwise. you will see a "drop-down" menu labeled "Print what:” You can choose from Slides. Notes Pages. and Outline View. Step2: You also have the ability to choose which slides to print in the 312 .

Step 3: Click the <OK> button to print. To print your presentation with your notes displayed: Step 1: Go to File->Print Preview Step 2: In the drop-down box labeled "Print what:" change the text to read "Notes Pages. and how many copies in the Copies section of the dialog box. click on the "Close" button in the Print Preview dialog box and make any necessary changes 313 ." Step 3: If you are satisfied with the appearance of your document.Range section of the dialog box. click on the "Print" button. Otherwise.

314 . choose New and select AutoContent Wizard.Create a presentation using the AutoContent wizard: FILE: NEW: From the File menu. choose Undo. Reverse an action: From the Edit menu.

choose Exit.Save a new presentation: From the File menu. choose Save. As you create a presentation. End a PowerPoint session: From the File menu. 315 . you can switch among the four views as you work. Understanding PowerPoint PowerPoint gives you four views in which you create and organize your presentation.

Slide Sorter ViewTo be in Slide Sorter view you click on the following button located in the bottom-left hand corner of any slide: ( ). to view your title slide in 316 . The Outline view shows all the titles and body text in your presentation. you have access to all the tools on the Tool Palette as well as buttons on the Toolbar. add other text to the slide. you can move slides around within your presentation and also edit your text. add clip art. In Slide view. In Slide view. you work on one slide at at time. In Outline view. Outline ViewTo be in Outline view you click on the following button located in the bottom-left hand corner of any slide: ( ). Here. choose a color scheme. make a graph. draw shapes.Slide ViewTo be in Slide view you click on the following button located in the bottom-left hand corner of any slide: ( ). The Slide view shows a single slide. ). you can type your slide title and body. etc. Click on the Outline view button ( this view.

This is the Slide Show button. to view your title slide in this 317 . There is one more button located in the bottom.left hand corner of any slide :( starting from the currently selected slide. Click on the Notes view button ( view. ). Slide Show: You now know all of PowerPoint's views.The Slide Sorter view shows you a nature of each slide in your presentation. You can also select and copy multiple slides should you want to use them in other presentations. You can drag slides around on the screen to reposition them in this view. Click on the Slide Sorter view button ( in this view. ). Notes ViewTo be in Notes view you click on the following button located in the bottom-left hand corner of any slide: ( ). You can draw and type in Notes view the way you can in Slide View. Each page corresponds to a slide in your presentation and includes a reduce image of the slide. The Slide Show button runs a slide show ). to view your title slide The Notes view lets you create speaker's notes.

presentations will be based on a Master Slide. The next topic in the tutorial will focus on understanding PowerPoint Masters. In general. Your screen should look as follows: 318 . Now that you know all of PowerPoint's views it is time to learn how to work within a slide.You can see slide show by clicking F5.

Click Save again to save your file. click Save. welcome1). and then enter a file name for your presentation (for example. From the File menu.1. 319 .

To add graphics to your presentation 1. 320 . -OrClick the New Slide button on the Formatting toolbar to add a new slide to your presentation. Click New Slide from the Insert menu.

Click the box that says Click to add text. Remember that a tool tip will divulge the auto layout name if hover on the object for a second. for example. Convenient to your schedule. click Title and Text (formerly Bulleted List) on the New Slide dialog box if it isn’t already selected. Access classes anytime anywhere. and then type the title for that page (for example. From the Insert menu. Type the name of the type of clip art you want. and then type two or three bullets (for example. type Transporation in the box under Search For. and then click Search.2. 6. point to Picture and then click Clip Art to open the Insert Clip Art task pane. 3. 321 . Education for people ON THE GO). Education to Fit Your Schedule). 5. Click the box that says Click to add title. 4. In the Slide Layout pane.

click the SmartTag in the lower right corner of the image. This is a simple one time process that is initiated the first time you insert clip art. 8. To undo automatic formatting. click Save to save your work. you can adjust the size and position of the graphic. 322 . double-click the image. From the Format Picture dialog box. The clip art will be inserted on the slide. click the thumbnail for the image you want to insert.(Note: All clip art may not appear unless you have access to the Office CD in your CDROM drive or internal network and you have cataloged the images on your local hard disks. From the File menu. and select Undo Automatic Layout. To change the format of the graphic. From the search results.) 7.

323 .

Inserting Vertical Slides in Horizontal PowerPoint Presentations Most Microsoft PowerPoint presentations use a landscape orientation. Though unusual. this is possible with PowerPoint. (The presentation slides are wider than they are tall). for example. Slides choose Portrait and click ok. 2. 324 . This layout is usually more desirable for reading text and charts. there may be times when you want to create a presentation using a portrait layout (slides are taller than they are wide). Click File > Page Setup. Open a new existing PowerPoint presentation. To create a PowerPoint presentation with vertical slides: 1. 3. However. Consider the outdoor billboard. Under Orientation.

. It is full of text and the occasional graphic. In general. . the slides look something like the following: Assume you want to create a slide containing a chart with phenomenal vertical growth . 325 .All slides will be laid out vertically. Are there ever instances in which you would want to use both types of slide layouts in the same presentation? Perhaps. Consider a presentation that uses a "traditional" horizontal slide layout.

