Basic of Computer Book

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Basics & Advance
Computers
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Computer skills are job skills
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INDEX
S.No Chapter Name Page No.
1. How To Better Use A Computer 4-12
2. Windows Xp Professional 13-29
3. Microsoft office 2010 30-42
4. Marcros 43-56
5. Mail Merge 57-61
6. Microsoft Excel 2010 62-65
7. Inderstanding Formula Basics 66-87
8. Power Ponit 2010 88-101
9. Internet 102-108
10. Electronic mail 109-116
11. E-Commerce 117-121
12. Electronic mail 122
13. Microsoft Office Outlook 2010 123-125
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Chapter HOW TO BETTER USE

1 A COMPUTER
Definition
The Computer is an electronic device. It can perform arithmetic and logical operations with very high speed
and accuracy.
Basic advantage of computer

Basically a computer has a list of advantages but four basic advantages are as follows.
Speed
The computer can work on a tremendous speed, a human being worked a particular work for a whole day,
and computer does the same in a very short time.
The speed of computer is measured in Microseconds, Nanoseconds, and Picoseconds.
1 Second = 1000000 =10-6 Microseconds
1 Second = 1000000000 =10-9 Nanoseconds
1 Second = 1000000000000 =10-12 Picoseconds
Accuracy
Computers always 100% accurate because it works on the basis of predefine instructions. It also commits
errors but all the fault of human beings. It may be due to inaccurate feeding of data or due to wrong settings
of programmer.
Diligence
The computer is “Jack Of All Trades”. Means it can work for a long time without any rest or tiredness
because it’s a machine. We see in our surrounding like networks, satellites all these working from the
beginning to end.
Versatility
The computer is versatile. This is the IT era and in IT all the works better done by computer so computer has
a lot of versatility in the all the industry.
Disadvantage of computer
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Disadvantage is not better word for computer because it’s very helpful now days. But it has some
disadvantage like it has no mind so it can’t take any type of decisions and it Require regular maintenance.
Types of Computer
On the basis of size and speed computer can be four types.
 Super Computer
 Mainframe Computer
 Mini Computer
 Micro Computer
Super Computer
A supercomputer is a powerful computer that possesses the capacity to store and process far more
information than is possible using a conventional personal computer
Supercomputer a state-of-the-art, extremely powerful computer capable of
manipulating massive amounts of data in a relatively short time. upercomputers
are very expensive and are employed for specialized scientific and engineering
applications that must handle very large databases or do a great amount of
omputation, among them meteorology, animated graphics, fluid dynamic
calculations, nuclear energy research and weapon simulation, and petroleum
exploration.
Mainframe Computer
Mainframe computer is a large computer situated in its own air-conditioned room. It normally contains at
least one very powerful processor and many times more memory than a
personal computer. Such computers were the main workhorses of computing up
to the late 1980s. Since then their dominance has been challenged by CLIENT
SERVER COMPUTING in which the processing power and storage associated
with an enterprise's applications is distributed among a large number of smaller
computers connected by some networking technology. Mainframe computers
are still found in companies, but many commentators have predicted their
demise in the first decade of the twenty-first century.
Example of some Mainframe computers is IBM, MEDHA, TCL HP, ICL etc.
Mini Computer
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Minicomputer (mini) originally, a computer that physically went within a single equipment cabinet, i.e. on
the order of a few cubic feet. Compared with larger computers, minicomputers
were cheaper and slower, with smaller memory and usually shorter word length.
Micro Computer
A computer system that utilizes a microprocessor as its central control and arithmetic element. The personal
computer is one form. The power and price of a microcomputer is determined partly
by the speed and power of the processor and partly by the characteristics of other
components of the system, i.e. the memory, the disk units, the display, the keyboard,
the flexibility of the hardware, and the operating system and other software.
Types of Computer
On the basis of working and data processing computer can be two types
Analog Computer
Computer in which continuously variable physical quantities, such as electrical potential, fluid pressure, or
mechanical motion, are used to represent (analogously) the quantities in the
problem to be solved. The analog system is set up according to initial
conditions and then allowed to change freely. Answers to the problem are
obtained by measuring the variables in the analog model. Analog computers
are especially well suited to simulating dynamic systems; such simulations
may be conducted in real time or at greatly accelerated rates, allowing
experimentation by performing many runs with different variables. They have been widely used in simulating
the operation of aircraft, nuclear power plants, and industrial chemical processes.
Digital Computer
Computer capable of solving problems by processing information expressed in discrete form. By
manipulating combinations of binary digits ( binary code), it can perform
mathematical calculations, organize and analyze data, control industrial and
other processes, and simulate dynamic systems such as global weather patterns.
The Basic Structure of Computer
Memory
Register
Input Device Output
Control
Unit Device
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ALU
CPU [Central Processing Unit]
Components of Computer
Input Devices
The devices which accept information form the user are called Input devices. Using these devices we can
give instruction to the computer to perform tasks.
Mouse
Mouse is computing input device that can be operated with one hand. It is designed to fit in the palm of the
hand, with one or more buttons that can be pressed by the fingers of the same hand. When
the operator moves the mouse around on a flat surface, it controls the movement of a cursor
or pointer on the computer screen.
Keyboard
On most computers, a keyboard is the primary text input device. The keyboard also contains certain
standard function keys, such as the Escape key, tab and cursor movement
keys, shift and control keys, and sometimes other manufacturer-customized
keys.
Scanner
Device that can read text or illustrations printed on paper and translate the information into a form the
computer can use. A scanner works by digitizing an image -- dividing it into a grid of
boxes and representing each box with either a zero or a one, depending on whether the box
is filled in. (For color and gray scaling, the same principle applies, but each box is then
represented by up to 24 bits.) The resulting matrix of bits, called a bit map, can then be stored in a file,
displayed on a screen, and manipulated by programs.
Bar Code Reader

A barcode reader also called a price scanner or point-of-sale (POS) scanner is a hand-held or stationary
input device used to capture and read information contained in a bar code. A barcode reader consists of a
scanner, a decoder (either built-in or external), and a cable used to connect the reader with a
computer. Because a barcode reader merely captures and translates the barcode into
numbers and/or letters, the data must be sent to a computer so that a software application
can make sense of the data. Barcode scanners can be connected to a computer through a
serial port. A barcode reader works by directing a beam of light across the bar code and measuring the
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amount of light that is reflected back. (The dark bars on a barcode reflect less light than the white spaces
between them.) The scanner converts the light energy into electrical energy, which is then converted into
data by the decoder and forwarded to a computer
Magnetic Ink Character Reader

In computing, a technique that enables special characters printed in magnetic ink
to be read and input rapidly to a computer. MICR is used extensively in banking
because magnetic-ink characters can be machine-read with much greater accuracy than
human reading or other optical character recognition (OCR) systems, and are therefore ideal for marking
and identifying the account and sort code numbers on cherubs.
Optical Character Reader

OCR (optical character recognition) is the recognition of printed or written text characters
by a computer. This involves photo scanning of the text character-by-character,
analysis of the scanned-in image, and then translation of the character image into character
codes, such as ASCII, commonly used in data processing.
In OCR processing, the scanned-in image or bitmap is analyzed for light and dark areas in order to identify
each alphabetic letter or numeric digit. When a character is recognized, it is converted into an ASCII code.
Special circuit boards and computer
Chips designed expressly for OCR are used to speed up the recognition process.
Output Devices
Monitor
A visual display unit, often called simply a monitor or display, is a piece of electrical equipment which
displays images generated from the video output of devices such as computers, without producing a
permanent record. Most new monitors typically consist of a TFT LCD, with older
monitors based around a cathode ray tube (CRT). The monitor comprises the display device,
simple circuitry to generate and format a picture from video sent by the signals source,
and usually an enclosure. Within the signal source, either as an integral section or a modular component,
there is a display adapter to generate video in a format compatible with the monitor.
Printer
A device that prints text or illustrations on paper. There are many different types of
printers. In terms of the technology utilized, printers fall into the following categories:
Daisy-wheel
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Similar to a ball-head typewriter, this type of printer has a plastic or metal wheel on which the shape of each
character stands out in relief. A hammer presses the wheel against a ribbon, which in turn makes an ink
stain in the shape of the character on the paper. Daisy-wheel printers produce letter-quality print but cannot
print graphics.
Dot-matrix
Creates characters by striking pins against an ink ribbon. Each pin makes a dot, and combinations of dots
form characters and illustrations.
Ink-jet
Sprays ink at a sheet of paper. Ink-jet printers produce high-quality text and graphics.
Laser
Uses the same technology as copy machines. Laser printers produce very high quality text and graphics.
LCD & LED

Similar to a laser printer, but uses liquid crystals or light-emitting diodes rather than a laser to produce an
image on the drum.
Line printer
Contains a chain of characters or pins that print an entire line at one time. Line printers are very fast, but
produce low-quality print.
Thermal printer
An inexpensive printer that works by pushing heated pins against heat-sensitive paper. Thermal printers are
widely used in calculators and fax machines.
Printers are also classified by the following characteristics:
Quality of type
The output produced by printers is said to be either letter quality (as good as a typewriter), near letter
quality, or draft quality. Only daisy-wheel, ink-jet, and laser printers produce letter-quality type. Some dot-
matrix printers claim letter-quality print, but if you look closely, you can see the difference.
Speed
Measured in characters per second (cps) or pages per minute (pap), the speed of printers varies widely.
Daisy-wheel printers tend to be the slowest, printing about 30 cps. Line printers are fastest (up to 3,000 lines
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per minute). Dot-matrix printers can print up to 500 cps, and laser printers range from about 4 to 20 text
pages per minute.
Impact or non-impact
Impact printers include all printers that work by striking an ink ribbon. Daisy-wheel, dot-matrix, and line
printers are impact printers. Non-impact printers include laser printers and ink-jet printers. The important
difference between impact and non-impact printers is that impact printers are much noisier.
Graphics
Some printers (daisy-wheel and line printers) can print only text. Other printers can print both text and
graphics.
Fonts
Some printers, notably dot-matrix printers, are limited to one or a few fonts. In contrast, laser and ink-jet
printers are capable of printing an almost unlimited variety of fonts. Daisy-wheel printers can also print
different fonts, but you need to change the daisy wheel, making it difficult to mix fonts in the same document.
Plotter
A device that draws pictures on paper based on commands from a computer. Plotters differ from printers in
that they draw lines using a pen. As a result, they can produce continuous lines,
whereas printers can only simulate lines by printing a closely spaced series of dots.
Multicolor plotters use different-colored pens to draw different colors.
In general, plotters are considerably more expensive than printers. They are used in engineering
applications where precision is mandatory.
Memory
Computer data storage, often called storage or memory, refers to computer components, devices, and
recording media that retain digital data used for computing for some interval of time. Computer data storage
provides one of the core functions of the modern computer, that of information retention.
The memory can be two types

Primary Memory
Primary storage, presently known as memory, is the only one directly accessible to the CPU. The CPU
continuously reads instructions stored there and executes them as
required. Any data actively operated on is also stored there in
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uniform manner. It is also called volatile main memory because this memory retains only data when
powered.
Primary memory can be two types RAM and ROM
Secondary Memory
Secondary storage, or storage in popular usage, differs from primary storage in that it is not directly
accessible by the CPU. The computer usually uses its input/output channels to access secondary storage
and transfers the desired data using intermediate area in primary storage. Secondary storage does not lose
the data when the device is powered down—it is non-volatile. Per unit, it is typically also an order of
magnitude less expensive than primary storage. Consequently, modern computer systems typically have an
order of magnitude more secondary storage than primary storage and data is kept for a longer time there.
The secondary memory is called disk. It can be.

Floppy Disk
A floppy disk is a data storage medium that is composed of a disk of thin, flexible ("floppy")
magnetic storage medium encased in a square or rectangular plastic shell. Floppy disks are
read and written by a floppy disk drive or FDD
Compact Disk
A Compact Disc (also known as a CD) is an optical disc used to store digital data, originally developed for
storing digital audio. The CD, available on the market since October 1982, remains the
standard physical medium for sale of commercial audio recordings to the present day.
Digital Video Disk

DVD (also known as "Digital Versatile Disc" or "Digital Video Disc") is a popular optical
disc storage media format. Its main uses are video and data storage. Most DVDs are of the
same dimensions as compact discs (CDs) but store more than six times as much data.
Hard Disk
A hard disk is part of a unit, often called a "disk drive," "hard drive," or "hard disk drive," those stores and
provides relatively quick access to large amounts of data on an electromagnetically
charged surface or set of surfaces. Today's computers typically come with a hard disk that
contains several billion bytes (gigabytes) of storage.
A hard disk is really a set of stacked "disks," each of which, like phonograph records, has
data recorded electromagnetically in concentric circles or "tracks" on the disk. A "head" (something like a
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phonograph arm but in a relatively fixed position) records (writes) or reads the information on the tracks.
Two heads, one on each side of a disk, read or write the data as the disk spins. Each read or write operation
requires that data be located, which is an operation called a "seek." (Data already in a disk cache, however,
will be located more quickly.)
Hardware and Software

Hardware
In information technology, hardware is the physical aspect of computers, telecommunications, and other
devices. The term arose as a way to distinguish the "box" and the electronic circuitry and components of a
computer from the program you put in it to make it do things. The program came to be known as the
software
Software
Software is a general term for the various kinds of programs used to operate computers and related devices.
Software can be thought of as the variable part of a computer and hardware the invariable part. Software is
often divided into application software (programs that do work users are directly interested in) and system
software (which includes operating systems and any program that supports application software).
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Chapter WINDOWS XP PROFESSIONAL

2
Introduction
An operating system introduced in 2001 from Microsoft's Windows family of operating systems, Windows XP
comes in two versions, Home and Professional. The company has focused on mobility for both editions,
including plug and play features for connecting to wireless networks. The "XP" in Windows XP stands for
"eXPerience."
Some new features of Windows XP

Improved device support
Windows XP includes a new set of visual themes, known by its codename, Luna. Available in three
schemes, the interface is more task-based than the basic one included since Windows 95, with options
available in Explorer windows to interact with each file. It also includes other modifications, such as grouping
of related programs, hiding of taskbar icons, and many other elements
Fast User Switching

Fast User Switching allows another user to log in and use the system without having to log out the previous
user and quit his or her applications. Previously (on both Windows ME and Windows 2000) only one user at
a time could be logged in (except through Terminal Services), which was a serious drawback to multi-user
activity. Fast User Switching, like Terminal Services, requires more system resources than having only a
single user logged in at a time and although more than one user can be logged in, only one user can be
actively using their account at a time. This feature is not available when the Welcome Screen is turned off,
such as when joined to a Windows Server Domain or with Novell Client installed.
Remote Assistance
Remote Assistance allows a Windows XP user to temporarily take over a remote Windows XP computer
over a network or the Internet to resolve issues. As it can be a hassle for system administrators to personally
visit the affected computer, Remote Assistance allows them to diagnose and possibly even repair problems
with a computer without ever personally visiting it.
CD burning
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Windows XP includes technology from Roxon which allows users to directly burn files to a compact disc
through Windows Explorer. Previously, end users had to install CD burning software, such as Nero Burning
ROM. Now, CD and DVD-RAM burning has been directly integrated into the Windows interface; user’s burn
files to a CD in the same way they write files to a floppy disk or to the hard drive. The burning functionality is
also exposed as an API called the Image Mastering API. Windows XP's CD burning support does not do
disk-to-disk copying or disk images, although the API can be used programmatically to do these tasks.
Creation of audio CDs is integrated into Windows Media Player.
Remote Desktop
Users can log into Windows XP Professional remotely through the Remote Desktop service. It is built on
Terminal Services technology (RDP), and is similar to "Remote Assistance", but allows remote users to
access local resources such as printers. Any Terminal Services client, a special "Remote Desktop
Connection" client, or a web-based client using an ActiveX control may be used to connect to the Remote
Desktop. (Remote Desktop clients for earlier versions of Windows, Windows 95, Windows 98 and 98
Second Edition, Windows Me, Windows NT 4.0, or Windows 2000 have been made available by Microsoft.
This permits earlier versions of Windows to connect to a Windows XP system running Remote Desktop, but
not vice-versa.)
Power management
Before Windows 98, power management was based on the Advanced Power Management architecture. It
was of limited use to most users and the feature was easily broken by the addition of hardware devices or
software. Windows XP's power management architecture is based on the ACPI standard and still supports
APM. (In Windows 98 ACPI was supported but disabled by default. Windows Me enabled ACPI by default.)
It supports multiple levels of sleep states, including critical sleep states when a mobile (or UPS connected)
computer is running out of battery power, processor power control (the ability to adjust the speed of the
computer's processor on-the-fly to save energy), selective suspend of externally attached (such as USB)
devices, and turning off the power to the screen of a laptop when the lid is closed. In addition, it also dims
the screen when the laptop has low battery power.
Other features
A Desktop Cleanup Wizard was introduced to help users reduce clutter on their desktops, by looking at the
shortcuts on the Desktop and moving any unused ones into a directory called "Unused Desktop Shortcuts".
The Desktop Cleanup Wizard operates as a scheduled task that runs once a day to determine if it's been 60
days since the last time the wizard was run.
Windows Disk Defragmenter was updated to alleviate some restrictions. It no longer relies on the Windows
NT Cache Manager, which prevented the defragmenter from moving pieces of a file that cross a 256KB
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boundary within the file. NTFS metadata files can also be defragmenter. A command-line tool, defrag.exe,
has been included, providing access to the defragmenter from cmd.exe and Task Scheduler.
What is new in windows Xp Software