. The height of the slide reiterates the dramatic 4th Quarter results. you must create two presentations: one for the horizontal slides and one for the vertical slide(s) . horizontal presentation to include vertical slides (with the portrait orientation).This chart would look fine on a horizontal slide — but it is much more dramatic on a vertical slide. 326 . . PowerPoint lets you combine both vertical and horizontal slide layouts in a single presentation (actually two linked presentations) — and the effect is nearly seamless to the audience. To insert vertical slides within a horizontal slide presentation If you want a traditional.

9. Then click OK. Click Insert > Hyperlink. Store these two presentations in the same folder. Header & Footer: 327 . Create the vertical PowerPoint presentation. Select the text or graphic to use as a hyperlink. 5. Open the horizontal presentation (this is the main presentation) and go to the slide from which you want to jump to the vertical presentation. 7. 6. Save and run the horizontal presentation to test.1. 4. Select the name of the vertical presentation. 8. 2. Create the horizontal PowerPoint presentation. 3.

Insert Picture: You can insert picture through this method. 328 .You can Header & Footer through this option.

Before you begin You should know two things about transparent graphics: • • You can make only one color transparent. 329 . Fortunately. you did not create it. Instead. this is easy to accomplish. we may want to insert a "transparent" graphic into a PowerPoint presentation. To create a transparent graphic 1. insert the desired picture. You want to insert a graphic of a woman. When you insert this graphic in your presentation. Select the picture you wish to make transparent. the white background of the file makes the presentation look amateurish. and the central image lies on the slide background. 2. You inherited this particular graphic. This means the background color of the graphic "disappears". For example. Open a PowerPoint presentation. you would like the central image (the woman) to appear simply on top of the green slide background. This option is not available for all clip art. assume you are working with a presentation that has a dark green background. 3. If necessary.Creating Transparent Graphics in PowerPoint At times.

4. or you can use images that are already created. Open a PowerPoint presentation. PowerPoint replaces all instances of this color with the background color. You can create digital images yourself using a digital camera. the transparent areas are white. 5. The cursor changes. On the Picture toolbar. 330 . Printing When the slide containing the graphic is printed. Click the color (in the graphic) you want to make transparent. click Set Transparent Color. Note Sometimes what appears to be one color in a graphic is actually many combined colors. The transparent option replaces only one color with the background color. PITURE: To insert a digital image in a presentation 1. Inserting Digital Images in PowerPoint Presentations Digital images come from a variety of sources.

331 .2. On the Insert menu. select Picture > From File. Navigate to the slide in which you want to add the image.

Using the mouse. place the image where you want it to appear.1. select the image and right-click. Select the desired image and click Insert 2. recolor.). 332 . etc. 3. recolor. Select Format Picture. Using the mouse. place the image where you want it to appear. Select the desired image and click Insert 4. Optional: If you want to edit the image (crop. Select Format Picture. add a border. Optional: If you want to edit the image (crop. etc. select the image and right-click.). 6. 5. add a border. The following dialog appears. The following dialog appears.

Make changes as desired and click OK.7. Insert + Picture + Clip art 333 . In the menu bar click on. Insert Clip art: You can insert Clip art through this method.

You can edit labels and add boxes as desired. You can create a chart or table in a variety of applications and then copy or link the file to a PowerPoint presentation. Then. you can embed the chart in or link the chart to a PowerPoint presentation. you place a copy of the original object in the client document. When you embed an object. The templates contain boxes with fields/labels. Even easier — you can use the unique Microsoft Organization Chart feature! Microsoft Organization Chart allows you to create a new chart using one of two templates. It is then completely 334 .Inserting Organization Charts in PowerPoint There are several ways of adding organization charts to PowerPoint presentations.

The client document is automatically updated when you make a change to the object in the original document. the object appears in the client document. 335 .separate from the original chart. When you link an object to a client document. Open the desired PowerPoint presentation. 2. but it still resides in the original document. You can edit the embedded object independently from the original. 3. Display the slide to which you want to add the organization chart. You can also use this feature to add flowcharts to presentations as well! To insert an organization chart in a PowerPoint presentation 1. select Picture > Organization Chart. On the Insert menu.

Select Help > Index for help with tools. 336 .Use the Organization Chart tools and menus to design your chart. etc. Click Yes. 5. Insert Auto Shapes: You can insert Auto Shapes through this method. select File > Exit and Return to "Presentation". You can find this layout by selecting the following: Format > Slide Layout > Organization Chart. 4. PowerPoint comes with a slide layout that includes a placeholder for an organization chart. The chart is added to the slide. When you are finished with the chart.

such as bulleted lists. numbering. Insert Table: You can insert Table through this method. • • Use Microsoft Word for simple tables.Insert Chart: You can insert Chart through this method. Use Microsoft Word for tables that include complex graphics formatting. hanging indents. 337 . Word can format table automatically. individual cell formatting. custom tabs. and cells split diagonally.

statistical analysis. or charts. you define how to use this button during the slide show. Then. You simply add an action button to a presentation. Use Microsoft Access or Microsoft Excel for powerful sorting and search capabilities. Use Microsoft Access when you need full database capabilities. Excel can format table automatically.• Use Microsoft Excel for tables that include complex calculations. Consider the following options: • Jump from one presentation to another without closing the first one Jump to a slide not contained in order Insert a sound Go to an Internet address • • • To insert a sound button in a PowerPoint presentation This example reveals how easy it is to add a sound button to a PowerPoint presentation. • • Inserting Sound Buttons in PowerPoint Presentations PowerPoint makes it easy to do all sorts of things through the use of action buttons. 338 .

select Auto Shapes. Navigate to the slide to which you want to add the action button. 2. Click the mouse to place the Sound button in the desired location. Then choose the desired sound from the drop-down list box. 339 . 5. Open the PowerPoint presentation. Click OK to insert the button. Select the Mouse Click tab. 3. 8. 7. Select Play Sound. On the Drawing toolbar. Select Action Buttons and select the Sound button.1. 4. 6.