 Easier installation and updating
 Dynamic updates and windows update
 More wizards to make easier
 More device drivers
 Files and setting transfer wizard
 Effective UN installs back to windows 98 and windows me
 Redesigned start menu
 Eye candy
 Taskbar changes and enhancements
 Windows media player version 8
 Windows movie maker
 CD burning
 Compressed zipped folder
 New version of internet explores
 Msn explorer
Graphical user interface

Now a day everywhere you are getting picturing presentation of each item, like hoarding banner parking
instruction traffic signals end. Because pictorial presentation is independents form language so that any kind
of person can understand the matter very easily and quickly without the help of interpreter. Software
developers have opted the advantage of third graphical representation to make understandable software of
file or folder to the user. An presentably all most all software have been developing based on this advantage
which provides very user friendly environment to the user and most of the users are going for the same. This
feature is known as Graphical user interface (GUI).
Some common operating system is there the support GUI feature. Like different version of windows, open
server, os/2, and novel operating system. Etc.
Multitasking
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Multitasking refers to run multiple tasks simultaneously. In windows Xp you are able to open multiple
software as well as more than one document within same of different software simultaneously. You can
easily move from one documents/ software to another using task bar or using Attar key together.
The number of software / document could opened depends on the Ram capacity. This feature is called
multitasking.
Plug ‘n’ Play

In computing, plug and play is a term used to describe the characteristic of a computer bus, or device
specification, which facilitates the discovery of a hardware component in a system, without the need for
physical device configuration, or user intervention in resolving resource conflicts
Ms Paint
Paint (formerly Paintbrush for Windows) is a simple graphics painting program that has been included
with almost all versions of Microsoft Windows since its first release. It is often referred to as MS Paint or
Microsoft Paint. The program opens and saves files as Windows bitmap (24-bit, 256 color, 16 color, and
monochrome, all with the .bmp extension), JPEG, GIF (without animation or transparency, although the
Windows 98 version, a Windows 95 upgrade, and the Windows NT4 version did support the latter), PNG
(without alpha channel), and TIFF (without the multiple pages). The program can be in color mode or two-
color black-and-white, but there is no grayscale mode. For its simplicity, it rapidly became one of the most
used applications in the early versions of Windows—introducing many to painting on a computer for the first
time—and still has strong associations with the immediate usability of the old Windows workspace. We can
use paint to view of edit scanned photos.
First Screen of Ms Paint
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Tools of Tool Box

 To copy and paste part of a picture
 In the toolbox, click Select to select a rectangular area, or click Free-Form Select to select a freeform
area.
 Drag the pointer to define the area you want to copy.
 Select a method of pasting:
 Click to apply an opaque background.
 Click to apply a transparent background.
 On the Edit menu, click Copy.
 On the Edit menu, click Paste.
 Drag the selection to a new location.
 To fill an area or object with color
 In the toolbox, click Fill with Color.
 Click or right-click a color in the color box if the color you want is different from either the current
foreground color or background color.
 Click or right-click the area or object you want to fill.
 To type and format text
 You can only enter text into an image when you are in normal view. To display the normal view, on the
View menu, point to Zoom, and then click Normal size.
 In the toolbox, click Text.
 To create a text frame, drag the pointer diagonally to the size you want.
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 On the text toolbar, click the font, size, and style you want for the text. If the text toolbar is not displayed,
on the View menu, click Text Toolbar. You can drag the toolbar to any location in the window.
 Type your text. You can also paste text into a text box, but not graphics.
 The color of the text is defined by the foreground color. To make the background of the text transparent,
click. To make the background opaque and defined by the background color, click.
 To draw a straight line
 In the toolbox, click Line.
 Below the toolbox, click a line width.
 Drag the pointer to draw the line.
 To create an airbrush effect
 In the toolbox, click Airbrush.
 Below the toolbox, click a spray size.
 To spray, drag the mouse pointer over the image.
 To copy color from one area or object to another
 In the toolbox, click Pick Color
 Click the area containing the color you want to copy.
 In the toolbox, click Fill with Color.
 Click the object or area where you want the new color.
 To set the default foreground and background colors
 To set the foreground color, click a color in the color box.
 To set the background color, right-click a color in the color box.
 To draw a curved line
 In the toolbox, click Curve.
 Below the toolbox, click a line width.
 Draw a straight line by dragging the pointer.
 Click where you want one arc of the curve to be, and then drag the pointer to adjust the curve. Repeat
this step for a second arc. You can only create two curves for each line.
 To paint with a brush
 In the toolbox, click Brush.
 Below the toolbox, click a brush shape.
 To paint, drag the pointer over the image
 To draw a freeform line
 In the toolbox, click Line
 Drag the pointer to draw the line.
 To draw a polygon
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 In the toolbox, click Polygon.
 Below the toolbox, click a fill style.
 Drag the pointer to draw a straight line.
 Click once at each position where you want a new line segment to appear.
 Double-click when done.
 To draw an ellipse or circle
 In the toolbox, click Ellipse.
 Drag the pointer to draw the ellipse or circle.
 To draw a rectangle or square
 In the toolbox, click Rectangle to create a square-cornered shape, or click Rounded Rectangle to
create a round-cornered shape.
 To draw a rectangle, drag the pointer diagonally in the direction you want.
 To draw a square, hold down SHIFT while dragging the pointer.
 To erase a small area
 In the toolbox, click Eraser
 Below the toolbox, click an eraser size.
 Right-click a color in the color box if the color you want to erase with is different from the current
background color.
 Drag the pointer over the area you want to erase.
Menus
File Menu
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New
This option is used to create a new file in paint. If you are working with any file and you have selected this
option, immediately it will ask whether you want to save changes within current file or not if the file is not
saved, otherwise it provides directly a new file. The shortcut to invoke this option is Ctrl + N
Open
This option is used to open any existing file of
paint. If your are working with any file, before
opening the required one it will ask whether
you want to save current modifications or not
and after getting confirmation it will close the
current file and open the required one. The
shortcut for this option is Ctrl + O
Save
It is used to save any file permanently on the
hard disk, floppy disk of compact disk. If you
are saving the file for the first time. Save as
dialog box will appear which will ask for the file
name. But if the file is already saved under a
name, it cannot ask for another name.
Latest modification will be saved under the
previous name. The default extension of paint
file is .BMP, which will be added with the
filename automatically. The shortcut for this
option is Ctrl + S
Save –As
This option is also used to save a new file or an existing file under a new name. To save modifications of an
existing file under a new name use this option that will allow you to give a new name.
Print Preview
This option provides a prior view of
printing sot that you find out will be
the ultimate output through printer.
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Page Setup
Using this option you can set the paper size of the document. Orientation as well as margin can be set over
there to get proper arrangement of contents of the document; also printout will be proper as per the
arrangement.
Print
This option gives hardcopy or the
printout on the paper through printer for
currently opened document. It will
provide a print dialog box where you
have to select the proper printer
name, number of copies, range of
pages to be printed; paper setting for
the printer etc. the shortcut to invoke
this dialog box is Ctrl + P
Edit Menu
Undo
This feature allows the user to cancel the last operation. The shortcut is Ctrl+Z
Repeat
This option helps you to cancel Undo operation. If you have cancelled any operation using undoes and
immediately if you want to cancel the effect from your file, then you have to cancel the current cancellation
using Repeat command. It totally depends on the
Cut
It is used to remove any selected portion of drawing from document to clipboard memory. The short cut is
Ctrl + X
Copy
This option is used to send a copy of selection from drawing area to clipboard that can be invoked later. The
shortcut is Ctrl + C
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Paste
This option is used to call back the clipboard content to the document area, whenever you send any matter
to the clipboard using cut or copy option. It will keep only the latest content and the previous matter will get
overwritten with the latest one. The shortcut of this option is Ctrl + V.
Clear Selection
This is used to clear any selected portion of the drawing permanently from the document. If you want to
clear any minor portion of drawing. Eraser tool should be used instead of clear selection option. Undo option
can help you to call back the erased matter to the document. The shortcut for this option is Del.
Select All
This option is used to select entire canvas of the drawing are of paint. The Shortcut is Ctrl + A.
Copy To
This option is used to send any selected portion of graphics from the current document to another
document. In other words it is exporting method of paint. After issuing this command it will ask for the target
file name. If it is an existing first the current matter will overwrite the existing matter.
Paste from
This option helps to import the content of existing file to the current file.
View Menu
Tool box
This option is used to turn on/off the toolbox of paint. Short cut is Ctrl + T
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Color Box
This is used to turn on /off the color palette of paint. Short cut is Ctrl + L
Status bar
To turn on / off the status bar from the window use this option.
Text Toolbar
This option is normally deactivated on this popup menu. While you write any text using text tool, this toolbar
becomes activated automatically for text formatting. If it is not appearing automatically, you have to call up
by turning on this option from view menu.
Zoom
This zooming option is required to change the size of the screen or canvas according to the selected option
of zoom.
View Bitmap
It provides full screen view of the current canvas along with drawing if there is any drawing object in the file
you are working with.
Image Menu
Flip / Rotate
This option allows changing the orientation of selected graphics. The shortcut is Ctrl + R. After selecting this
option the following dialog box will appear.
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Stretch/ Skew
This is used to change the size of a selected object (stretching) and also to slant (skewing) it. The shortcut
is Ctrl + W.
Invert colors
This option gives opposite color to the selected area of drawing, like black will be converted into white color;
yellow will be converted into blue color etc. but if you are selecting this option twice original color will revert.
Shortcut is Ctrl + L.
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Attribute
This option is used to change the canvas size, measurement unit, type of color etc. Shortcut for this option
is Ctrl + E.
Clear Image
To refresh or clear entire canvas you can use this option. Short cut for this is Ctrl + Shift +N.
Draw Opaque
This option changes the selection properly whether it will be transparent selection or opaque selection. If it is
an opaque selection, background will be included within a selected part, so that while you are moving the
selection by dragging and placing it on any existing drawing, the background object will not be shown
thorough the selection.
Colors Menu
This menu provides only a single option Edit Colors to modify any existing colors from the color palette.
Help Menu
As the name suggests, it is always helpful when you are at dilemma while working on with your file in paint.
NOTE PAD
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Notepad is a basic text editor that you can use to create simple documents. The most common use for
Notepad is to view or edit text (.txt) files, but many users find Notepad a simple tool for creating Web pages.
Because Notepad supports only very basic formatting, you cannot accidentally save special formatting in
documents that need to remain pure text. This is especially useful when creating HTML documents for a
Web page because special characters or other formatting may not appear in your published Web page or
may even cause errors.
You can save your Notepad files as Unicode, ANSI, UTF-8, or big-endian Unicode. These formats provide
you greater flexibility when working with documents that use different character sets.
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Word Pad
With WordPad, you can create and edit simple text documents or documents with complex formatting and
graphics. You can link or embed information from other documents into a WordPad document.
You can save your WordPad file as a text file, rich text file, text file for MS-DOS, or Unicode. These formats
provide greater flexibility when working with other programs. Documents that use multiple languages should
be saved as rich text files.
Calculator
You can use Calculator to perform any of the
standard operations for which you would
normally use a handheld calculator.
Calculator performs basic arithmetic, such as
addition and subtraction, as well as functions
found on a scientific calculator, such as
logarithms and factorials.
Files and Folders
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A new folder is created for each program we install on the hard disk. We can create additional folders to
organize our data into manageable units.
Files are placed into each folder, just as we might place individual piece of paper into a file folder. There are
two basic files types’ program files and system files.
File name under windows Xp can contain up to 251 characters, with a three character extension. Although
there are some characters we cannot use (/ \; *? ” < > | ).
Control panel
Using this tool of windows XP you can change
system setting of the PC. It is consisting of
several types of components, which gives the
facility to change the default setting of computer. To
access control panel go to Start Menu  Control
Panel. Or write control panel in run dialog box.
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Display
Using this feature of control panel you can change overall view of Windows XP. It contains different types of
control tabs. Using all these tab buttons user can change the display setting of system.
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Mouse
Using this option you are able to change the mouse properties.
Regional and language option

This feature of control panel allows changing default
setting of numbers, currency, date and time as per
currently region.
Date and Time

Using this option user can change the current system
date and system time. Also it provide a facility of time
zone which helps us to know date and time of other
countries.
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Chapter MICROSOFT OFFICE 2007

3
WORD 2007
An Introduction and Overview
Microsoft Office Word 2007 is the most powerful and sophisticated Word Procession program available
today. A computer program to create, edit and produce text documents is the word processor. Through
Microsoft Office Word 2007 you can create professional looking documents (like letter, a report, a
newspaper article. Invoice format etc.) Of nearly any type. You can also add tables, charts, art shapes,
photos, and much more.
Lunching Word
Click on Start Menu  All Programs  Microsoft Office  Microsoft office word 2007.
Refer to figure
Below. You can also type WINWORD click on the Start button  Run to launch the program. ‘
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When you open Microsoft Office Word 2007. You will notice the following interface. At first you should
familiar with the opening screen. We identified different areas using rounded box.
Interface of Word 2007

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A brief discussion about the screen components:
1. Office Menu: It consists a range of commands relating to your document most of them are common to
the File menu in the older versions of Word. Refer to figure below.
2. Quick Access Toolbar – By default this toolbar holds shortcut button for Save, Undo and redo
you can also ass frequently used commands to the Quick Access toolbar.
3.
4. Title Bar: This bar displays the name of the current document you’re wording on and the program you’re
working in.
5. Windows Controls – To the far left of the title bar, you have buttons to Minimize, Maximize or Restore
Down and Close the window.
6. Ribbon Tabs- This contains different tabs (Home, Insert, Page Layout, References, Mailing, Review
and view). Each containing different sets of options. If you consider any Ribbons, say Home tab ribbon,
it contains most commonly used commands related to formatting text, paragraph, cut copy paste etc. if
you click on page layout ribbon tab you will get a group of commands associated with page layout in this
way each ribbon contains group of commands for performing different tasks. To move in to different tab
ribbons click on that tab.
7. Help Icon – Click the question mark to get the help screen.
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8. Groups – Each ribbon contains multiple commands divided into various groups. Like home ribbon
contains the groups Font, Paragraph Styles, etc. Each groups has the similar types of commons the
Page Setup group on the Page Layout tab contains all the commands you need to configure your page.
9. Rulers – to help you8 line up text and an object, Microsoft Office Word has a vertical and a horizontal
ruler. (If you can’t see the 5rulers, use the View ribbon and turn on Ruler to enable it.)
10. Dialog Box Launcher A button that launches a dialog box containing options for refining a command.
You can display the dialog box by clicking the dialog launcher in the lower right corner of the command
set. Let us suppose you are to open the dialog box against Font Group. Go to Home tab now click on the
small arrow symbol at the lower right corner of the font Group.
11. Editing window This is the area where you will create and edit your document.
12. Scroll bar Use this bar to scroll up and down in your document.
13. Status bar This bar at the bottom of your screen has commands for word count spell check and view
controls.
14.
15. View toolbar A toolbar that enables adjusts and displays different views of documents content.
16. Zoom button A button that magnifies or reduces the content in the document window.
Creating a document
If you open world by default it provides a default a bland document which you can directly use to do
something. If you are in an existing and want to create a new document then directly click on office button>
select new then choose blank document and click on create.
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Page setup
This helps you to define a paper size for the
current document having its margin values and
other page properties. On the page layout ribbon you
will find a group devoted to setting up your page.
In page setup there are so many options there are so
many options but today you will the following:
You need to know……

Margin: margins are the white spac3e around the
pages edges .To change the margins click the
margins buttons on the page setup group and pick
a preset size
  Top= top margin that is space form the top.

 Bottom= bottom margin that is space form the bottom.
 Left= left margin. That is space form the left.
 Right= right margin. That is space form the right.
Note: here some predefined settings are given: you can apply any setting for your document just clicking
on that preset. If you require any settings which are not available under the dropdown presets you can
click on the custom margins button to open the page setup dialogue and set margin as per your
requirement.
Page orientation
Page orientation refers to how the text is laid out on the page. In portrait orientation the paper would be
printed on with the long side vertically. With landscape orientation the paper would be printed on with the
long side horizontally.
Paper size
Words default paper size: 8.5 by 11 inches, called latter size. If you want to change this however you can
do so using the size command simply click the size button on the page setup group and click the size
that you want
If your paper size is not there click on more paper size to open the page setup dialogue choose custom
size.
Page setup using page setup dialogue box
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You can also setup the pages using page setup dialogue clicking on the quick box launcher in the bottom
right hand corner of the group.
To prepare a single folded card of note book we can turn on the option 2 pages per sheet. The original
page will be divided into two haves alongside same margins for each part
If you turn on mirror margins the left and fight margins will be changed into inside and outside margins.
Changes the two margins that will be back to back: the left margin of the left page and the rights
margins of the rights page in the preview. The inside margins are the right margin of the left page and
the left margin of the right page.
Indicates the width and the height of the page according to your selected paper size
Paper source feature is helpful when you send the document to a printer with multiple trays. For
example you are to print page 1 from the other tray. Refer printing chapter for details.
Whole document is for applying this settings for all pages of your document and this point forwards is for
the current and on words pages
Through this feature you can define the nature of headers and footers for different pages we discuss
this option in detail at the time of discussing header and footer
Vertical alignment drop down aligns all lines vertically in respect of the page height.
Measurement units
Ms Word uses deferent measure units by default all measurement values are set in inches. However you
can change it, following are the step to change measurement:
Click office menu –word options- advanced
Select the required measurement system form the show measurement in units drop down.
The following figure shows how the advanced how the advanced dialog box containing measurement units
drop down list appears.
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Note: if you change measurement unit rulers’ unit page setup dialog boxes unit will automatically be
changed .this measurement system will be permanent for the document till further change. There is a
relation between different measurement system as given below
1 inch = 2.54 centimeters = 72 points =6 picas
Formatting text
Appearance of text is very important for and document look of the text always adds some values to your
document .text size color and appearance of the text are controlled mostly by font group.
Formatting using font group
Font group provides the quickest way for controlling various forms attributes such as the font size, color etc.
you can also access several more font attributes in the form dialog box. To access the font group just
Home Ribbon.
Front Font is the type face you use for entering any text in your document .each
font has a particular look and feel that makes it unique. Each font is
identified with different names such as Arial, courier, times new roman etc.
Different fonts and their looks:
Ifa Institute of finance and accounts –font used “Arial”
Font used brush script MT
IFA INSTITUTE OF FINANCE AND ACCOUNTS-font used Algerian
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Size Change the font size enters of select the desired size like 10.12. Etc word
2007 supports minimum font size 1 and maximum 1638. For any size that is
not available in the dropdown list you are to enter the size.
Basic formatting Bold: click the bold button (b) on the home ribbon or press ctrl+b.
Italics: click the italics button (I) on the home ribbon or press ctrl+I
Underline: click the underline button (u) on the home ribbon or press ctrl+u.
Strikethrough Simply it places horizontal line through the text example

Superscript and Select the text that you want to format as superscript or subscript.
subscript Superscript: press (ctrl+ shift+=) text is made smaller and placed above the
base line. Example superscript a2
Subscript :( press ctrl+ =) text is made smaller and placed below
surrounding the text. examples: subscript: H2o
Change case Text can be changed in sentence case, lowercase, uppercase ,capitalize
each word or toggle cases
Font color Change the text color,
Text highlight color You can use it to mark you want to remember of to point our information of
others
Grow/ shrink font Grow font button or the shrink font button or increase of decrease the font
size.
Clear formatting After adding a number of formats to a paragraph you decide that you really
don’t like the way it looks you can remove the formatting with one click.
Note the application of the above icon is the same as the basic effects: select and choose you’re formatting
or turn the command on type text and turn the command off,
Opening the font dialogue
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Shortcuts to open font dialog box:

Open the main font dialog –ctrl+shift+f
Open the font dialog to the font size list –ctrl+shift+p
You need to know why to use font dialog box:
Font toolbar certainly provides the quickest way for controlling various fonts attributes but you can access
several more font attributes in the font dialog box.
When you initially open the font dialogue, by default it opens font tab. Here you can use the various options
to set font face, style size color effects and other character attributes such as strikethrough, superscript, and
shadow. You can also choose and underline style and color. At the bottom, you will see a preview of your
effects applied to sample text.
Using the character

Spacing tab
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The other tab in the font dialogue is the character spacing tab. It contains scale, spacing position and
darning fonts. Any options you set will be reflected in the preview pane.
Scale: this is basically used to increase the

selected character width horizontally.
Spacing:
You can set these particular settings that font and character spacingyou can set
as default spacing
clicking to normal
on default button
the bottom left hand corner of the font dialogue. This waycondensed
whenever or
youexpanded choose
open word or will
this font enterbepoints
used
the be
automatically. Once you click the default command you will same as font
warned of points size you
the change thatneed to put
you are the
about
to make. space.
Position : you can also modify position to
To proceed click yes, to cancel click no ,to return to the font
normal raised or lowered and specify a points
size for this position .raised shifts the selected
text up and lower shifts the text below form the
base line.
Kerning: it adjust the spacing between letters
like A, V, W, etc.
You can also specify what size you want word
to
kem( form a certain points on )
Any options you set will be reflected in the
Setting your default font preview pane.
You can set these particular settings (i.e. font and character spacing) as default clicking 9on default button
the bottom left hand corner of the font dialogue, this way whenever you open word this font will be used
automatically. Once you click the default command you will be warned of the change that you are about to
make.
To proceed click yes, to cancel click no, to return to the font dialogue claim cancel.
Embedding fonts
Microsoft office word 2007 contains some new fonts, most notably Calibri. If you are sending document to
people using older versions of word, you should make sure the fonts are saved with the document. This is
called embedding fonts. To embed fonts into your document font click
the office menu and thin click word options. For embed font go to
office.
Button- choose word options

Then click the save category on the left hand side. Turn on embed
fonts in the file option at the bottom of the dialogue:
Word option dialogue box
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Finally click the ok button.
Removing formation
Remove formation selecting text and clicking on the
clear formatting button ( ) under

the font group of the home ribbon.
office clipboard
When know that the paste command can only insert the last item that was cut or copied. If you want to cut
and paste (or copy and paste) more than one items which have been cut under different sessions, you
should use the office clipboard as it can contain up to 24 items. To obtain this feature you have to click on
clipboard option under the home ribbon after which the right hand clipboard menu appears:
Now if you cut of copy an item it will automatically appear in the clipboard. You will also see a notification in
the bottom right hand corner of your screen, confirming that the item has been collected. To paste and item
from the clipboard, click to place you cursor where you want the item to get. Then right click the item and
click paste.
Note that you can also delete the item (s) form the clipboard using delete or clear all buttons. Paste all
button at the top of the clipboard to paste all items at a time. To close the clipboard, click the X delete in the
task pane. You can also click the options button at the bottom of the pane too control how the clipboard
operates.
Saving document
To save a file:
Click the office menu and click save
Click the save icon on the quick access toolbar
Press the ctrl+s keys
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Word document formats

By default word 2007 save a file in docx extinction
but you can also save the file in other format. Click
on save as type and choose the other formats. If
you click on save as type box you will be given
different document
Formats shown below:
All supported document formats are also available
under save as option. You can choose any format
that fulfills your purpose.
Opening and existing document

There are different ways to open a word documents firstly select the file and double click on it.
OR
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Whenever you are in word, click on office menu – click k on open or use the CTRL+O shortcut. This will
launch the open dialogue. Now elect the file and click on open button refer to following figure
Closing a document
We generally close whenever we are not interested to exit form word but shut the document.
To close a document
Corner of the window you can click on office menu at the top left corner and then click on close option, if you
click on the exit word command you will be exit form word. You c an also close word clicking on close button
at the top right end corner of the window.
If you try to close current word document that you have not saved yet you will be given the following dialog
box .if you click on no button it will exit without saving the document. Clicking on the “yes “button will close
the file after saving it.
OR
Click on the close button right clicking on the title bar.

Tips: if you would like to insert a dummy text in to a document using MS word 2007, you can do so by
typing = rand ( ) and pressing enter. You can also pass variables to the rand ( ) function, rand (p, s) where
p is the number of paragraph and s is the number of sentences that you want to appear in each paragraph.
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you can also use = lorem ( )
Illustration
Suppose you are given following hand written document and also have given some instruction, you to
prepare the document:
Additional information
Font face used Calibri (body) and font size 11 for enter document except the area where some additional
information are given
Paper size letter (8.5*11)
Font Calibri (body font color automatic and font size 12
Save the file in older version of word (e.g. *.doc)
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Chapter UNDERSTANDING TABLES IN WORD

4
Ms Word table consists of rows and columns\s. the intersection of each row and column forms a cell. Cells
can contain text numbers or graphics. Word facilitates us with a number of features allow you to control the
size and appearance of cells.
Creating a table
At the time of creating a table some preliminary planning reduces to make the table look right. Some times
even a simple sketch of one or two line of the table can save a great deal of time. Once you know what you
want the finished table to look like you can begin creation it by using words quick table s option by dragging
out the table with your mouse with the insert table feature, or by using the draw table option.
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Using quick tables:
Word quick tables feature is useful when you want to create a commonly used table format such as a
calendar or a tabular list. You can choose a table style from a gallery of preformatted tables see figure
below. The advantage to using the quick table templates is that your table will already be formatted. All you
need to do is select the content in each cell and replace it with your own data. If you need more table cells
you can add additional columns and rows.
1. Place the insertion point where you want the table to appear
2. Go to insert tab in the tables group click table. The table sub menu appears.
3. Select quick table  select a preformatted table. The preformatted quick table appears in your
document.
4. Select the preformatted quick table sample text and replace it w8ithe your own.
Using dragging
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If you don‘t find a table style that meets your needs you can create a table by choosing the table grid
command and defining the number of columns and rows. See the figure below.
Figure use the grid to define the table size

2. From the insert table in the tables group click table. the table sub menu appears
3. Select the appropriate dimensions by dragging your mouse in the table grid. refer to figure
4. And empty table appears on your screen and you are ready to begin adding information
Using insert table:

2. From the insert tab in the tables group click table. the table sub menu appears
3. Select insert table. The insert table dialog box appears.
4. Under table size type a value or use the nudge buttons to
specify the number of columns and rows.
5. To specify column width under auto fit behavior select fixed
column width and type a value to specify the desired size. To
allow the table to expand as you type under auto fit
behavior select auto fit to contents. To allow the table to
expand or shrink depending on the size of the window it is
displayed in under auto fit behavior. Select auto fit to window.
6. Using draw table:
Another way to create a table grid is to use the draw table tool. The advantage to drawing a table grid is
that you can create cells of vary heights and widths. To draw the table borders:
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 From the insert table in the tables group click table the table sub menu appears
 Select draw table. Your insertion point turns into a pencil.
 To create the frame of your table click and drag the pencil until the outline of the table reaches the
desired size
 Release the mouse button. The outside frame of a table appears.
 To draw vertical and horizontal lines to create your column and rows click and drag the pencil with in
the table
 After you draw the first cell the ribbon will change to display the table tools design tab the draw
borders group at the for fright side of the ribbon displays tools for drawing table borders ( see figure
below)
 To remove lines from the table and merge cells click the eraser tool in the draw borders group. To
mouse pointer will change to and eraser. click the line you wan t to remove ( see figure below)
Figure use eraser tool to remove lines from the table.

8. Press esc to exit the drawing mode.
Note: to automatically wrap text around a table as you create it. Hold down the ctrl key as you use
the draw table tool.
Converting text to a table

Converting text a table can save time, because it eliminates the need to re enter data. When you select text
in your document before clicking the table button the option converting text to a table will be enabled in the
table menu however before converting text table you must make sure the text is separated by characters
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such ass commas or tabs, these character will indentify where you want to begin a new column in the table.
Paragraph marks must be used to indicate when to begin a new row, for example the list of name illustrated
on the left in figure below can easily be converted to a table.
1. Select the text  click on insert tab  from the table group popup click on convert text to table option.
2. Choose the number of column and separate text
3. Click ok
Inserting an excel spreadsheet

The advantage of using the excel spreadsheet command to create a table is that you can utilize many of the
excel features including merging centering conditional formatting auto sum sorting and filtering. To insert
excel spreadsheet from the insert tab in the tales group click table. The sub menu appears. Click on excel
spreadsheet refer to figure below.
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Figure when use the excel spreadsheet command to create a table you can utilize the excel features
Nesting tables
A nested table is a table inside a table cell. This technique is primarily used in building web page. It can give
your more control over the appearance of your tale y allowing you to more precisely control where
information if your table appears the table is inserted inside on of the table cells used in the structure. You
can create a nested table by inserting a table in a table cell. You can also create a nested table by copying
and existing table and then pasting it inti9o a table cell
Resize table
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You can use the mouse to manipulate the table whether it empty as in the figure or populated with text, here
what you can do:
Entering text in a table

Entering text table is done similar to that in ms word document. Wrapping of text within the cell takes place
automatically. To move from cell to cell with in a table you can use table key or shift + table keys or the
mouse. If table is pressed in the last cell of the last row a new row is seen automatically created. You are to
use the4 ctrl+table keys with in a cell to insert tab characters. Arrow keys use the up down left and right keys
also move you around with in the table but they still move within any text in a cell. Therefore using the arrow
keys to move from cell to cell is rather inefficient. The enter key adds a new paragraph to a cell. The shift+
enter
Formatting table using table styles
The
options
in the table style options group on the table tools design tab help you format the table so it is easier to read.
Selecting and option in this group applies special formatting for elements within the table
By default three of the sex options are already turned on you can of course turn off one r all of the
default settings and turn on the other options. A brief explanation of the table style options
Header row Indicates that the table will have a header row and that ro2w should be
formatted differently.
First column Indicates special formatting for the first column
Banded rows Indicates odd rows are to be formatted differently than even rows for example
all the odd rows have shading
Total row Indicates special formation for a row that will include a total
Last column Indicates special formatting for the last column in the table
Banded column Indicates that there should be different formatting for odd and even columns.
Ms Word provides a variety of predefined table formats. Using these formats makes it easier to apply
attractive formatting to any table. Once you have selected the options in the table style options group you
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are ready to choose a table style. Use the scroll bar at the right side of the table styles group to view the built
in table styles. When you hover your mouse over a style, word previews the style on your table.
When you apply a style all manual formatting is removed.

But once the style is applied you can modify the style formats. For example you can make changes to the
shading and borders by using the shading and borders commands in the table styles group You can
customize the border lines using the line style line weight and pen color tools,
Which are displayed in the draw border group?

Formatting table layouts
After the table is splashed down into your document you can mews with it in uncountable ways. The
messing is made possible by the table tools layout tab. Layout table is only available if you belong to a table
or select a table. Various commands in the layout table group help you customize and adjust you table. The
sections that follow highlight some popular tricks.
Table group
Select: the select button in the table group lets you select all or part of the table
View gridlines the view gridlines button toggles the display of table gridlines on and off if the table cells have
borders you will not see the gridlines however if you have removed the table orders you will want to display
the gridlines so you know where the cells begin and end
Properties the properties button opens the table properties dialog box display in option for table alignment
row heights column widths and the vertical alignment of text with in a cell. Many of these settings are also
accessible in the other groups on the table tools layout tab.
Wrapping text around a table
To maximize space in a document, you can wrap text around table .to do so you will have to specify which
side of the table will have text and which will not. These formatting decision are accomplished with the
buttons located in the table section on the layout ribbon under table tools
Tools.
Click anywhere with in the table to display the table tools layout table and click on properties under the table
group table properties dialog box appears form where you can specify wrapping and alignment on the page
see the figure below.
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Assessment criteria
It is necessary to provide a structure for the assessment of project work so that all teachers are in
general, following a common procedure. Such a procedure will assist with the standardization of
assessment from centre to centre. Each project is there fore to be assessed in accordance with the
criteria set out below. In assessing candidates centre must ensure that comparable standards are
observed between different teaching groups. Each centre must produce a single order of merit for the
centre as a whole. The following categories are to be used in the assessment of the project. The criteria
for making these categories are listed below. The project is marked out of a total of 60.
Specification 13 marks
Implementation 20 marks
User testing 12 marks
Evaluation 6 marks
User documentation 9 marks
Total 60 marks
Rows and column group

Deleting cells columns or rows: to remove a cell row or column first position the insertion point in the cell
where you want to make the deletion. Then click the delete button in the rows and column group and select
and option to delete cells columns rows or the entire table. you can also delete a cell but positioning the
insertion point in the cell and then right clicking and choosing delete cells in the shortcut way. When you
choose a command to delete a single cell the delete cells dialog box by clicking the dialog box launcher in
the rows and columns group.
Inserting column or rows: you can expand a table by adding row or columns and the rows or column can be
added inside the table or appended to any of the table for sides. For commands in the arrows and columns
group make this incretion pointer is with in the table.
Merge group:
Merge cells: the merge cells command in the merge group is useful when you want to combine cells so you
can create a heading that spans across multiple columns
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Spit cells if you change your mind and want to revert the merged cell back to separate cells use the split
cells command. You can also use the split cells command when you want to add additional cells but not for
the entire column.
Split table: when you use the split table command the table is divided into two separate tables as shown in
see the figure the second table begins with row where the insertion point is positioned.
Cell size group:

Additional row and column size: you can change the height and width of cells by dragging the borders.
However if you want the size to be more exact you can use the options in the cell size group. For example
you any want to decrease the cell sizes to minimize the size of the table .or you may want to increase the
cell sizes so there is plenty of white space in each cell so that more information can be added later. When
you use these options to adjust the cell height and or the column width, all the cells in the row column are
adjusted. To format multiple rows or columns select the rows or columns before you apply the format.
When you choose the option auto fit contents word will automatically adjust the width of all the cells in the
table based in the contents in the cells and any new cells added will include he auto fit format. The following
figures show a comparison of a table before and after automatically fitting the cell contents. You can also
manually adjust the widths of the columns even after applying auto fit contents option.
Before auto fit=distribute rows and columns: the distribute rows and distribute columns command buttons
help you to clean up uneven column or row spacing in table. With the insertion pointer any where in the tale
click either or both button to even things out.
Alignment group:
Alignment text the with in a cell can be aligned just like a paragraph left center or right t in addition to that
you are having some additional options here combining all these options there are nine types of alignments
are there . For example to make the title row align at the bottom center or each cell first select the top row in
your table and then click the align top center button.
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Text direction: the text direction button in the alignment group changes the way text reads in a cell or group
of selected cells. Normally text is oriented from left to right .by clicking the text direction button once you
change the text direction to top to bottom .click the button again and direction is changed to bottom to top.
Clicking a third time restores the text normal.
Cell margins: the cell margins determine the amount of white space surrounding the text in each cell.
Margins. This is sometimes referred to as cell padding. You can adjust the cell margins for a single cell or for
all the cells in the table. Also you can choose too add extra space between cells. See the figures compares
there tables to show the effect of adjusting cell margins and adding extra space between the cells
To adjust the margins for the entire table:
1. Position the insertion point any where with in the table
2. Go to the table tools layout table
3. Click on the cell margins button in the alignment group table options dialog box appear
4. Change the settings for one or more of the cell margins and click ok
Data group:
Sort: to sort a group of cells in a table select the cells and then click the sort button under the data for. The
sort dialog box allows you to mention three levels and provides and option to indentify whether your sort
area has a header row or no hearse row each level of sort can be set to ascending or descending order be
careful that you choice make logical sense or you might get some unusual result. Below the sort criteria
select whether your list has a hearse row or nor header row. When you have a header row this
option will exclusive any t8itles form the sort criteria.
Note: you can not sort a table that contains merged or split cells.
Repeating header rows
when you work with a very ling table it should be divided in to multiple pages. In that cases some times we
want to show the field heading at the top row in each page. If you use this option, it automatically repeats the
field heading at the top row of each page. Repeated table headings are visible only in print layout view or
when you print the document. If you turn off the option table heading rows will not break across page. By
default repeat header rows option is not turned on the button is shown in orange color and word will
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automatically insert the header row at the top of each page if the table is split and continues at the top of the
next page.
Converting a table to text

you can convert text to a table or a table to text. Convert text to a table enables you to include the selected
text inside a table and convert table to text is exactly opposite of convert text to table it enable you to display
the table texts simple text (not under the table) using comma, tab separator, paragraph marks or a character
or a symbol such as a blank space or a forward slash etc. when you choose the convert to text command,
the convert tale to text dialog box appears and you must choose how to separate the text. Suppose we are
having a table containing names given below and we are converting it into text. Let’s see how to convert it
into text.
Here you can set how each cell will be separated. Rows will always be separated by paragraph marks, in
the cases shown above, since we only have one column it will not make a difference which separator we
use. Click ok of result.
Using formulas in tables

word is not a spreadsheet program, and as such for serious number crunching you should do in excel, but
you can compute simple formulas in table Microsoft word considers the cells of a table the same way
Microsoft excel does. Each horizontal row is numbered and each vertical column is lettered.
Follow these basics steps to do a math calculation in a table
1. Click in the cell that is to show the results of the calculation
2. Choose layout tab under table tools  click formula. You will see the formula dialog box .the part of
the formula that appears in parentheses is calle4d argument. The argument lists the cells as to the
calculation of which cells you want to compute. Word uses the cells to the left, to the right above or
below the formula cell as the argument. Consequently, you can not use the left, Right. Above or below
argument in a formula and obtain an accurate result
How ever if the cells you want to compute are not adjacent to the formula cell or if the cell you want to
computer are adjacent, but some of them are valid for making calculations other wise the cells occupy more
than one row or column, then you can not use left / right /above / below. Under these circumstances. The
only way to enter the argument is to use cell addresses. Each cell in a table has an address. Rows are
numbered 123 and so on: columns are assigned the letters A, B, C and so on: each cells address comes
from its row number and column letter. Hence the address of the first cell in a table is A1. In the formula
dialog box list the cell addresses between parentheses, and separate each cell address by the comma.
Construct the formula in the formula box. List the cell addresses between parentheses, and separate each
cell address by the function. The enter a function. To enter a function name, open the paste function drop
down menu and choose a function. ( initially word uses sum function) within the parentheses of the function,
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indicate where the relative to the cell you are working in. from the number format drop down menu choose a
number format for displaying the results of the calculating. Click ok. All you need to know is that you can
change the numbers
The cells to which formulas refers and update the results of the formula accurately. To update a formula
select the result of the formula and press f9 or right click and choose update field from the shortcut menu.
You can make a formula directly in a cell using ctrl+f9 keys. A pair of curly braces ([ ]) will appear having a
grey color shade with in which you are to set a formula with equal sing (=) as prefix and press f9 key to get
the result thereof.
Mathematical example:
To put the first formula in for (bikash) total, we first have to think about what our answer will be. For our total
wage for (bikash) row we want the pay rate column times the number of hours worked column (column c).
Bikash pay rate is cell B2 (30.00) and his hours worked is cell c2 (45). Place your curser in the cell where
you want the answer (cell d2). On the layout under tale tools  click formula
In the formula box, type B2*C2. When you click ok you will see 1335. Repeat these4 steps until we have the
total wage for each person, and to find the grand total.
Weekly wage sheet
If you change any of the original data you will have to update each formula it will affect. To do this right click
on the formula field and choose update field or highlight the cells and press f9
Caption
You can word automatically add captions when you insert table figures or other items in your document. Or if
you have already inserted the items you can add caption manually. Caption are helpful not only to associate
images with the text that refers to them but also to provide the reader with amplifying information about the
figure, tale chart or other. If you later add delete or move caption you can easily update the caption numbers
all at once.
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Use Word’s caption facility to add a label of figure number to tables.

1. Select the table, and then click the Reference tab, Captions group , and select the Insert Caption icon
2. Choose an option from the label list, of click on the New Label button and type an alternative name.
Caption applied to subsequent item follow on from the previous caption number. Howe ever if you want to
insert a caption before existing ones, the numbering automatically adjusts.
Note : if you want to use numbering setting other then default setting 1……..2…..3…. click on
numbering figure will be open select your selection and then click ok
Tips: Type Out tables in Word
You can create tables in Microsoft Word by simply typing out a string of PLUS SIGNS (+) and MINUS
SIGNS (-) Start the row with a PLUS SIGN (+) and then type MINUS SIGN (+) and press ENTER.
Word turns your text into a table. To add more rows to your table, move to the last cell in the table and
press TAB.
+……………………………..+…………………………….+……………………..+
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Chapter MACROS
5
A macro is sequence of computer instructions recorded and saved with a specific a name. When a macro is
activated word carries out the instructions in the macro. Macros help automate repetitive and complex tasks.
The macros execute a set of commands at a stretch that save time and effort in comparison to entering
commands manually in a repetitive manner. You can create a macro in order to format paragraphs or to
gather information from other document, formats the information in a table, and tabulates the date in various
columns. In a nutshell, a single macro can perform the actions of a cluster of commands in the order the
commands are sets.
Recording a Macro
Before using any macro at first you need to record something in the macro. To Record:
1. Go to view tab  click on macros button under Macros group choose Record Macro the Record
Macro dialog box appears.

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2. In the Macro Name text box, enter a
name. at the time of entering any
name you should remember that a
macro name cannot start with a
number or include blank spaces
3. Describe the macro in the description
box
4. In the store macro drop-down list,
make sure the name of the template
you want to store the macro with is
listed.
5. You can assign a keyboard shortcut or
button for the macro. To do that click on either button or keyboard button. Shortcut being assigned is
same as style
6. Click ok, you will see mini-cassette tape appears below the pointer
7. Enter the commands with care and do everything else that your macro requires (for an example here we
create a journal voucher format). Click the pause button if need to stop recording for a moment.
8. Lastly click on the stop recording button
Table of Contents
Table of contents appear at the beginning of a
book, manuscript or report. It contains
headings and subheading with page
numbers having references. For example a
table of contents for readers of your
document enables them to locate where the
particular part of heading or information
exists in your document. It makes easy to find
out the location of particular information
from a lengthy document
Text to be included in a table of content can
be identified by applying a heading style or text
can be marked as field entry. The
advantage of using styles to mark text for a
table of content is locating the specific
subject quickly. A table of contents can be
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created by applying heading styles provided by word or by applying any user defined style to text to be
included in the table of content.
Creating a TOC using built in heading styles

1. Select the text you want to style as a
level one heading in the document, go
to style group, under Home tab,
and then select Heading1. Perform
the same operation for the texts
you want to style as a level two
heading
2. Click where you want to insert the
table on content
3. Now go to reference tab then
click on table of content. Click a
table of contents style from the
gallery
4. After applying table of content style.
The table of content is generated
Picture Insertion
Word provides you a large clip-art gallery of readymade graphics of different species which you can place
into your document from the other
Clip Art
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This feature helps you to insert any readymade graphics from the Clip-Art
gallery. Select Insert Menu Picture Clip Art Select Organize Clips from
task pane  Double click on office collections  Select Any Category and
then select any picture from the given category on the dialog box.
Object Linking & Embedding

You can insert objects into a Microsoft Word document when you want to
include information from files created in other Microsoft Office programs or in
any program that supports linked objects and embedded objects
Object: A table, chart, graphic, equation, or other form of information. Objects
created in one application, for example spreadsheets, and linked or
embedded in another application are OLE objects.
Linked object: An object that is created in a source file and inserted into a destination file, while maintaining
a connection between the two files. The linked object in the destination file can be updated when the source
file is updated.
Embedded object: Information object contained in a source file and inserted into a destination file. Once
embedded, the object becomes part of the destination file. Changes you make to the embedded object are
reflected in the destination file.
Linked objects
When an object is linked, information is updated only if the source file is modified. Linked data is stored in
the source file. The destination file stores only the location of the source file, and it displays a representation
of the linked data. Use linked objects if file size is a consideration.
Linking is also useful when you want to include information that is maintained independently, such as data
collected by a different department, and when you need to keep that information up-to-date in a Word
document.
When you link to an Excel object, you can use the text and number formatting from Excel, or you can apply
the formats supplied by Word. If you use the Word formats, you can preserve formatting when the data is
updated. For example, you can change table layout, font size, and font color without losing those changes
once the object in the source file is updated.
Embedded objects
When you embed an object, information in the
destination file doesn't change if you modify the
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source file. Embedded objects become part of the destination file and, once inserted, are no longer part of
the source file.
Because the information is totally contained in one Word document, embedding is useful when you want to
distribute an online version of your document to people who don't have access to independently maintained
worksheets.
To perform embedding or linking you can use this
path.
InsertObject
If the object is already created then we can select
Create from File option and can select the created
object.
To perform linking just turn on the option “Link to
File”
And then click on Ok.To update the changes in linked
object just press the F9 key on linked object.
Chapter MAIL MERGE

6
Ms-Word mail merge feature allows generating bulk of personalized correspondence in a quicker manner
and other documents by merging information from two different files. You can merge a list of names and
address from one file (Data Source) with a form letter in another file (Main Document) to produce a number
of personalized from letters. Once the main document and the data source are prepared, the mail merge
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feature allows you to send merged document directly to the printer or save them to a file for editing and later
printing. Preparing any type if merged document. For example, a from letter – typically involvers merging tow
document:
Data Source
A data source contains the information that varies in each version, such as the names and addresses of
each recipient of a form letter
Main Document
Main document contains the text and other items you want to be identical with each versions of the merged
document.
Steps to Perform Mail Merge

Type the text to be included in every form letter leaving blank space for the text to be added from the data
source. And follow this path
Click on Letter Option next to Next: Starting Document
In this dialog box select Use the Current Document next to elect Recipient
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Next select to type a New List and click on Create option.
You can Add, Rename, Edit, Delete and Up/ Down for a particular field form customize option. Click on New
Entry to store the more records. You can also find any particular record and also given the criteria to a
particular field from the option filter and Sort and lastly click on cancel.
Now a dialog box will appear to save the file by default the file will be stored into my data source folder you
can save it to another folder.
If your database is already exist then select use and Existing List from step 3 and select a different list 
select the file name  click to open.
You can also edit the existing database from Edit Recipients List. Filter and sort option is very useful for mail
merge. The user can sort (Ascending, Descending) the database on a particular field.
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After saved a new window will appear where it will show the entire recipients name you can customize the
any fields like add, remove, edit, find etc.
Next click on write to letters,

place the insertion point where the Merge Field are to be appeared. Click the Insert Merge Field button on
the Mail Merge Toolbar to insert merge fields into the main document. You can type spaces and punctuation
marks between merge fields just as you would in any address. You can insert the merge field more then
once in the main document.
Next you have to click the Merge to New Document button on the Mail Merge Toolbar and store letter in a
new document.
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Now select all and click on Ok if you want to merge the record to all recipient. Or Select Current record, for
merge the record to a single recipient or Select from to to options.
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Chapter MICROSOFT EXCEL 2007

7
What Is Excel Good For?

Excel, as you probably know, is the world’s most widely used spreadsheet program and is part of the
Microsoft Office suite. Other spreadsheet programs are available, but Excel is by far the most popular and
has become the world standard. Much of the appeal of Excel is due to the fact that it’s so versatile. Excel’s
forte, of course, is performing numerical calculations, but Excel is also very useful for non-numerical
applications. Here are just a few of the uses for Excel:
Number crunching: Create budgets, analyze survey results, and perform just about any type of financial
analysis you can think of
 Creating charts: Create a wide variety of highly customizable charts
 Organizing lists: Use the row-and-column layout to store lists efficiently
 Accessing other data: Import data from a wide variety of sources
 Creating graphics and diagrams: Use Shapes and the new SmartArt to create professional-looking
diagrams
 Automating complex tasks: Perform a tedious task with a single mouse click with Excel’s macro
capabilities
A new user interface

The first thing you notice about Excel 2007 is its new look. The time-honored menu-and-toolbar user
interface has been scrapped and replaced with a new “tab-and-ribbon” interface. Although the new interface
kind of resembles menus and toolbars, you’ll find that it’s radically different. Long-time Excel users have
probably noticed that, with each new version, the menu system has gotten increasingly complicated. In
addition, the number of toolbars had become almost overwhelming. After all, every new feature must have a
way to be accessed. In the past, access meant adding more items to the menus and building new toolbars.
The Microsoft designers set out to solve the problem
Many experienced Excel users might suffer from a mild case of bewilderment as they realize that all their
familiar command sequences no longer work. Beginning users, on the other hand, will be able to get up to
speed much more quickly because they won’t be overwhelmed with irrelevant menus and toolbars. Other
elements that comprise the new look include
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 Six new modern-looking fonts: The default workbook font is now 11-point Calibri, which, I think, is
much more readable than the old 10-point Arial, especially in smaller sizes.
 Quick Access toolbar: A personal toolbar, to which you can add commands that you use regularly.
This toolbar is the only part of the Excel 2007 interface that the user can customize.
 The Mini Toolbar: This toolbar contains commonly used formatting icons, displayed near your mouse
pointer for quick access.
Larger worksheets
Over the years, perhaps the most common complaint about Excel was the size of a worksheet. Users who
required more rows or columns were simply out of luck. Microsoft finally, responded, and Excel 2007 has
upped the ante significantly. A worksheet now has 1,048,576 rows and 16,384 columns, which works out to
more than 17 billion cells—almost three cells for every man, woman, and child on the planet. Stated
differently, an Excel 2007 worksheet has more than 1,000 times as many cells as an Excel 2003 worksheet.
Having more rows and columns doesn’t mean that you can actually use them all. If you attempted to fill up
all cells in a worksheet, you would soon run out of memory. The advantage to having more rows and
columns is the flexibility it provides.
In addition to a larger worksheet grid, Excel 2007 has also increased some other limits that have frustrated
users.
TABLE 12-1
By the Numbers: Excel 2003 versus Excel 2007
Excel 2003 Excel 2007
Number of rows 65,536 1,048,576
Number of columns 256 16,384
Number of colors 56 4.3 billion
Number of conditional formats per cell 3 Unlimited
Number of levels of sorting 3 64
Number of levels of undo 16 100
Number of items shown in the Auto-Filter dropdown 1,000 10,000
The total number of characters that can display in a cell 1,000 32,000
Number of unique styles in a workbook 4,000 64,000
Maximum number of characters in a formula 1,000 8,000
Number of levels of nesting in a formula 7 64
Maximum number of function arguments 30 255
New file formats
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Over the years, Excel’s XLS file format has become an industry standard. Excel 2007 still supports that
format, but it now uses new default “open” file formats that are based on XML (Extensible Markup
Language). For compatibility, Excel 2007 still supports the old file formats so that you can continue to share
your work with those who haven’t upgraded to Excel 2007.
Worksheet tables
Excel, of course, has always been able to deal with tables. A table is just a rectangular range of cells that
(usually) contain column headers. The designers of Excel 2007 realized that such tables are widely used in
Excel, and they’ve taken the concept to a new level. Working with tables is easier than ever. Once you
designate a particular range to be a table (using the Insert➪Tables➪Table command), Excel provides you
with some very efficient tools that work with the table. For example:
 You can apply attractive formatting with a single click.
 You can easily insert summary formulas in the table’s total row.
 If each cell in a column contains the same formula, you can edit one of the formulas, and the others
change automatically.
 You can easily toggle the display of the table’s the header row and totals row.
Styles and themes