4. click Play. o Movies and Sound > From File Use this option to insert a sound file that is not located in the Clip Gallery. type.Inserting Sound in PowerPoint Presentations To insert sound in a PowerPoint presentation 1. 340 . select one of the following: o Movies and Sound > Sound from Gallery The Microsoft Clip Gallery appears. Click Insert. Navigate to the desired sound file. If you want to test the sound file. Click Insert. 2. Navigate to the desired slide or create a new one. Navigate to the desired graphic. From the Insert menu. size. Move it to the desired location. and path. 3. You can also select Import Clips to add a sound file to the Clip Gallery. Note that you can also select Clip Properties to check out file name. The PowerPoint speaker icon appears on the slide. Open a PowerPoint Presentation.

341 .FORMAT: Change Font: You can change font of the text through this. a Font dialog box will open. After clicking Font.

Font size. superscript. shadow. under line. Font style. 342 .Here you can change Font. In Menu bar Format + Bullet and Number After clicking this. a dialog box will appear. Bullet &Numbering: You can apply Bullet and Number on you text through this. subscript and color.

Slide Design: We can apply many slide design to your file After clicking this.Alignment: You can change the alignment of the text through this. 343 . slide design will open.

344 . After click this. a background box will appear.Background: We can change background of your file by applying this.

On the Drawing toolbar.To add a shadow effect to an object 1. 3. Draw or select the object to which you want to add the effect. Select the desired Shadow setting. 4. 345 . click Shadow. Open the presentation in PowerPoint. 2.

Flying Effect. Instead of being accessed through pull-down menus. and Flash Once. A customized toolbar is wonderful when working on a large presentation with many similar tasks. Camera Effect. This puts the commands right at the user’s fingertips. the customized toolbar contains the following frequently-used commands: Insert Clip Art. Insert Chart. Insert Picture from File. Action Settings. In this example. Slide Transition.TOOLS: Creating Customized Toolbars in PowerPoint PowerPoint gives you the option of creating customized toolbars — so you can create a quick tool collection of those features you use the most. commands are a click-away! 346 .

2. Click Tools > Customize. we have defined a new toolbar — called "Personal". 4. 347 . 3. enter a name. Open PowerPoint. In the Toolbar name box. 5. Then click OK. In this case. Then select the Toolbars tab. Click New. Select the Commands tab.To create a customized toolbar in PowerPoint 1.

8. Then drag the desired command from the Commands box to the displayed toolbar. If you want to add a built-in menu to the toolbar. When you have added all the buttons and menus you want. To add a button to the toolbar. We have selected the Camera Effect (from the Animation Effects options). Then drag the menu you want from the Commands box to the displayed toolbar. click a category in the Categories box. 348 .6. click Close. click Builtin Menus in the Categories box. 7.

Slide Show: Animation Schemes: You can apply many animation schemes. After clicking Animation Schemes. Custom animation: 349 . this bar will open.

350 . custom animation will open.After clicking this.

Here we can add Entrance. Emphasis or Exit. 351 .

352 . After click this slide transitions will open.Slide Transitions: Through this option you give the transitions to your slides.

select Add 3D Transition. You have two means of adding 3D effects: o From the Transitions palette. 2. or 353 .Adding Animated Transitions (from Crystal Graphics) to PowerPoint Presentations To add a 3D transition to a slide 1. Open the desired PowerPoint presentation.

o From the PowerPoint Slide Show menu. select Add 3D Transition. 354 .

you can select the Random transition style to force the program to assign a variety of 3D transition effects (and corresponding sound effects) to all slides in the presentation. For example. Under Volume. 355 .3. select the volume (I or II) of Power Plug: Transitions you desire. The following dialog appears: 4. Many of the familiar PowerPoint options are also available here. 5. The Add 3D Transition command is similar to the Slide Transition command with which you are probably already familiar.

To play a Slide Show with 3D effects You have two means of playing a slide show with 3D effects: • • From the Transitions palette. select a sound to play. Under Sound. If the presentation will be played on a destination computer that does not have PowerPlugs: Transitions • 356 . select the desired transition style. 9. This command collects the files and resources needed to play a 3D presentation on another computer. For best results. select View Show with 3D. 8.exe). To play a 3D-enhanced presentation on another computer • From the Transitions palette. Click Apply. Under Style. use the sound effect with the same name as the 3D transition effect. Assign a time if desired.6. 7. select the means by which you want the slide to advance. You have the option(s) to include sound files and/or the PowerPlugs: Transitions player program (PowerPlugs Player. select View Show with 3D. select Pack 3D Effect. Under Advance. From the PowerPoint Slide Show menu.

you know it can be tricky to get the lines perfectly straight.installed on it. you need to include the PowerPlugs: Transitions player. Action Button: You can enter action button through this. This is especially true if you are using the pointer tool from a laptop or while you are presenting. Drawing Perfectly Straight Lines in PowerPoint If you have ever used the line drawing tool in PowerPoint. And even those lines that look straight when 357 .

it is only when projected that you see it is not perfectly straight. . Open the PowerPoint presentation and navigate to the slide in which you want to draw the line. Yet. . To draw a perfectly straight line in a PowerPoint presentation 1. The white line showed here looks nearly straight in the Slide View of the presentation. 2. 358 . there is an easy way to guarantee straight lines in PowerPoint. . Fortunately.you are creating them can often appear jagged when projected. Click on the Line Drawing Tool. .

and rather than meticulously "cutting and pasting" (or even worse. you simply import your existing information directly into PowerPoint. re-typing the text).) PowerPoint uses the outline structure from the styles in the original document to create logical slide order and content. You can use text created in other programs to make a new presentation or add slides to an existing presentation. hold down the Shift key as you do so. select Outline from the View menu. open a Word document. You should get a line as straight as this one! Importing Text from Other Applications into PowerPoint When you need to create an electronic presentation. 359 . and so on. Text styles in the original document determine slide text: a Heading 1 becomes a slide title. Frequently you may have existing documentation of some sort. you don't always start from scratch. text order is consistent with the original file. PowerPoint imports documentation in outline format.3. Therefore. a Heading 2 style becomes the first level of text. (For an example of outline format in Microsoft Word. Draw the line as you would normally — however.

360 .If the document contains no styles. PowerPoint reads the documents in rich-text format (. Open the document in Microsoft Word. To convert a Word document into a PowerPoint file You can easily create a presentation from an existing Word document. To convert a non-Word document into a PowerPoint file When you import outlines from other word processing programs. 2. The slide master in the current presentation determines the format for the title and text. 1. From the File menu. and body text becomes indent levels. PowerPoint uses the existing paragraph indentations to create the outline. Each paragraph formatted with the Heading 1 style becomes the title of a new slide. select the down arrows and then select Send To > Microsoft PowerPoint. and so on.rtf) and plain text format. All first-level headings in an imported outline become slide titles. each paragraph formatted with the Heading 2 style becomes the first level of text.

click Object. Annual Income in $K). 361 . To see the name of the slide layout. 2.To add Excel data to your presentation 1. like Annual_Income. click Title only to change the format of the new slide. Browse to a pre-existing Excel file. move your mouse over the slide for a tool tip. From the Insert menu. Click the box that says Click to add title. under Text Layouts. and then type the title for that page (for example. From the Insert menu click New Slide to add a new slide to your presentation. and then click Create from file. From the Slide Layout task pane.xls and then click OK. 3.

and then 362 .In the Import Data Options dialog box. and then click OK. Position and resize the Excel worksheet as necessary. 5. and then type the title for the page (for example. Click New Slide from the Insert menu to add a new page to your presentation.4. and then click Save to save your changes. Browse to the same Excel worksheet that you used in step 4. and then click Open. 11. add any other pages that you want. From the Slide Layout task pane under Other Layouts. 9. Click the box that says Click to add title. Education Pays Off Over Time). select a sheet from the workbook. Double-click the box that says Double-click to add chart. 10.Position and resize the chart as necessary. 6. 8. click Title and Chart. 7. and then click Import File from the Edit menu.

Special hardware is not required for this. You may also want to keep a copy of your presentation without narration. This allows others to both view and listen to your lecture at any time. It also enhances a presentation that has been saved in a Web format.select Save from the File menu to save your presentation. This ensures that your finished product sounds professional without any stammering or fumbling for words.) It is best to start out with a script for a short presentation. If you want. Saving a copy of your presentation will enable you to give your slides to someone else to use the material. To save a copy of your presentation under a 363 . you can have someone else provide the voice that will be recorded as the narration. PowerPoint enables you to record yourself while giving a presentation. (Most computers now come with sound cards and microphones. just a sound card and microphone. because the size of the file may increase dramatically depending on the sound quality you choose.

15. For this workshop we will use CD Quality. 14. 12. and then type a new name for the file.Click OK in the Record Narration dialog box and the first slide will appear. Turn on Link Narrations in by selecting the box in the lower left-hand corner 13. Speak normally and as clearly as possible.different name. 364 . When you have finished.Click OK to advance to the next slide when you are finished with each recording. click Save As from the File menu. Begin recording the narration. this level uses up memory quickly and is probably not practical for most projects.Click OK to return to the Record Narration screen. Select the audio quality for your presentation by clicking the Change Quality button and then choose the level you want. however.Click Save to save the slide timings and review the slide timings. To record narration 12. click the last slide to terminate the recording process.

and then select View Show. select Undo Record Narration from the Edit menu and record the narration again. Return to the first slide by clicking it in the slide sorter view.If you do not like your narration and want to rerecord it. you will record a second narration on top of the original one. 17.16. or click the View Show button at the lower left corner of the presentation window. for example: 365 . Inserting Drawing Objects Multiple Times in PowerPoint Presentations Have you ever wanted to insert the same drawing object several times on a PowerPoint slide? Take a look at this slide. (Note: If you record the narration without clicking Undo Record Narration.) Click Save from the File menu to save your presentation and narration. This will play your presentation.