Excel has always supported named styles, which can be applied to cells and ranges. Excel 2007 brings this
feature to the forefront by providing a good assortment of predefined styles, easily accessible by choosing
Home➪Styles➪Cell Styles.
With the introduction of document themes, Excel 2007 makes it easy to create good-looking worksheets. A
theme consists of a color palette, font set, and effects. You now have one-click access to a gallery of
professionally designed themes that can dramatically change the look of your entire spreadsheet—almost
always for the better. Access the theme gallery by choosing Page Layout➪Themes➪Themes. And yes. You
can still create ugly Excel documents if you try hard enough.
Better-looking charts
There is both good news and bad news relating to the charting features in Excel 2007. First the bad news:
Excel 2007 offers no new chart types, and many of the long-time chart-related feature requests have been
Part III
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Page layout view

As an option, you can
display your worksheet as
a series of pages. This
new Page Layout view
ensures there are no
surprises when it’s time to
print your work. Even
better, the Page Layout
view includes “click and
type” page headers and
footers—which is much
more intuitive than the
old method. Unlike the
standard print preview,
Page Layout view is fully
functional in terms of
spreadsheet editing.
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Figure shows a spreadsheet displayed in Page Layout view. The display is zoomed out to show multiple
pages.
FIGURE 12-2
Excel’s new Page Layout view makes it easy to see how your printed work will appear.
Enhanced conditional formatting

Conditional formatting refers to the ability to format a cell based on its value. Conditional formatting makes it
easy to highlight certain values so that they stand out visually. For example, you may set up conditional
formatting so that if a formula returns a negative value, the cell background displays green.
Using Excel Worksheets and Workbooks
12
In the past, a cell could have at most three conditions applied. With Excel 2007, you can format a cell based
on an unlimited number of conditions. But that’s the least of the improvements. Excel 2007 provides a
number of new data visualizations: data bars, color scales, and icon sets. Figure shows an example of a
range that uses conditional formatting to display data bars directly in the cells. The size of each data bar is
proportional to the value in the cell.
FIGURE 12-3
Data bars are just one of the new conditional formatting options.
Excel 2007 includes quite a few other improvements to conditional formatting. In general, conditional
formatting is much more flexible, easier to set up, and relies less on creating custom formulas to define the
formatting rules.
Consolidated options
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In the past, Excel provided far too many dialog boxes to set various options. In Excel 2007, most dialog
boxes have been consolidated into a massive Excel Options dialog box. To display this dialog box, choose
Office Button➪Excel Options. The options are grouped into tabs, which you select on the left. Locating
some of the options still isn’t easy, but the new implementation is much better than it used to be. The Excel
Options dialog box is also resizable—just click and drag the lower-right corner to change the size.
SmartArt
Excel 2007 still includes a wide assortment of
Shapes that you can use to create visual
diagrams, such as flow charts, org charts, or
diagrams that depict relationships. But the new
SmartArt feature is a much better tool for such
tasks. You can quickly add shadows, reflection,
glow, and other special effects.
Figure shows two SmartArt diagrams. The
diagram on the left is the original, and the one
on the right is the same diagram after a single
mouse click that changed the layout and style.
FIGURE 12-4
Formula AutoComplete
Entering formulas in Excel 2007 can be a bit
less cumbersome, thanks to the new
Formula AutoComplete feature. When you
begin typing a formula, Excel displays a
continually updated drop-down list of
matching items , including a description of
each item. When you see the item you want,
press Tab to enter it into your formula. The
items in this list consist of functions, defined
names, and table references. IGURE 12-5
The Formula AutoComplete feature can

speed up formula entry.
Compatibility Checker
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Given all the new features in Excel 2007, you may be hesitant to share a workbook with others who use an
earlier version of Excel. To find out how your workbook will function with previous versions, use the
compatibility checker. Choose Office Button➪Prepare➪Run Compatibility Checker. RE Use the
Compatibility Checker if you plan to share your workbooks with people who use an earlier version of Excel.
Improved PivotTables
Excel’s PivotTable feature is probably one of its most underutilized features. A PivotTable can turn a large
range of raw data into a useful interactive summary table with only a few mouse clicks. Microsoft hopes to
make this feature more accessible by improving just about every aspect of pivot tables in Excel 2007. One
other thing worth noting: Charts created from PivotTables (PivotCharts) now retain their formatting when
they’re updated. This loss of formatting had been a frustration for hundreds of thousands of users, and
Microsoft finally did something about it.
TABLE 12-2
Understanding Workbooks and Worksheets
The work you do in Excel is performed in a workbook file, which appears in its own window. You can have
as many workbooks open as you need. By default, Excel 2007 workbooks use an XLSX file extension. Each
workbook is comprised of one or more worksheets, and each worksheet is made up of individual cells. Each
cell contains a value, a formula, or text. A worksheet also has an invisible draw layer, which holds charts,
images, and diagrams. Each worksheet in a workbook is accessible by clicking the tab at the bottom
of the workbook window. In addition, workbooks can store chart sheets. A chart sheet displays a single chart
and is also accessible by clicking a tab. Newcomers to Excel are often intimidated by all the different
elements that appear within Excel’s window.
Once you become familiar with the various parts, it all starts to make sense. Figure shows you the more
important bits and pieces of Excel. As you look at the figure, refer to Table for a brief explanation of the
items shown in the figure.
Parts of the Excel Screen That You Need to Know

Name Description
 Active cell indicator This dark outline, also called the cell selector, indicates the currently active cell
(one of the 17,179,869,184 cells on each worksheet).
 Application close button Clicking this button closes Excel.
 Window close button Clicking this button closes the active workbook window.
 Column letters Letters range from A to XFD—one for each of the 16,384 columns in the worksheet.
You can click a column heading to select an entire column of cells.
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 Office button This button leads to lots of commands for working with your document, or Excel in
general.
 Formula bar When you enter information or formulas into Excel, they appear in this line.
 Horizontal scrollbar Enables you to scroll the sheet horizontally.
 Maximize/Restore button Clicking this button increases the workbook window’s size to fill your monitor’s
workspace. If the window is already maximized, clicking this button Restores Excel’s window down to its
previous window size so that it no longer fills the entire screen.
 Minimize application button Clicking this button minimizes Excel’s window down to the Windows
taskbar.
 Minimize window button Clicking this button minimizes the workbook window.
 Name box Displays the active cell address or the name of the selected cell, range, or object.
 Page view buttons Change the way the worksheet is displayed by clicking one of these buttons.
 Quick Access Toolbar A toolbar that you customize to hold commonly-used commands
 Ribbon The main location to find Excel’s commands. Clicking a tab changes the Ribbon buttons that
appear.
 Row numbers Numbers range from 1 to 1,048,576—one for each row in the worksheet. You can click a
row number to select an entire row of cells.
 Sheet tabs Each of these notebook-like tabs represents a different sheet in the workbook. A workbook
can have any number of sheets, and each sheet has its name displayed in a sheet tab. By default, each
new workbook that you create contains three sheets. Add a new sheet by clicking the Insert Worksheet
button (which is displayed after the last sheet tab).
 Sheet tab scroll buttons These buttons let you scroll the sheet tabs to display tabs that aren’t visible.
 Status bar This bar displays various messages as well as the status of the Num Lock, Caps Lock, and
Scroll Lock keys on your keyboard. It also shows summary information about the range of cells that is
selected. Right-click the status bar to change the information that’s displayed
 Title bar All Windows programs have a title bar, which displays the name of the program and the name
of the current workbook and also holds some control buttons that you can use to modify the window.
 Vertical scrollbar Lets you scroll the sheet vertically.
 Zoom control A slider control that lets you zoom your worksheet in and out.
Moving Around a Worksheet

This section describes various ways to navigate through the cells in a worksheet. Every worksheet consists
of rows (numbered 1 through 1,048,576) and columns (labeled A through XFD). After column Z comes
column AA, which is followed by AB, AC, and so on. After column AZ comes BA, BB, and so on. After
column ZZ is AAA, AAB, and so on. The intersection of a row and a column is a single cell. At any given
time, one cell is the active cell. You can identify the active cell by its darker border, as shown in Figure. Its
address (its column letter and row number) appears in the Name box. Depending on the technique that you
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use to navigate through a workbook, you may or may not change the active cell when you navigate. Notice
that the row and column headings of the active cell appear in different colors to make it easier to identify the
row and column of the active cell.
FIGURE 12-8
The active cell is the cell with the dark border—in this case, cell C8 .
Navigating with your keyboard
As you probably already know, you can use the standard navigational keys on your keyboard to move
around a worksheet. These keys work just as you’d expect: The down arrow moves the active cell down one
row, the right arrow moves it one column to the right, and so on. PgUp and PgDn move the active cell up or
down one full window. (The actual number of rows moved depends on the number of rows displayed in the
window.)
You can use the keyboard to scroll through the worksheet without changing the active cell by turning on
Scroll Lock, which is useful if you need to view another area of your worksheet and then quickly return to
your original location. Just press Scroll Lock and use the direction keys to scroll through the worksheet.
When you want to return to the original position (the active cell), press Ctrl+Backspace. Then, press Scroll
Lock again to turn it off. When Scroll Lock is turned on, Excel displays
Scroll Lock in the status bar at the bottom of the window.
The Num Lock key on your keyboard controls how the keys on the numeric keypad behave. When Num
Lock is on, Excel displays Num Lock in the status bar, and the keys on your numeric keypad generate
numbers. Most keyboards have a separate set of navigational (arrow) keys located to the left of the numeric
keypad. The state of the Num Lock key doesn’t affect these keys. Summarizes all the worksheet movement
keys available in Excel.
Excel’s Worksheet Movement Keys

Key Action
Up arrow Moves the active cell up one row
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Down arrow Moves the active cell down one row
Left arrow or Shift +Tab Moves the active cell one column to the left
Right arrow or Tab Moves the active cell one column to the right
PgUp Moves the active cell up one screen
PgDn Moves the active cell down one screen
Alt+PgDn Moves the active cell right one screen
Alt+PgUp Moves the active cell left one screen
Ctrl+Backspace Scrolls the screen so that the active cell is visible
Getting started on your worksheet
Start Excel and make sure that you have an empty workbook displayed. To create a new, blank workbook,
press Ctrl+N. The sales projection will consist of two columns of information. Column A will contain the
month names, and column B will store the projected sales numbers. You start by entering some descriptive
titles into the worksheet. Here’s how to begin:
1. Move the cell pointer to cell A1 by using the direction keys. The Name box displays the cell’s
address.
2. Enter Month into cell A1. Just type the text and then press Enter. Depending on your setup, Excel
either moves the cell pointer to a different cell, or the pointer remains in cell A1. (You can change this
behavior in the advanced category of the Excel Options dialog box. Appendix A, “Customizing Office,”
explains how to find and work with options.)
3. Move the cell pointer to B1, type Projected Sales, and press Enter.
Filling in the month names

In this step, you enter the month names in column A.
1. Move the cell pointer to A2 and type Jan (an
abbreviation for January). At this point, you can enter
the other month name abbreviations manually, but we’ll
let Excel do some of the work by taking advantage of
the AutoFill feature.
2. Make sure that cell A2 is selected. Notice that the
active cell is displayed with a heavy outline. At the
bottom-right corner of the outline, you’ll see a small square known as the fill handle. Move your mouse
pointer over the fill handle, click, and drag down until you’ve highlighted from A2 down to A13.
3. Release the mouse button, and Excel will automatically fill in the month names.
Entering the sales data

Next, you provide the sales projection numbers in column B. Assume that January’s sales are projected to
be
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$50,000, and that sales will increase by 3.5 percent in each of the subsequent months.
1. Move the cell pointer to B2 and type 50000, the projected sales for January.
2. To enter a formula to calculate the projected sales for February, move to cell B3 and enter The
following: =B2*103.5%. When you press Enter, the cell will display 51750. The formula returns the
contents of cell B2, multiplied by 103.5%. In other words, February sales are projected to be 3.5%
greater than January sales.
3. The projected sales for subsequent months will use a similar formula. But rather than retyping the
formula for each cell in column B, once again take advantage of the AutoFill feature. Make sure that cell
B3 is selected. Click the cell’s fill handle, drag down to cell B13, and release the mouse button.
At this point, your worksheet should resemble the one shown in Figure . Keep in mind that, except for
cell B2, the values in column B are calculated with formulas. To demonstrate, try changing the projected
sales value for the initial month, January (in cell B2). You’ll find that the formulas recalculate and return
different values. But these formulas all depend on the initial value in cell B2.
Formatting the numbers

The values in the worksheet are difficult to read because they
aren’t formatted. In this step, you apply a number format to
make the numbers easier to read and more consistent in
appearance:
1. Select the numbers by clicking cell B2 and dragging
down to cell B13.
2. Choose Home➪Number, click the drop-down Number
Format control (it initially displays General), and select
Currency from the list. The numbers now display with a
currency symbol and two decimal places. Much better!
Making your worksheet look a bit fancier

At this point, you have a functional worksheet—but it could use some help in the appearance department.
Converting this range to an “official” (and attractive) Excel table is a snap:
1. Move to any cell within the range.
2. Choose Insert➪Tables➪Table. Excel displays its Create Table dialog box to make sure that it
guessed the range properly.
3. Click OK to close the Create Table dialog box. Excel applies its default table formatting and also
displays its Table Tools➪Design contextual tab. Your screen should look like Figure. Your worksheet,
after converting the range to a table.
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4. If you don’t like the default table style, just select another one from the Table Tools➪
Design➪Table Styles group. Notice that you can get a preview of different table styles by moving your
mouse over the ribbon. When you find one you like, click it, and that style will be applied to your table.
Summing the values

The worksheet displays the monthly projected sales, but
what about the total sales for the year? Because this range
is a table, it’s simple:
1. Activate any cell in the table.
2. Choose Table Tools➪Design➪Table Style
Options➪Totals Row. Excel automatically adds a new
row to the bottom of your table, including a formula that
calculates the total of the Projected Sales column.
3. If you’d prefer to see a different summary formula (for
example, average), click cell B14 and choose a different summary formula from the drop-down list.
Creating a chart
How about a chart that shows the
projected sales for each month?
2. Choose Insert➪Charts➪Column
and then select one of the 2-D
column chart types. Excel inserts
the chart in the center of your
screen.
3. To move the chart to another
location, click its border and drag it.
4. To change the appearance and style of the chart, use the commands in the Chart Tools context tab.
Figure shows the worksheet after creating the chart. Your chart may look different, depending on the
chart layout or style you selected.
FIGURE 12-12
Printing your worksheet
Printing your worksheet is very easy (assuming that you have a printer attached and that it works properly).
1. First, make sure that the chart isn’t selected. If a chart is selected, it will print on a page by itself. To
deselect the chart, just press Esc or click any cell.
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2. To make use of Excel’s handy new page layout view, click the Page Layout View button on the right side
of the status bar. Excel will then display the worksheet page by page so that you can easily see how
your printed output will look. For example, you can tell immediately if the chart is too wide to fit on one
page. If the chart is too wide, click and drag its lower-right corner to resize it.
3. When you’re ready to print, choose Office Button➪Print➪Quick Print.
The worksheet is printed using your default settings.
Saving your workbook

Until now, everything you’ve done has occurred in your computer’s memory. If the power should fail, all may
be lost—unless Excel’s AutoRecover feature happened to kick in. It’s time to save your work to a file on your
hard drive.
1. Click the Save button on the Quick Access Toolbar. (This button looks like an old-fashioned floppy disk.)
Because the workbook hasn’t been saved yet and still has its default name, Excel responds with the
Save As dialog box.
2. In the box labeled File Name, enter a name such as Monthly Sales Projection, and then click Save or
press Enter. Excel saves the workbook as a file. The workbook remains open so that you can work with
it some more.
By default, Excel saves a copy of your work automatically every 10 minutes. To adjust this setting (or turn it
off), use the Save tab of the Excel Options dialog box. To display this dialog box, choose Office
Button➪Excel Options. However, you should never rely on Excel’s AutoRecover feature. Saving your work
frequently is a good idea.
Exploring the Types of Data You Can Use

An Excel workbook can hold any number of worksheets, and each worksheet is made up of more than 17
billion cells. A cell can hold any of three basic types of data:
 Numerical values
 Text
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 Formulas
A worksheet can also hold charts, diagrams, pictures, buttons, and other objects. These objects aren’t
contained in cells. Rather, they reside on the worksheet’s draw layer, which is an invisible layer on top of
each worksheet.
About numerical values
Numerical values represent a quantity of some type: sales amounts, number of employees, atomic weights,
test scores, and so on. Values also can be dates (such as Feb-26-2007) or times (such as 3:24 a.m.).
Excel can display values in many different formats. Later in this chapter, you will see how different format
options can affect the display of numerical values (see the section “Applying Number Formatting”)
Excel’s Numerical Limitations