The teacher who wrote this presentation wanted to cover the topic of imagery — and specifically. Of course. he could have selected the object and performed a sequence of "copy/paste" actions again and again to replicate the sun six times. he decided to create a simple slide (black background) and a slightly abstract sun graphic (the orange ellipse) with the Oval Drawing tool in PowerPoint. Then. the teacher could have created the sun object one time. However. this teacher could also have replicated the drawing 366 . he wanted to discuss the way the heat of the sun continually beats upon the protagonist in the work. he decided to copy this object several times on the edge of the slide — offering the impression of a weight hovering nearby. Then.This is a slide from a literature presentation that covers Albert Camus's "The Stranger". So.

Insert your drawing object several times by clicking wherever you want the object to appear.object a bit easier — with a little-known PowerPoint feature: the "sticky" feature. Make sure the Drawing toolbar is visible. 3. To insert a drawing object several times. PowerPoint allows you to make the Drawing tool "sticky" so you can add an object with a simple mouse-click. Open the desired PowerPoint presentation and navigate to the desired slide. The button stays selected or "sticky. double-click the chosen drawing object button (such as the Rectangle or the Oval) on the Drawing toolbar. (Right-click any toolbar and select Drawing. 367 ." 4. 2. It is easy to do! To insert a drawing object multiple times in PowerPoint 1.) Notice the Drawing Rectangle — it is highlighted when it is "sticky".

368 . Just click the AutoShapes button. Drag the "move" handle at the top of the submenu to create a floating toolbar. complete with narration." Delivering Presentations Online You can deliver your presentation over a network with the following features: • Save as Web Page-. which look exactly like your original slides. The button stays "sticky. point to a category (such as Stars and Banners). When you're finished inserting the objects. and a submenu of shapes opens. or press ESC.5.converts your entire presentation into HTML based pages. You can also turn any of the drawing objects available from the AutoShapes button on the Drawing toolbar into "sticky" drawing object buttons. Then double-click the desired drawing object button. click the drawing object button again.

369 . if you have audio or video hardware.leads you through the necessary steps that will compress your presentation exactly as is for distribution over a network or CD-ROM. The main benefit of this method is that it allows the receiver to view the complete presentation. you will need to increase the power of your broadcast by using a Windows Media Server. The presentation is broadcast much like a television news program. (You are required to have PowerPoint or the PowerPoint Animation Player to view Pack and Go presentations. Windows Media Technology is a streaming technology that allows information to be viewed as it is received. if you are planning to broadcast to more than 10 people. you can include your speech and camera footage in your slide show. Your broadcast can be archived for playback on demand.allows real time delivery of your presentation over a network as it is being given.) • Online Broadcast-.• Pack and Go Wizard-. instead of through the download and play method. however.

Browse to the location where you want to store your presentation. To save your presentation as a Web page With the presentation open in PowerPoint. there are great benefits to delivering your presentation over a local area network (LAN) or the Internet. Choose what you would like to publish (for example. Click Save to save your presentation. 370 . If you want to make the presentation available on a Web server.No matter which method you choose. and then enter a file name and title. number of slides. click Publish in the Save As dialog box. speaker note. custom shows). click Save As Web Page from the File menu.

choose Microsoft Internet Explorer 4. For best results. This will display most of the animations and slide transitions you chose in your original presentation.Choose the location (Web server and full URL) where you want to publish your work.Click Web Options. and then select the browser you want to support. 371 . 19.18. and then select the check box for Show slide animation while browsing.0 or later (high fidelity). 20. and then click Publish.Click OK.

Step through the wizard. and they will have to run the setup program to unpack the slide show. To set up an online broadcast Click Online Broadcast from the Slide Show menu. Anyone who wants to view your presentation will be required to have the PowerPoint Animation Player. Keep in mind that this will make the two files larger. and then 372 .To save a presentation with Pack and Go Click Pack and Go from the File menu. Make sure to choose whether you want to have the viewer included with the presentation.

keep in mind that this screen provides most of the data for the lobby page. Fill out the information on the first page. If you are new to this process you may want to click Tips for Broadcast to obtain pointers on your presentation broadcast.click Schedule a Live Broadcast. 373 .

Click Test to verify the operation of your equipment. select the appropriate check box. If you do not have a camera or appropriate bandwidth. If you want the viewers to be able to see the speaker’s notes. 374 .Click the Settings button in the lower left hand side of the dialog box and make sure Video and audio is selected. you can also select Audio only. Type a valid location for Save broadcast files in or browse for the location. The default location is My Broadcasts in the My Documents folder.

To allow the audience to give live feedback. if one is available. specify a Windows Media Server. (Your presentation will be limited to 10 attendees without the use of a Windows Media Server.) 375 . Also. and then click OK.Click the Advanced tab and choose a remote encoding machine if applicable. you must specify a chat room URL under Audience feedback.

) Set the appropriate time for the presentation. you will receive a message indicating that the 376 .Click Schedule…. An Outlook meeting request screen will appear. Typethe addresses of the users you want to attend your meeting. After a brief pause. (More information is available on meetings and Outlook in the “Collaborating with Others Using Outlook & Exchange” tutorial. -orClick To and select the users you want to attend the meeting from the list. and then click Send to send the message.