You may be curious about the types of values that Excel can handle. In other words, how large can numbers
be? And how accurate are large numbers? Excel’s numbers are precise up to 15 digits. For example, if you
enter a large value, such as 123,456,789,123,456,789 (18 digits), Excel actually stores it with only 15 digits
of precision. This 18-digit number displays as 123,456,789,123,456,000. This precision may seem quite
limiting, but in practice, it rarely causes any problems. One situation in which the 15-digit accuracy can
cause a problem is when entering credit-card numbers. Most credit-card numbers are 16 digits long. But
Excel can handle only 15 digits, so it will substitute a zero for the last credit-card digit. Even worse, you may
not even realize that Excel made the card number invalid. The solution? Enter the credit-card numbers as
text. The easiest way is to pre format the cell as Text (choose Home➪Number and choose Text from the
drop-down Number Format list). Or you can precede the creditcard number with an apostrophe. Either
method prevents Excel from interpreting the entry as a number.
Here are some of Excel’s other numerical limits:
Largest positive number: 9.9E+307
Smallest negative number: –9.9E+307
Smallest positive number: 1E–307
Largest negative number: –1E-307
These numbers are expressed in scientific notation. For example, the largest positive number is “9.9 times
10 to the 307th power.” (In other words, 99 followed by 306 zeros.) But keep in mind that this number has
only 15 digits of accuracy.
About text entries

Most worksheets also include text in their cells. You can insert text to serve as labels for values, headings
for columns, or instructions about the worksheet. Text is often used to clarify what the values in a worksheet
mean. Text that begins with a number is still considered text. For example, if you type 12 Employees into a
cell, Excel considers the entry to be text rather than a value. Consequently, you can’t use this cell for
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numeric calculations. If you need to indicate that the number 12 refers to employees, enter 12 into a cell and
type Employees into the cell to the right.
About formulas
Formulas are what make a
spreadsheet a spreadsheet.
Excel enables you to enter
powerful formulas that use
the values (or even text) in
cells to calculate a result.
When you enter a formula
into a cell, the formula’s
result appears in the cell. If
you change any of the
values used by a formula, the formula recalculates and shows the new result. Formulas can be simple
mathematical expressions, or they can use some of the powerful functions that are built into Excel. Figure
13-1 shows an Excel worksheet set up to calculate a monthly loan payment. The worksheet contains values,
text, and formulas. The cells in column A contain text. Column B contains four values and two formulas. The
formulas are in cells B6 and B10. Column D, for reference, shows the actual contents of the cells in column
B.
Entering Text and Values into Your Worksheets

To enter a numerical value into a cell, move the cell pointer to the appropriate cell, type the value, and then
press Enter or one of the arrow keys. The value is displayed in the cell and also appears in Excel’s Formula
bar when the cell is active. You can include decimal points and currency symbols when entering values,
along with plus signs, minus signs, and commas. If you precede a value with a minus sign or enclose it in
parentheses, Excel considers it to be a negative number.
Entering text into a cell is just as easy as entering a value: Activate the cell, type the text, and then press
Enter or an arrow key. A cell can contain a maximum of about 32,000 characters—more than enough to hold
a typical chapter in this book. Even though a cell can hold a huge number of characters, you’ll find that it’s
not possible to actually display all these characters.
If you type an exceptionally long text entry into a cell, the Formula bar may not show all the text. To display
more of the text in the Formula bar, click the bottom of the Formula bar and drag down to increase the
height (see Figure 13-2).
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What happens when you enter text that’s longer than its column’s current width? If the cells to the immediate
right are blank, Excel displays the text in its entirety, appearing to spill the entry into adjacent cells. If an
adjacent cell isn’t blank, Excel displays as much of the text as possible. (The full text is contained in the cell;
it’s just not displayed.) If you need to display a long text string in a cell that’s adjacent to a nonblank cell, you
can take one of several actions:
 Edit your text to make it shorter.
 Increase the width of the column.
 Use a smaller font.
 Wrap the text within the cell so that it occupies more than one line. Choose Home➪Alignment➪ Wrap
Text to toggle wrapping on and off for the selected cell or range.
Entering Dates and Times into Your Worksheets

Excel treats dates and times as special types of numeric values. Typically, these values are formatted so
that they appear as dates or times because we humans find it far easier to understand these values when
they appear in the correct format. If you work with dates and times, you need to understand Excel’s date and
time system.
Entering date values

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Excel handles dates by using a serial number system. The earliest date that Excel understands is January 1,
1900. This date has a serial number of 1. January 2, 1900, has a serial number of 2, and so on. This system
makes it easy to deal with dates in formulas. For example, you can enter a formula to calculate the number
of days between two dates.Most of the time, you don’t have to be concerned with Excel’s serial number date
system. You can simply enter a date in a familiar date format and Excel takes care of the details behind the
scene.
For example, if you need to enter June 1, 2007, you can simply enter the date by typing June 1, 2007 (or
use any of several different date formats). Excel interprets your entry and stores the value 39234, which is
the date serial number for that date.
The date examples in this book use the U.S. English system. Depending on your regional settings, entering
a date in a format (such as June 1, 2007) may be interpreted as text rather than a date. In such a case, you
need to enter the date in a format that corresponds to your regional date settings—for example, 1 June,
2007.
Entering time values

When you work with times, you simply extend Excel’s date serial number system to include decimals. In
other words, Excel works with times by using fractional days. For example, the date serial number for June
1, 2007, is 39234. Noon on June 1, 2007 (halfway through the day), is represented internally as 39234.5
because the time fraction is simply added to the date serial number to get the full date/time serial number.
Again, you normally don’t have to be concerned with these serial numbers (or fractional serial numbers, for
times). Just enter the time into a cell in a recognized format.
Modifying Cell Contents

After you enter a value or text into a cell, you can modify it in several ways:
 Erase the cell’s contents
 Replace the cell’s contents with something else
 Edit the cell’s contents
Erasing the contents of a cell

To erase the contents of a cell, just click the cell and press Delete. To erase more than one cell, select all
the cells that you want to erase and then press Delete. Pressing Delete removes the cell’s contents but
doesn’t remove any formatting (such as bold, italic, or a different number format) that you may have applied
to the cell. For more control over what gets deleted, you can choose Home➪Editing➪Clear. This
command’s dropdown list has four choices:
 Clear All: Clears everything from the cell
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 Clear Formats: Clears only the formatting and leaves the value, text, or formula
 Clear Contents: Clears only the cell’s contents and leaves the formatting
 Clear Comments: Clears the comment (if one exists) attached to the cell
Replacing the contents of a cell

To replace the contents of a cell with something else, just activate the cell and type your new entry, which
replaces the previous contents. Any formatting that you previously applied to the cell remains in place and is
applied to the new content.
You can also replace cell contents by dragging and dropping or by pasting data from the Clipboard. In both
cases, the cell formatting will be replaced by the format of the new data. To avoid pasting formatting, choose
Home➪Clipboard➪Paste and select Formulas or Paste Values.
Editing the contents of a cell

If the cell contains only a few characters, replacing its contents by typing new data usually is easiest. But if
the cell contains lengthy text or a complex formula and you need to make only a slight modification, you
probably want to edit the cell rather than re-enter information.
When you want to edit the contents of a cell, you can use one of the following ways to enter cell-edit mode:
 Double-clicking the cell enables you to edit the cell contents directly in the cell.
 Selecting the cell and pressing F2 enables you to edit the cell contents directly in the cell.
 Selecting the cell that you want to edit and then clicking inside the Formula bar enables you to
edit the cell contents in the Formula bar.
You can use whichever method you prefer. Some people find editing directly in the cell easier; others prefer
to use the Formula bar to edit a cell.
The Advanced tab of the Excel Options dialog box contains a section called Editing Options. These settings
affect how editing works. (To access this dialog box, choose Office Button➪ Excel Options.) If the option
labeled Allow Editing Directly In Cells isn’t enabled, you aren’t able to edit a cell by double-clicking. In
addition, pressing F2 allows you to edit the cell in the Formula bar (not directly in the cell).
All these methods cause Excel to go into edit mode. (The word Edit appears at the left side of the status bar
at the bottom of the screen.) When Excel is in edit mode, the Formula bar displays two new icons: the X and
Check Mark. Clicking the X icon cancels editing, without changing the cell’s contents. (Pressing Esc has the
same effect.) Clicking the Check Mark icon completes the editing and enters the modified contents into the
cell. (Pressing Enter has the same effect.)
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When you begin editing a cell, the insertion point appears as a vertical bar, and you can move the insertion
point by using the arrow keys. Use Home to move the insertion point to the beginning of the cell and use
End to move the insertion point to the end. You can add new characters at the location of the insertion point.
To select multiple characters, press Shift while you use the arrow keys. You also can use the mouse to
select characters while you’re editing a cell. Just click and drag the mouse pointer over the characters that
you want to select.
Using AutoComplete to automate data entry

Excel’s AutoComplete feature makes entering the same text into multiple cells easy. With AutoComplete,
you type the first few letters of a text entry into a cell, and Excel automatically completes the entry based on
other entries that you’ve already made in the column. Besides reducing typing, this feature also ensures that
your entries are spelled correctly and are consistent. Here’s how it works. Suppose that you’re entering
product information in a column. One of your products is named Widgets. The first time that you enter
Widgets into a cell, Excel remembers it. Later, when you start typing Widgets in that same column, Excel
recognizes it by the first few letters and finishes typing it for you. Just press Enter, and you’re done. It also
changes the case of letters for you automatically. If you start entering widget (with a lowercase w) in the
second entry, Excel makes the w uppercase to be consistent with the previous entry in the column.
Forcing text to appear on a new line within a cell

If you have lengthy text in a cell, you can force Excel to display it in multiple lines within the cell. Use
Alt+Enter to start a new line in a cell.
When you add a line break, Excel automatically changes the cell’s format to Wrap Text. But unlike normal
text wrap, your manual line break forces Excel to break the text at a specific place within the text, which
gives you more precise control over the appearance of the text than if you rely on automatic text wrapping. o
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remove a manual line break, edit the cell and press Delete when the insertion point is located at the end of
the line that contains the manual line break. You won’t see any symbol to indicate the position of the manual
line break, but the text that follows it will move up when the line break is deleted.
Using AutoCorrect for shorthand data entry

You can use Excel’s AutoCorrect feature to create shortcuts for commonly used words or phrases. For
example, if you work for a company named Consolidated Data Processing Corporation, you can create an
AutoCorrect entry for an abbreviation, such as cdp. Then, whenever you type cdp, Excel automatically
changes it to Consolidated Data Processing Corporation. Excel includes quite a few built-in AutoCorrect
terms (mostly common misspellings), and you can add your own. To set up your custom AutoCorrect
entries, access the Excel Options dialog box (choose Office Button➪Excel Options) and click the Proofing
tab. Then click the AutoCorrect Options button to display the AutoCorrect dialog box. In the dialog box, click
the AutoCorrect tab, check the option labeled Replace Text As You Type, and then enter your custom
entries. You can set up as many custom entries as you like. Just be careful not to use an abbreviation that
might appear normally in your text.
Entering the current date or time into a cell

If you need to date-stamp or time-stamp your worksheet, Excel provides two shortcut keys that do this task
for you:
 Current date: Ctrl+; (semicolon)
 Current time: Ctrl+Shift+; (semicolon)
When you use either of these shortcuts to enter a date or time into your worksheet, Excel enters a static
value into the worksheet. In other words, the date or time entered doesn’t change when the worksheet is
recalculated. In most cases, this setup is probably what you want, but you should be aware of this limitation.
If you want the date or time display to update, use one of these formulas:
=TODAY()
=NOW()
Applying Number Formatting
Number formatting refers to the
process of changing the
appearance of values contained
in cells. Excel provides a wide
variety of number formatting
options. In the following sections,
you see how to use many of
Excel’s formatting options to quickly improve the appearance of your worksheets.
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Remember that the formatting you apply works with the selected cell or cells. Therefore, you need to select
the cell (or range of cells) before applying the formatting. Also remember that changing the number format
does not affect the underlying value. Number formatting affects only the appearance.
Values that you enter into cells normally are unformatted. In other words, they simply consist of a string of
numerals. Typically, you want to format the numbers so that they’re easier to read or are more consistent in
terms of the number of decimal places shown
Number-Formatting Keyboard Shortcuts

Key Combination Formatting Applied
Ctrl+Shift+~ General number format (that is, unformatted values)
Ctrl+Shift+$ Currency format with two decimal places (negative numbers appear in parentheses)
Ctrl+Shift+% Percentage format, with no decimal places
Ctrl+Shift+^ Scientific notation number format, with two decimal places
Ctrl+Shift+# Date format with the day, month, and year
Ctrl+Shift+@ Time format with the hour, minute, and AM or PM
Ctrl+Shift+! Two decimal places, thousands separator, and a hyphen for negative values
Formatting numbers using the Format Cells dialog box

In most cases, the number formats that are accessible from the Number group on the Home tab are just
fine. Sometimes, however, you want more control over how your values appear. Excel offers a great deal of
control over number formats through the use of the Format Cells dialog box, shown in Figure 13-10. For
formatting numbers, you need to use the Number tab. You can bring up the Format Cells dialog box in
several ways. Start by selecting the cell or cells that you want to format and then do the following:
 Choose Home➪Number and click the small Dialog Box Launcher icon.
 Choose Home➪Number, click the Number Format drop-down list, and select More Number Formats
from the drop-down list.
 Right-click and choose Format Cells from the shortcut menu.
 Press the Ctrl+1 shortcut key.
The Number tab of the Format Cells dialog box displays 12 categories of number formats from which to
choose. When you select a category from the list box, the right side of the tab changes to display the
appropriate options.
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The Number category has three options that you can control: the number of decimal places displayed,
whether to use a thousand separator, and how you want negative numbers displayed. Notice that the
Negative Numbers list box has four choices (two of which display negative values in red), and the choices
change depending on the number of decimal places and whether you choose to separate thousands. The
top of the tab displays a sample of how the active cell will appear with the selected number format (visible
only if a cell with a value is selected). After you make your choices, click OK to apply the number format to
all the selected cells.
The following are the number-format categories, along with some general comments:
 General: The default format; it displays numbers as integers, as decimals, or in scientific notation if the
value is too wide to fit in the cell.
 Number: Enables you to specify the number of decimal places, whether to use a comma to separate
thousands, and how to display negative numbers (with a minus sign, in red, in parentheses, or in red
and in parentheses).
 Currency: Enables you to specify the number of decimal places, whether to use a currency symbol, and
how to display negative numbers (with a minus sign, in red, in parentheses, or in red and in
parentheses). This format always uses a comma to separate thousands
 Accounting: Differs from the Currency format in that the currency symbols always line up vertically.
 Date: Enables you to choose from several different date formats.
 Time: Enables you to choose from several different time formats.
 Percentage: Enables you to choose the number of decimal places and always displays a percent sign.
 Fraction: Enables you to choose from among nine fraction formats.
 Scientific: Displays numbers in exponential notation (with an E): 2.00E+05 = 200,000; 2.05E+05 =
205,000. You can choose the number of decimal places to display to the left of E.
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 Text: When applied to a value, causes Excel to treat the value as text (even if it looks like a number).
This feature is useful for such items as part numbers.
 Special: Contains four additional number formats (Zip Code, Zip Code +4, Phone Number, and Social
Security Number).
 Custom: Enables you to define custom number formats that aren’t included in any other category.
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Chapter UNDERSTANDING
8 FORMULA BASICS
A formula is entered into a cell. It performs a calculation of some type and returns a result, which is
displayed in the cell. Formulas use a variety of operators and worksheet functions to work with values and
text. The values and text used in formulas can be located in other cells, which makes changing data easy
and gives worksheets their dynamic nature. For example, you can see multiple scenarios quickly by
changing the data in a worksheet and letting your formulas do the work. A formula can consist of any of
these elements:
 Mathematical operators, such as + (for addition) and * (for multiplication)
 Cell references (including named cells and ranges)
 Values or text
 Worksheet functions (such as SUM or AVERAGE)
After you enter a formula, the cell displays the calculated result of the formula. The formula itself appears in
the Formula bar when you select the cell, however.
Following are a few examples of formulas:

 =150*.05 Multiplies 150 times 0.05. This formula uses only values and isn’t all that useful because it
always returns the same result. You may as well just enter the value 7.5 into the cell.
 =A1+A2 Adds the values in cells A1 and A2.
 =Income–Expenses Subtracts the value in the cell named Expenses from the value in the cell named
Income.
 =SUM(A1:A12) Adds the values in the range A1:A12.
 =A1=C12 Compares cell A1 with cell C12. If they are identical, the formula returns TRUE; otherwise it
returns FALSE.
Using operators in formulas

Excel lets you use a variety of operators in your formulas. Operators are symbols that indicate the type of
mathematical operation you want the formula to perform. Table 15-1 lists the operators that Excel
recognizes. In addition to these, Excel has many built-in functions that enable you to perform additional
calculations.
Operators Used in Formulas

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Operator Name
+ Addition
- Subtraction
* Multiplication
/ Division
^ Exponentiation
& Concatenation
= Logical comparison (equal to)
> Logical comparison (greater than)
< Logical comparison (less than)
>= Logical comparison (greater than or equal to)
<= Logical comparison (less than or equal to)
<> Logical comparison (not equal to)
You can, of course, use as many operators as you need to perform the desired calculation.
Formula What It Does
 =”Part-”&”23A” Joins (concatenates) the two text strings to produce Part-23A.
 =A1&A2 Concatenates the contents of cell A1 with cell A2. Concatenation works with values as well as
text. If cell A1 contains 123 and cell A2 contains 456, this formula would return the value 123456.
 =6^3 Raises 6 to the third power (216).
 =216^(1/3) Returns the cube root of 216 (6).
 =A1<A2 Returns TRUE if the value in cell A1 is less than the value in cell A2. Otherwise, it returns
 FALSE. Logical-comparison operators also work with text. If A1 contained Bill and A2 contained Julia,
the formula would return TRUE, because Bill comes before Julia in alphabetical order.
 =A1<=A2 Returns TRUE if the value in cell A1 is less than or equal to the value in cell A2. Otherwise, it
returns FALSE.
 =A1<>A2 Returns TRUE if the value in cell A1 isn’t equal to the value in cell A2. Otherwise, it
 You can use parentheses to override Excel’s built-in order of precedence. Expressions within
parentheses are always evaluated first. The following formula uses parentheses to control the order in
which the calculations occur. In this case, cell B3 is subtracted from cell B2 and the result is multiplied
by cell B4: =(B2-B3)*B4
If you enter the formula without the parentheses, Excel computes a different answer. Because multiplication
has a higher precedence, cell B3 is multiplied by cell B4. Then this result is subtracted from cell B2, which
isn’t what was intended.
The formula without parentheses looks like this:
=B2-B3*B4
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It’s a good idea to use parentheses even when they aren’t strictly necessary. Doing so helps to clarify what
the formula is intended to do. For example, the following formula makes it perfectly clear that B3 should be
multiplied by B4, and the result subtracted from cell B2. Without the parentheses, you would need to
remember Excel’s order of precedence.
=B2-(B3*B4)
You can also nest parentheses within formulas—that is, put them inside other parentheses. If you do so,
Excel evaluates the most deeply nested expressions first—and then works its way out. Here’s an example of
a formula that uses nested parentheses:
=((B2*C2)+(B3*C3)+(B4*C4))*B6
This formula has four sets of parentheses—three sets are nested inside the fourth set. Excel evaluates each
nested set of parentheses and then sums the three results. This result is then multiplied by the value in B6.
Although the preceding formula uses four sets of parentheses, only the outer set is really necessary. If you
understand operator precedence, it should be clear that you can rewrite this formula as:
=(B2*C2+B3*C3+B4*C4)*B6
Again, using the extra parentheses makes the calculation much clearer. Every left parenthesis, of course,
must have a matching right parenthesis. If you have many levels of nested parentheses, keeping them
straight can sometimes be difficult. If the parentheses don’t match, Excel displays a message explaining the
problem—and won’t let you enter the formula. In some cases, if your formula contains mismatched
parentheses, Excel may propose a correction to your formula. Figure 15-1 shows an example of the Formula
AutoCorrect feature. You may be tempted simply to accept the proposed correction, but be careful—in many
cases, the proposed formula, although syntactically correct, isn’t the formula you intended and it will produce
an incorrect result.
Using functions in your formulas

Most formulas you create use worksheet functions. These functions enable you to greatly enhance the
power of your formulas and perform calculations that are difficult (or even impossible) if you use only the
operators discussed previously. For example, you can use the TAN function to calculate the tangent of an
angle. You can’t do this calculation by using only the mathematical operators.
Examples of formulas that use functions

A worksheet function can simplify a formula significantly. To calculate the average of the values in 10 cells
(A1:A10) without using a function, you’d have to construct a formula like this:
=(A1+A2+A3+A4+A5+A6+A7+A8+A9+A10)/10
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Not very pretty, is it? Even worse, you would need to edit this formula if you added another cell to the range.
Fortunately, you can replace this formula with a much simpler one that uses one of Excel’s built-in
worksheet functions:
=AVERAGE(A1:A10)
The following formula demonstrates how using a function can enable you to perform calculations that would
not be possible otherwise. If (for example) you need to determine the largest value in a range, a formula
can’t tell you the answer without using a function. Here’s a simple formula that returns the largest value in
the range A1:D100:
=MAX(A1:D100)
Functions also can sometimes eliminate manual editing. Assume that you have a worksheet that contains
1,000 names in cells A1:A1000, and all names appear in all-capital letters. Your boss sees the listing and
informs you that the names will be mail-merged with a form letter—so all uppercase is not acceptable; for
example, JOHN F. SMITH must appear as John F. Smith. You could spend the next several hours
reentering the list—or you could use a formula such as the following, which uses a function to convert the
text in cell A1 to the proper case:
=PROPER(A1)
Enter this formula once in cell B1 and then copy it down to the next 999 rows. Then select B1:B1000 and
use Home➪Clipboard➪Copy to copy the range. Next, with B1:B1000 still selected, use Home➪
Clipboard➪Paste Values to convert the formulas to values. Delete the original column, and you’ve just
accomplished several hours of work in less than a minute. One last example should convince you of the
power of functions. Suppose you have a worksheet that calculates sales commissions. If the salesperson
sold more than $100,000 of product, the commission rate is 7.5 percent; otherwise the commission rate is
5.0 percent. Without using a function, you would have to create two different formulas and make sure that
you used the correct formula for each sales amount. A better solution is to write a formula that uses the IF
function to ensure that you calculate the correct commission, regardless of sales amount:
=IF(A1<100000,A1*5%,A1*7.5%)
This formula performs some simple decision-making. The formula checks the value of cell A1. If this value
is less than 100,000, the formula returns cell A1 multiplied by 5 percent. Otherwise it returns what’s in cell
A1, multiplied by 7.5 percent.
Function arguments
In the preceding examples, you may have noticed that all the functions used parentheses. The information
inside the parentheses is called the list of arguments.
Functions vary in how they use arguments. Depending on what it has to do, a function may use
 No arguments
 One argument
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 A fixed number of arguments
 An indeterminate number of arguments
 Optional arguments
An example of a function that doesn’t use an argument is the NOW function, which returns the current date
and time. Even if a function doesn’t use an argument, you must still provide a set of empty parentheses, like
this:
=NOW()
If a function uses more than one argument, you must separate each argument with a comma. The examples
at the beginning of the chapter used cell references for arguments. Excel is quite flexible when it comes to
function arguments, however. An argument can consist of a cell reference, literal values, literal text strings,
expressions, and even other functions
Excel 2007 contains five new functions:

 IFERROR—Used to check for an error, and display a message or perform a different calculation.
 AVERAGEIF—Used to calculate a conditional average (similar to SUMIF and COUNTIF).
 AVERAGEIFS—Used to calculate a conditional average using multiple criteria.
 SUMIFS—Used to calculate a conditional sum using multiple criteria.
 COUNTIFS—Used to calculate a conditional COUNT using multiple criteria.
In addition, worksheet functions that formerly required the Analysis ToolPak add-in (which is shipped with
Excel) are now built into Excel. So you have access to dozens of additional functions without installing the
add-in.
These new functions are described in detail in the Excel Help.

Keep in mind that if you use any of these new functions, you may not be able to share your workbook with
someone who uses an earlier version of Excel, unless that person has installed the Analysis ToolPak add-in.
Entering Formulas into Your Worksheets

As I mentioned earlier, a formula must begin with an equal sign to inform Excel that the cell contains a
formula rather than text. Excel provides two ways to enter a formula into a cell: manually or by pointing to
cell references. The following sections discuss each way in detail.
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Entering formulas manually

Entering a formula manually involves, well, entering a formula manually. In a selected cell, you simply type
an equal sign (=) followed by the formula. As you type, the characters appear in the cell and in the Formula
bar. You can, of course, use all the normal editing keys when entering a formula.
Using Formula AutoComplete

The Formula AutoComplete feature in Excel 2007 makes entering formulas easier than ever. Here’s a quick
walk-through that demonstrates how it works. The goal is to create a formula that uses the SUBTOTAL
function to calculate the average value in a range named TestScores.
1. Activate an empty cell and type an equal sign (=) to signal the start of a formula.
2. Type the letter S, and you’ll get a list of functions and names that begin with S. This feature is not case-
sensitive, so you can use either uppercase or lowercase characters.
3. Type the second letter, U. The list is filtered to show only functions and names that begin with SU.
4. SUBTOTAL is second on the list, so use the Down Arrow to highlight the function and press Tab. Excel
adds the opening parenthesis and displays another list that contains options for the first argument for
SUBTOTAL.
5. Use the Down Arrow to select AVERAGE and press Tab. Excel inserts 101, the code for calculating the
average.
6. Type a comma to separate the next argument.
7. Type a T, and you get a list of functions and names that begin with T. You’re looking for TestScores, so
narrow it down a bit by typing the second character (e).
8. Highlight TestScores and press Tab.
9. Finally, type a closing parenthesis and press Enter.
Formula AutoComplete includes the following items (and each type is identified by a separate icon):
 Excel built-in functions
 User defined functions (Functions defined by the user through VBA or other methods)
 Defined Names (named using the Formulas➪Defined Names➪Define Name command).
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 Enumerated Arguments (only a few functions use such arguments, and SUBTOTAL is one of them)
 Table structure references (used to identify portions of a table)
Entering formulas by pointing

Even though you can enter formulas by typing in the entire formula, Excel provides another method of
entering formulas that is generally easier, faster, and less error-prone. This method still involves some
manual typing, but you can simply point to the cell references instead of typing their values manually. For
example, to enter the formula =A1+A2 into cell A3, follow these steps:
1. Move the cell pointer to cell A3.
2. Type an equal sign (=) to begin the formula. Notice that Excel displays Enter in the status bar (bottom
left of your screen).
3. Press the up arrow twice. As you press this key, Excel displays a faint moving border around cell A1,
and the cell reference appears in cell A3 and in the Formula bar. In addition, Excel displays Point in the
status bar.
4. Type a plus sign (+). A solid-color border replaces the faint border, and Enter reappears inthe status bar.
5. Press the up arrow again, which puts the moving border around cell A2, and adds that cell address to
the formula.
6. Press Enter to end the formula.
Pasting range names into formulas

If your formula uses named cells or ranges, you can either type the name in place of the address or choose
the name from a list and have Excel insert the name for you automatically. Two ways to insert a name into a
formula are available:
 Select the name from the drop-down list: To use this method, you must know at least the first
character of the name. When you’re entering the formula, type the first character and then select the
name from the drop-down list that appears.
 Press F3: This key displays the Paste Name dialog box. Select the name from the list and click OK (or
just double-click the name). Excel will enter the name into your formula. If no names are defined,
pressing F3 has no effect.
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Inserting functions into formulas

The easiest way to enter a function into a formula is to use the drop-down list that Excel displays while you
type a formula. In order to use this method, however, you must know at least the first character of the
function’s name. Another way to insert a function is to use the Function Library group on the Formulas tab
(see Figure 15-4). This is especially useful if you can’t remember which function you need. Click the function
category (Financial, Logical, Text, etc.) and you’ll get a list of the functions in that category. Click the
function you want, and Excel displays its Function Arguments dialog box. This is where you enter the
function’s arguments.
In addition, you can click the Help On This Function link to learn more about the selected function.
Yet another way to insert a function
into a formula is to use Excel’s Insert
Function dialog box (see Figure 15-
5). You can access this dialog box in
several ways:
 By using the
Formulas➪Function Library➪Insert Function command.
 By clicking the Insert Function icon, which is directly to the left of the Formula bar. This button displays
fx.
 By pressing Shift+F3.
The Insert Function dialog box shows a drop-down list of

function categories. Select a category, and the functions
in that category are displayed in the list box. To access a
function that you’ve used recently, select Most Recently
Used from the drop-down list
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Editing Formulas
After you’ve entered a formula, you can (of course) edit that formula. You may need to edit a formula if you
make some changes to your worksheet and then have to adjust the formula to accommodate the changes.
Or the formula may return an error value, in which case you edit the formula to correct the error. The
following are some of the ways to get into cell edit mode:
 Double-click the cell, which enables you to edit the cell contents directly in the cell.
 Press F2, which enables you to edit the cell contents directly in the cell.
 Select the cell that you want to edit, and then click in the Formula bar. This enables you to edit
 the cell contents in the Formula bar.
 If the cell contains a formula that returns an error, Excel will display a small triangle in the upperleft
corner of the cell. Activate the cell, and you’ll see an Error Checking button. Click the Error Checking
button, and you can choose one of the options for correcting the error. (The options will vary according
to the type of error in the cell.)
Using Cell References in Formulas

Most formulas you create include references to cells or ranges. These references enable your formulas to
work dynamically with the data contained in those cells or ranges rather than being restricted to fixed values.
For example, if your formula refers to cell A1 and you change the value contained in A1, the formula result
changes to reflect the new value. If you didn’t use references in your formulas, you would need to editthe
formulas themselves in order to change the values used in the formulas.
Using relative, absolute, and mixed references
When you use a cell (or range) reference in a formula, you can use three types of references:
 Relative: The row and column references can change when you copy the formula to another cell
because the references are actually offsets from the current row and column.
 Absolute: The row and column references do not change when you copy the formula because the
reference is to an actual cell address.
 Mixed: Either the row or column reference is relative, and the other is absolute.
An absolute reference uses two dollar signs in its address: one for the column letter and one for the row
number (for example, $A$5). Excel also allows mixed references in which only one of the address parts is
absolute (for example, $A4 or A$4). By default, Excel creates relative cell references in formulas. The
distinction becomes apparent when you copy a formula to another cell. Figure shows a simple worksheet.
The formula in cell D2, which multiplies the quantity by the price, is: =B2*C2
This formula uses relative cell references. Therefore, when the formula is copied to the cells below it, the
references adjust in a relative manner. For example, the formula in cell D3 is:=B3*C3
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But what if the cell references in D2

contained absolute references, like this?
=$B$2*$C$2
In this case, copying the formula to the
cells below would produce incorrect
results. The formula in cell D3 would be exactly the same as the formula in cell D2. Now I’ll extend the
example to calculate sales tax, which is stored in cell B7 (see Figure 15-8). In this situation, the formula in
cell D2 is:
=B2*C2*$B$7
The quantity is multiplied by the price, and the result is multiplied by the sales-tax rate stored in cell B7.
Notice that the reference to B7 is an absolute reference. When the formula in D2 is copied to the cells below
it, cell D3 will contain this formula:
=B3*C3*$B$7
Here, the references to cells B2 and C2 were adjusted, but the reference to cell B7 was not—which is
exactly what I want. Figure demonstrates the use of mixed references. The formulas in the C3:F7 range
calculate the area for various lengths and widths. The formula in cell C3 is:
=$B3*C$2
Notice that both cell references are mixed. The reference

to cell B3 uses an absolute reference for the column ($B),
and the reference to cell C2 uses an absolute reference for
the row ($2). As a result, this formula can be copied down
and across, and the calculations will be correct. For
example, the formula in cell F7 is:=$B7*F$2
If C3 used either absolute or relative references, copying
the formula would produce incorrect results.
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Changing the types of your references
You can enter non relative references (that is, absolute or mixed) manually by inserting dollar signs in the
appropriate positions of the cell address. Or you can use a handy shortcut: the F4 key. When you’ve entered
a cell reference (by typing it or by pointing), you can press F4 repeatedly to have Excel cycle through all four
reference types.
For example, if you enter =A1 to start a formula, pressing F4 converts the cell reference to =$A$1. Pressing
F4 again converts it to =A$1. Pressing it again displays =$A1. Pressing it one more time returns to the
original =A1. Keep pressing F4 until Excel displays the type of reference that you want.
Referencing cells outside the worksheet
Formulas can also refer to cells in other worksheets—and the worksheets don’t even have to be in the same
workbook. Excel uses a special type of notation to handle these types of references.
Referencing cells in other worksheets

To use a reference to a cell in another worksheet in the same workbook, use this format: SheetName!
CellAddress In other words, precede the cell address with the worksheet name, followed by an exclamation
point. Here’s an example of a formula that uses a cell on the Sheet2 worksheet: =A1*Sheet2!A1
This formula multiplies the value in cell A1 on the current worksheet by the value in cell A1 on Sheet2.
=A1*’All Depts’! A1
Referencing cells in other workbooks