Click OK.broadcast set up is complete. 377 .

and other screen elements are hidden so as not to detract from your show. All the tools. the slides take up the full screen. such as transitions and builds. Build Slide A build slide is a slide that starts with the first major bullet point and shows more major bullet points as the presentation proceeds. PowerPoint offers a number of features you can use when you run your slide show: • You can use special effects.Transitions and Build Slides When you display your presentation electronically as a slide show. to add variety. In this part of the tutorial we will discuss transitions and builds. Your computer becomes the equivalent of a slide projector. 378 . You decide whether you want to dim previous points on the slide as new points appear and what effect you want to use when the bullet points appear (for instance. bullet points can fly in from the right. • You can practice giving your presentation and set automated timings for your slides to match your rehearsal times. menus.

or bottom). Adding Transitions to Your Slide Show A transition refers to the way one slide moves off the screen and the next slide appears. 379 . top. Choose the transition from the drop-down list. You have a choice of transitions for each slide. Transitions Transititions moves one slide off the screen and brings the next one on. To set transitions and timing: Choose Transition from the Tools menu. When you set your transitions.left. plus you can vary the speed of each transition. you can also set how long you want each slide to appear on the screen. Fading from black and dissolving from one slide to another are two examples of transitions.

During the presentation. set the timing. or Fast.Type the number of seconds you want the slide on the screen. To deliver an online broadcast 380 .Click how fast you want the transition to take place. Automatically After [N] Seconds. Medium. you need to decide how long the slide should appear on-screen before advancing to the next slide: Only on Mouse Click.The slide advances manually with a mouse click.Slow. Click the OK button. if need be. the slide advances automatically when the time is up. Decide how you want to advance to the next slide and. If you want the slide to advance automatically.

381 .About 10 minutes before the presentation is supposed to start. click Online Broadcast from the Slide Show menu. and then click Start Live Broadcast Now.

and then you can recheck the operation of the microphone and camera. Now you are ready to begin the broadcast. Give your presentation normally and PowerPoint will handle the rest! You may record a presentation for playback at a later time by selecting Record and Save a Broadcast from Online Broadcast under the Slide Show menu. You can preview the lobby page or send the audience a message by clicking the appropriate buttons.A few initialization actions will occur. (You can provide links to the presentations on your class Web site.) 382 . Click Start when you are ready to broadcast.21. To replay an archived online broadcast Open your favorite browser and navigate to the lobby page for the presentation.

That’s it! You can now broadcast your presentations to a group regardless of size or physical location. 383 .Click Replay Broadcast and the presentation will be replayed.

As a result of this difference. select Black and White. From the View menu. PowerPoint changes the slide display so that you can see a grayscale preview of how the slides will look when printed in black and white. but the presentation handouts or other supporting materials that are created from the presentation are usually printed in black and white. Automatic only shows text and graphics: it hides a textured or shaded background. 2. To customize this display. 384 . 3. For example. filled objects or dithered backgrounds that look good on the screen can make printed handouts unreadable. To print a presentation in black and white 1. things that look fabulous on the projected screen may not appear so fabulous when printed. For example.Printing Color Slides in Black and White in PowerPoint Most presentations are designed to be shown in color. Open the presentation in PowerPoint. right-click in Slide view. Select Black and White and the desired option.

select Print. 385 . 2. Select Black and White and click OK.The changes that you make while working in black and white view don't affect the colors in the on-screen presentation. To print a presentation in pure black and white You can also print a presentation in pure black and white. 3. This hides all shades of gray. 1. From the File menu. Open the presentation in PowerPoint. including object fills.

Make sure you have a live Internet connection. When you have selected what you want to download. As a PowerPoint user. You can select single or multiple images. Go to the Microsoft Design Gallery Live to download the images of your choice. Retrieving the Live Clip Art Gallery for PowerPoint Microsoft has posted new clip art (and other useful things) in their LIVE Art Gallery. you can simply click to import these images directly to your machine. try experimenting with the black and white view options. The Clip Gallery appears and shows all downloaded graphics. 3. To check the appointed theme of each 386 5. Instead. click Download (number chosen) Clips. To download the art gallery images 1. You can search for specific clip art or browse by categories. 4. The selected clip art is placed in the Microsoft Clip Gallery 5. . Note: All graphics are kept in the [downloaded graphics] category for quick reference.Note this is not a good option if your presentation contains many colors.0. 2.

When you select a chart. click the Free Rotate tool and choose the degree of rotation. Rotating charts. roll the mouse over a graphic: a textbox that details the appropriate category appears. the rotate tools are dimmed and therefore unavailable. however. you can rotate a chart in PowerPoint by rotating the plot area to change the angle from which you view the plotted series. Rotating Charts in PowerPoint Rotating most slide objects in PowerPoint is an easy thing to do. You simply select the object to rotate — then. is a bit more complex than rotating other objects. Nevertheless.graphic. Consider the following example: 387 .

This dialog allows you to change many aspects of the chart view. From the PowerPoint main menu. 2. Assume you wanted to rotate the chart on this slide: you would just complete the following steps: To rotate a chart in PowerPoint: 1. Open the PowerPoint presentation that contains the chart to rotate and navigate to the correct slide. 388 . You can rotate this chart in 3-D to "view" it from many angles. The 3-D View dialog appears. Double-click on the chart you want to rotate. 3.This charts lists quarterly results beginning with the 1st quarter and ending with the 4th quarter. select Chart > 3-D View.

The chart would then appear as follows. o Enter a rotation degree (0 to 360) in the Rotation box to rotate the chart as you desire.4. You can use this dialog to rotate a chart in other ways as well. If you wanted the chart to rotate so that the 4th quarter results were listed first — on the left — you would enter 180 in the Rotation box. This would rotate the chart 180 degrees. 389 .

also allow you to set a specific time (duration) for each slide. o Click Apply to see the results on the actual chart without closing the dialog box. including PowerPoint.o You can also click the left or right Rotation Buttons to rotate the plot area 10 degrees at a time. o You use the Elevation setting to adjust the "bird's eye" view of the chart. 5. the Perspective setting becomes available. You can observe the results in the Preview box. roll from the left. These transitions provide a smooth change from one slide to another — whether you are manually clicking through slides or automatically advancing through slides. dissolve. Additionally. If the Right angle axes check box is cleared. You can set slide transitions to fade out. most applications. This means you 390 . When you are finished with the changes. Setting Slide Transitions and Timing in PowerPoint Most electronic presentation applications allow you to set animated transitions between slides. etc. choose OK. o Check the Right angle axes checkbox to keep the X and Y axes at a right angle.

(You can add slide 391 .can determine how long a slide is visible before advancing to the next slide when running a presentation automatically. 1. these are usually activities reserved for the end of presentation production. 2. Note: While you can create the slide transitions and timing at any point. It is not difficult to do — but it can be time-consuming to implement because timing the slides correctly takes several tries. This type of custom timing for slides is necessary whenever you create a presentation to advance automatically. etc. When you are satisfied with the content. Create the content for the PowerPoint presentation. you are ready to determine the slide transitions. To set slide transitions and timing in PowerPoint: 1. Edit the presentation to the point at which you feel comfortable with the content. graphics. and overall design of the presentation. select the slide or slides for which you want to create transitions. It is wise to fully determine slide content and graphics before setting transitions or timing — because the slide content determines how long a slide needs to be visible. In the Slide or Slide Sorter view.

Select Slide Show > Slide Transition.transitions to an individual slide or to all slides in a presentation. 5. The Slide Transition dialog appears. 3. use the drop-down box to select the desired slide transition. Note During a slide presentation. use the drop-down box to select the desired slide transition.) 2. The Slide Transition dialog appears. Select Slide Show > Slide Transition. the content should be center stage. You want the tools you use — such as animations and transitions — to 392 . 4. Under Effect. Under Effect.

So. not to draw the audience's attention to special effects. Click one of the application options: 1. There are two quick and easy ways to add shadow to texts in PowerPoint. To apply the transition to the selected slide. Medium. rather simply with the transition. Note This timing does not have to do with the slide display. On mouse click means the slide advances only with a mouse click by the presenter. 2. click Apply to All. Under Advance. 7. or Fast. 8. 2. To apply the transition to all the slides. 6.emphasize your points. Shadowing Text in PowerPoint Shadows can add a professional look to text. 393 . be hesitant to use several slide transitions or other animations within a single presentation. Select View > Slide Show to test your presentation transitions. click Apply. 9. Automatically after? Seconds means the slide advances automatically — after the specified period of time. Select timing for the transition: Slow. select one of the two options for causing the transition: 1.

or Click Shadow Settings. 2. PowerPoint automatically shadows text. 4. Add text as desired. Select Format > Font. 5. Select Shadow and click OK To customize shadow on text 1. 2. Highlight the text. 3. o  You can make adjustments to the shadow in this dialog. click the down arrow. Open a PowerPoint presentation. 394 . 3. Highlight text and click the Shadow (insert button image) button from the PowerPoint Drawing toolbar. 4. Do one of the following: o Choose a shadow angle. such as choosing the shadow color. Add text as desired. If you want to make further adjustments. Open a PowerPoint presentation.To add default shadow to text 1. The following dialog appears.

choose a light shadowing effect. . sans serif fonts. clean font is mandatory. but you don't want the audience to know you are doing so . Keep in mind that shadows usually work best with simple. We make sure they are geared for the proper audience and timed well. design. . Skipping Slides Using the Slide Navigator in PowerPoint We all start out our presentations with good intentions. and they don't seem to want to sit still for the entire presentation — you need to skip some of the slides. However. If you want to heavily shadow a font. . 1. the real world often throws us curves. 395 . and test our presentations. . In ideal situations we write. If you want to shadow a more detailed font. Choose settings as desired. The audience is restless.

right before you are to reveal the "less-thanrespectful" slide . . darting to the slide you want to view or sliding past the one you want to omit. you expect to deliver a presentation that raises some questions about the value of the Sales Group. . you can find creative ways to skip slides. and you have the perfect slide for explanation — but that is Slide #12. and you are on Slide #4 . UGH! What do you do? In any of these situations. You can simply turn off your electronic presentation and cover the rest of the material without visual aids.2. Someone in the audience raises a question. Even better. in she walks. You can even attempt to skip around the presentation. . and you don't expect the Director of Sales Marketing to attend in the presentation — yet halfway through the presentation. . But isn't there a better solution to this slightly ad hoc manner of navigating through a presentation? Fortunately. 396 . 3. yes there is: you can use the Slide Navigator tool in PowerPoint.

) The Slide Show continues — jumping directly to the slide you selected. The Slide Navigator dialog appears. Open a PowerPoint presentation in Slide Show mode. left-click in the box in the bottom left corner. (Or. When you are ready to jump to a slide other than the next one in the presentation. 4.) 2. 5.) The Slide Show popup menu appears. select the slide title and click Go To. right-click anywhere on the screen. (Or.To skip to a slide out of sequence using the Slide Navigator in PowerPoint 1. double-click the slide title you want to show. 3. Select Go > Slide Navigator. Navigate through the presentation as desired. 397 . (Select View > Slide Show or click the Slide Show button in the lower left corner. In the Slide titles list box.

you could 398 . If you skipped slides. They are also ideal for use whenever you want to have a "hands-free" presentation and feel comfortable that the presentation will not need to be interrupted. they are not shown at all — unless you return to the Slide Navigator and select the slides. an automatic presentation might work well if you wanted to create a highly theatrical presentation (usually relatively brief).It advances from this slide forward. Timing Automatic PowerPoint Presentations PowerPoint presentations can be designed to advance manually — with the help of a presenter — or automatically — in which slides advance on automatic cues — by preset timing. For example. Automatic presentations are not simply used for trade shows or self-running kiosks. In this case. in which you moved around to interact with props.

Through the Rehearsal dialog. Using the Slide Transition dialog: The Slide Transition dialog allows you to set slide transitions and timing. This is a precise way of determining slide timing to be sure. it is a hit and miss approach that often requires many rounds of testing. you may set a slide's transition timing to 20 seconds. However. You can assign a slide transition to a particular slide and also determine how many seconds lapse before the next slide appears. after many rounds of testing. through the Slide Transition dialog. You test it again — and find this is not enough time. GREAT. there are two ways to set slide timing in automatic presentations: 1. you return to the Slide Transition dialog to correct the problem — and change the timing to 8 seconds. Then.create an automatic presentation in which slides advance on predetermined times. Finally. only to find when testing that this is way too long. or 2. you find 13 seconds is ideal for a particular slide. What if the presentation has 30 slides? Isn't there a better way of setting slide timing? 399 . For example. In any case.

Yes. you can set slide timing while you rehearse a slide show. 2. there is a much better way of setting slide timing. Using the Rehearsal dialog Instead of using the Slide Transition (or Custom Animation) dialogs to set slide timing. Set the slide transitions. The slideshow starts. Edit the presentation to the point at which you feel comfortable with the content. and the Rehearsal dialog is displayed. 400 . 4. you are ready to determine the slide transitions and timing. To time automatic PowerPoint presentations using the Rehearsal dialog 1. graphics. 3. You can use a little known PowerPoint tool called the Rehearsal dialog. Create the content for the PowerPoint presentation. Select Slide Show > Rehearse Timings. When you are satisfied with the content. and overall design of the presentation.

confirm this selection. Advance through each slide at the speed you feel is appropriate. Click Yes to save the times. a confirmation dialog appears — asking if you want to save the recorded times. 9. When you are done with the presentation.5. 6. 8. Click OK. 401 . 7. if present is selected. make sure Using timings. Assuming the presentation is automatic (designed to run without mouse clicks by the presenter). Advance through each animation on the slide at the speed you feel is appropriate. Under Advance slides. Select Slide Show > Set Up Show.

10. The text behaves as if it were a large graphic — and in essence. In the following example. the presentation slides will advance at the time specified during the Rehearsal. you can't. it is. you may have noticed the entire block of text act as a hyperlink. What if you want to delete part of the text and make other changes — unfortunately. It is a hyperlink block — and if you try to edit it.During the slideshow. 402 . you "activate" the link — your browser launches with the linked page in view. you are writing a draft of a presentation in Word and are pulling a lot of research from the Internet. Turning Off Automatic Hyperlinks in Pasted Text (Word) Have you ever pasted a chunk of text from a web page directly into a Microsoft Word document? If so. You paste the purple text (below) from a web page into the Word document.

The hyperlink is removed and you can edit the text as desired. 6. (You may not even know a text block is hyperlinked until you go to edit it. (The mouse should change into a pointing hand. This can be annoying at best — but it can really be a problem when you are pasting a lot of text from the Internet into a document. 403 . this is a very easy problem to correct.Now you want to edit the copied text — put it into your own words and delete some of it. Right-click.) 4. Click Remove Link. and BOOM. When you click. Fortunately. the cursor changes to a hand. To turn off automatic hyperlinks on "pasted" text 1. Copy and paste the selection that contains the hyperlink. Open Word and create the document as desired. You try to select a sentence.) 3. 2. your browser opens with the web page displayed. 5. Move the mouse over the hyperlink section of text. Select Hyperlink > Edit Hyperlink.

Click the down arrow on the color bar. To use a full screen picture as a background: 1. select Background.Note You can also change the font of pasted hyperlinks with a simple click as well. but the easiest way is listed here. 404 . Open a PowerPoint presentation. There are many ways to do this in PowerPoint. select Master > Slide Master. 3. Just right-click on the text and choose Font. On the Format menu. 4. 2. On the View menu. Using a Full Screen Picture as a Background in PowerPoint Some presentations benefit from using a photograph or single graphic as a background image.

7. So. Consequently. Consequently. Note you cannot select this image from the Master slide. 6. if you want to remove this graphic. 405 . because PowerPoint automatically sizes the graphic. a graphic that is originally 1" x 1" may become unrecognizable as PowerPoint resizes it. it is best to use images that are relatively close in size to the final slide size. Click Apply to All. However.5. the clarity of the graphic is impacted by its original size. This is a wonderful way to integrate a graphic element into a presentation. 8. Select Fill Effects > Picture > Select Picture. Locate the image you want to choose and click OK. Click OK again. PowerPoint automatically scales the image to fit the screen. you must replace it with another picture.

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