To refer to a cell in a different workbook, use this format: =[WorkbookName]SheetName!CellAddress In this
case, the workbook name (in square brackets), the worksheet name, and an exclamation point precede the
cell address. The following is an example of a formula that uses a cell reference in the Sheet1 worksheet in
a workbook named Budget: =[Budget.xlsx]Sheet1!A1
If the workbook name in the reference includes one or more spaces, you must enclose it (and the sheet
name) in single quotation marks. For example, here’s a formula that refers to a cell on Sheet1 in a workbook
named Budget For 2008: =A1*’[Budget For 2008.xlsx]Sheet1’!A1
When a formula refers to cells in a different workbook, the other workbook doesn’t have to be open. If the
workbook is closed, however, you must add the complete path to the reference so that Excel can find it.
Here’s an example: =A1*’C:\My Documents\[Budget For 2008.xlsx]Sheet1’!A1
A linked file can also reside on another system that’s accessible on your corporate network. The formula
below, for example, refers to a cell in a workbook in the files directory of a computer named DataServer.=’\\
DataServer\files\[budget.xlsx]Sheet1’!$D$7
Using Formulas in Tables

One of the most significant new features in Excel 2007 is its support for tables. In this section I describe
how formulas work with tables.
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Summarizing data in a table

Figure shows a simple table with three columns. I entered the data, and then converted the range to a table
by choosing Insert➪Tables➪Table. Note that I didn’t define any names, but the table is named Table1 by
default.
If you’d like to calculate the total projected and total
actual sales, you don’t even need to write a formula.
Simply click a button to add a row of summary
formulas to the table:

2. Place a check mark next to Table
Tools➪Design➪Table Style Options➪Total Row.
3. Activate a cell in the Total Row and use the drop-down list to select the type of summary
formula to use (see Figure 15-11). For example, to calculate the sum of the Actual column, select SUM from
the drop-down list in cell D15. Excel creates this formula: =SUBTOTAL(109,[Actual])
For the SUBTOTAL function, 109 is an enumerated argument that represents SUM. The second argument
for the SUBTOTAL function is the column name, in square brackets. Using the column name within brackets
is a new way to create “structured” references within a table. (I discuss this further in an upcoming section,
“Referencing data in a table.”)
Using formulas within a table

In many cases, you’ll want to use formulas within a table.
For example, in the table shown in Figure you may want
a column that shows the difference between the Actual
and Projected amounts. As you’ll see,
Excel 2007 makes this very easy.
1. Activate cell E2 and type Difference for the column
header. Excel automatically expands the table for
you.
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2. Next move to cell E3 and type an equal sign to signify the beginning of a formula.
3. Press the left arrow key. Excel displays [Actual], which is the column heading, in theFormula bar.
4. Type a minus sign and then press left arrow twice. Excel displays [Projected] in your formula.
5. Press Enter to end the formula. Excel copies the formula to all rows in the table. Figure shows the table
with the new column.
If you examine the table, you’ll find this formula for all cells in the Difference column:
=[Actual]-[Projected]
Although the formula was entered into the first row of the table, that’s not necessary. Any time a formula is
entered into an empty table column, it will automatically fill all the cells in that column. And if you need to edit
the formula, Excel will automatically copy the edited formula to the other cells in the column.
The steps listed above used the pointing technique to create the formula. Alternatively, you could haveen
tered it manually using standard cell references. For example, you could have entered the following formula
in cell E3: =D3-C3 If you type the cell references, Excel will still copy the formula to the other cells
automatically. One thing should be clear, however, about formulas that use the column headers: They are
much easier to Understand.
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Excel Error Values
Error Value Explanation
 DIV/0! The formula is trying to divide by zero. This also occurs when the formula attempts to divide by
what’s in a cell that is empty (that is, by nothing).
 NAME? The formula uses a name that Excel doesn’t recognize. This can happen if you delete a name
that’s used in the formula or if you have unmatched quotes when using text.
 N/A The formula is referring (directly or indirectly) to a cell that uses the NA function to signal that data is
not available. Some functions (for example, VLOOKUP) can also return #N/A.
 NULL! The formula uses an intersection of two ranges that don’t intersect. (This concept is described
later in the chapter.)
 NUM! A problem with a value exists; for example, you specified a negative number where a positive
number is expected.
 REF! The formula refers to a cell that isn’t valid. This can happen if the cell has been deleted from the
worksheet.
 VALUE! The formula includes an argument or operand of the wrong type. An operand is a value or cell
reference that a formula uses to calculate a result.
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Chapter POWERPOINT 2007

9
You can start PowerPoint just like any other program in Windows: from the Start menu. Follow these steps:
If you have opened PowerPoint before, a shortcut to it might appear in the Recently Used Programs list,
which is directly above the All Programs command on the Start menu. If you use other applications more
frequently than PowerPoint, PowerPoint may scroll off this list and you therefore have to access it via the All
Programs menu. If you don’t want to worry about PowerPoint scrolling off the list of the most frequently used
programs on the Start menu, right-click PowerPoint’s name on the Start menu and choose Pin to Start
Menu. PowerPoint will then appear on the list at the top of the left column of the Start menu. To remove it
from there later, right-click it and choose Unpin from Start Menu. When you are ready to leave PowerPoint,
select Office Button➪Exit or click the Close (X) button in thetop-right corner of the PowerPoint window. (The
Office button is the round button in the top left corner.) If you have any unsaved work, PowerPoint asks if
you want to save your changes. Because you have just been playing around in this chapter, you probably do
not have anything to save yet. (If you do have something to save, see Chapter 21 to learn more about
saving.) Otherwise, click No to decline to save your changes, and you’re outta there.
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Changing the View
A view is a way of displaying your presentation on-screen. PowerPoint comes with several views because at
different times during the creation process, it is helpful to look at the presentation in different ways. For
example, when you add a graphic to a slide, you need to work closely with that slide, but when you
rearrange the slide order, you need to see the presentation as a whole.
PowerPoint offers the following views:

 Normal: A combination of several resizable panes, so you can see the presentation in multiple ways at
once. Normal is the default view.
 Slide Sorter: A light-table-type overhead view of all the slides in your presentation, laid out in rows,
suitable for big-picture rearranging.
 Notes Page: A view with the slide at the top of the page and a text box below it for typed notes. (You
can print these notes pages to use during your speech.)
 Slide Show: The view you use to show the presentation on-screen. Each slide fills the entire screen in
its turn. There are two ways to change a view: click a button on the View tab, or click one of the view
buttons in the bottom-right corner of the screen. . All of the views are available in both places except
Notes Page, which you can access only from the View tab.
When you save, close, and reopen a file, PowerPoint opens the same view in which you left the file. To have
the files always open in a particular view, choose Office Button PowerPoint Options Advanced, and open the
Open All Documents Using This View list and select the desired view. The options on this list include some
custom versions of Normal view that have certain panes turned off. For example, you can open all
documents in Normal – Outline and Slide view to always start with the Notes pane turned off.
1. Click the Start button. The Start menu opens.
2. Click All Programs.
3. Click Microsoft Office.
4. Click Microsoft Office PowerPoint 2007. The program starts.
Normal view
Normal view, shown in Figure 20-8, is a very flexible view that contains a little of everything. In the center is
the active slide, below it is a Notes pane, and to its left is a dual-use pane with two tabs: Outline and Slides.
(Figure 20-7 shows Slides, and Figure 20-8 shows Outline.) When the Outline tab is selected, the text from
the slides appears in an outline form. When the Slides tab is selected, thumbnail images of all the slides
appear (somewhat like Slide Sorter view, which you will see later in this chapter).
Each of the panes in Normal view has its own scroll bar, so you can move around in the outline, the slide,
and the notes independently of the other panes. You can resize the panes by dragging the dividers between
the panes. For example, to give the notes area more room, point the mouse pointer at the divider line
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between it and the slide area so that the mouse pointer becomes a double-headed arrow, and then hold
down the left mouse button as you drag the line up to a new spot. The Slides/Outline pane is useful because
it lets you jump quickly to a specific slide by clicking on it. For example, in Figure 20-7 you can click on any
of the slide thumbnails on the Slides tab to display it in the Slide pane. Or in Figure 20-8 you can click some
text anywhere in the outline to jump to the slide containing that text.
In earlier versions of PowerPoint, an Outlining toolbar was available when working with the Outline tab. In
PowerPoint 2007, you can right-click anywhere in the outline to access some of those same tools on a
context menu.
You can turn the Slides/Outline pane off completely by clicking the X button in its top-right corner. This gives
maximum room to the Slides pane. When you turn it off, the Notes pane disappears too; they cannot be
turned on/off separately. To get the extra panes back, reapply Normal view.
Slide Sorter view

If you have ever worked with 35mm slides, you know that it can be helpful to lay the slides out on a big table
and plan the order in which to show them. You rearrange them, moving this one here, that one there, until
the order is perfect. You might even start a pile of backups that you will not show in the main presentation,
but will hold back in case someone asks a pertinent question. That’s exactly what you can do with Slide
Sorter view, shown in Figure. It lays out the slides in miniature, so you can see the big picture. You can drag
the slides around and place them in the perfect order. You can also return to Normal view to work on a slide
by double-clicking the slide.
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Slide Show view

When it’s time to rehearse the presentation, nothing shows you the finished product quite as clearly as Slide
Show view does. In Slide Show view the slide fills the entire screen. You can move from slide to slide by
pressing the Page Up or Page Down keys, or by using one of the other movement methods available.
You can right-click in Slide Show view to display a menu that enables you to control the show without
leaving it. To leave the slide show, choose End Show from the menu or just press the Esc key.
When entering Slide Show view, the method you use determines which slide you start on. If you use the
Slide Show View button in the bottom-right corner of the screen, the presentation will start with whatever
slide you have selected. (You can also press Shift+F5 to do this, or choose Slide Show from Current Slide.)
If you use the View Slide Show or Slide Show from Beginning command, or press F5, the presentation will
start at the beginning.
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Notes Page view
When you give a presentation, your props usually include more than just your brain and your slides. You
typically have all kinds of notes and backup material for each slide—figures on last quarter’s sales, sources
to cite if someone questions your data, and so on. In the old days of framed overhead transparencies,
people used to attach sticky notes to the slide frames for this purpose, and hope that nobody asked any
questions that required diving into the four-inch-thick stack of statistics they brought. Today, you can type
your notes and supporting
facts directly in PowerPoint. As
you saw earlier, you can type
them directly into the Notes
pane below the slide in Normal
view. However, if you have a
lot of notes to type, you might
find it easier to work with
Notes Page view instead.
Notes Page view is accessible
only from the View tab. In this
view, you see a single slide
(uneditable) with a text area, called the notes placeholder, below it for your notes.. You can refer to these
notes as you give an on-screen presentation, or you can print notes pages to stack neatly on the lectern
next to you during the big event. If you have trouble seeing the text you’re typing, zoom in on it, as described
in the next section.
Zooming In and Out
If you need a closer look at your presentation, you can zoom the view in or out to accommodate almost any
situation. For example, if you have trouble placing a graphic exactly at the same vertical level as some text
in a box next to it, you can zoom in for more precision. You can view your work at various magnifications on-
screen without changing the size of the surrounding tools or the size of the print on the printout. In Normal
view, each of the panes has its own individual zoom. To set the zoom for the Slides/Outline pane only, for
example, select it first; then choose a zoom level. Or to zoom only in the Slide pane, click it first. In a single-
pane view like Notes Page or Slide Sorter, a single zoom setting affects the entire work area. The larger the
zoom number, the larger the details on the display. A zoom of 10% would make a slide so tiny that you
couldn’t read it. A zoom of 400% would make a few letters on a slide so big they would fill the entire pane.
The easiest way to set the zoom level is to drag the Zoom slider in the bottom-right corner of the PowerPoint
window, or click its plus or minus buttons in increment the zoom level. To resize the current slide so that it is
as large as possible while still fitting completely in the Slides pane, click the Fit Slide to Current Window
button, or click the Fit to Window button in the Zoom group on the View tab.
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Another way to control the zoom is with the Zoom dialog box. On the View
tab, in the Zoom group, click the Zoom button. (You can also open that
dialog box by clicking the % next to the Zoom slider.) Make your selection,
by clicking the appropriate button, and then click OK. Notice that you can
type a precise zoom percentage in the Percent text box. You can specify any
percentage you like, but some panes and views will not go higher than
100%.
FIGURE 20-13
You can zoom with this Zoom dialog box rather than the slider if you prefer.
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Chapter INTERNET
10
The Internet, sometimes called simply "the Net," is a worldwide system of computer networks - a network of
networks in which users at any one computer can, if they have permission, get information from any other
computer (and sometimes talk directly to users at other computers). It was conceived by the Advanced
Research Projects Agency (ARPA) of the U.S. government in 1969 and was first known as the ARPANET.
The original aim was to create a network that would allow users of a research computer at one university to
be able to "talk to" research computers at other universities. A side benefit of ARPANet's design was that,
because messages could be routed or rerouted in more than one direction, the network could continue to
function even if parts of it were destroyed in the event of a military attack or other disaster.
Today, the Internet is a public, cooperative, and self-sustaining facility accessible to hundreds of millions of
people worldwide. For many Internet users, electronic mail (e-mail) has practically replaced the Postal
Service for short written transactions. Electronic mail is the most widely used application on the Net. You
can also carry on live "conversations" with other computer users, using Internet Relay Chat (IRC). More
recently, Internet telephony hardware and software allows real-time voice conversations.
The most widely used part of the Internet is the World Wide Web (often abbreviated "WWW" or called "the
Web"). Its outstanding feature is hypertext, a method of instant cross-referencing. In most Web sites, certain
words or phrases appear in text of a different color than the rest; often this text is also underlined. When you
select one of these words or phrases, you will be transferred to the site or page that is relevant to this word
or phrase. Sometimes there are buttons, images, or portions of images that are "clickable." If you move the
pointer over a spot on a Web site and the pointer changes into a hand, this indicates that you can click and
be transferred to another site.
Using the Web, you have access to millions of pages of information. Web browsing is done with a Web
browser, the most popular of which are Microsoft Internet Explorer and Netscape Navigator. The
appearance of a particular Web site may vary slightly depending on the browser you use. Also, later
versions of a particular browser are able to render more "bells and whistles" such as animation, virtual
reality, sound, and music files, than earlier versions.
Internet Connection
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Only possession of a computer would not help to get an access to the world of internet. For this basically
you need a modem and a telephone line at the least. You also need an internet account from the ISP’s
(Internet Service Provider) like VSNL, MTNL, and Aritel. Etc. after you buy the account the ISP gives us a
username and a password to log in. in most of the cases the password can be changed periodically for
security reasons. The ISP’s also provide us with certain telephone numbers that you have to dial-up so that
you are able to user you account. Paying the respective amount can also renew such account when the
account purchased earlier approaches the expiry date.
To make a dial-up connection in your computer follow this process.
Click on Start Control Panel Network Connection  New Connection
A window will come name new connection wizard click on next.
Click on connect to the internet.
Select Set up my connection manually.

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Select Connect using dial-up modem and click on Next
Next give the ISP name
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Enter the Phone Number.
Enter username and password.
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At last click on finish.
Browser
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A browser is an application program that provides a way to look at and interact with all the information on the
World Wide Web. The word "browser" seems to have originated prior to the Web as a generic term for user
interfaces that let you browse (navigate through and read) text files online.
Technically, a Web browser is a client program that uses HTTP (Hypertext Transfer Protocol) to make
requests of Web servers throughout the Internet on behalf of the browser user. Most browsers support e-
mail and the File Transfer Protocol (FTP) but a Web browser is not required for those Internet protocols and
more specialized client programs are more popular.
The first Web browser, called WorldWideWeb, was created in 1990. That browser's name was changed to
Nexus to avoid confusion with the developing information space known as the World Wide Web. The first
Web browser with a graphical user interface was Mosaic, which appeared in 1993. Many of the user
interface features in Mosaic went into Netscape Navigator. Microsoft followed with its Internet Explorer (IE).
Search Engine
A program that searches documents for specified keywords and returns a list of the documents where the
keywords were found. Although search engine is really a general class of programs, the term is often used
to specifically describe systems like Google, Alta Vista and Excite that enable users to search for
documents on the World Wide Web and USENET newsgroups. Each of them provides a search text box,
where you have to define your searching content and click Search button in online mode. It will take some
time to search entire net and provides a list of web sites where you can get your desired information.
What follows is a basic explanation of how search engines work.
 Keyword Searching
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 Refining Your Search
 Relevancy Ranking
 Meta Tags
 Concept-based Searching
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Chapter ELECTRONIC MAIL

11
It can take days to send a letter across the country and weeks to go around the world. To save time and
money, more and more people are relying on electronic mail. It's fast, easy and much cheaper than the
using the postal service.
What is e-mail? In its simplest form, e-mail is an

electronic message sent from one device to another.
While most messages go from computer to computer, e-
mail can also be sent and received by mobile phones,
PDAs and other portable devices. With e-mail, you can
send and receive personal and business-related
messages with attachments, such as photos or formatted
documents.
You can also send music, video clips and software
programs.
Let's say you have a small business with sales reps
working around the country. How do you communicate
without running up a huge phone bill? Or what about
keeping in touch with far-flung family members? E-mail is the way to go. It's no wonder e-mail has become
the Internet’s most popular service.
Follow the Trail

Just as a letter makes stops at different postal stations along the way to its final destination, e-mail passes
from one computer, known as a mail server, to another as it travels over the Internet. Once it arrives at the
destination mail server, it's stored in an electronic mailbox until the recipient retrieves it. This whole process
can take seconds, allowing you to quickly communicate with people around the world at any time of the day
or night.
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Sending and Receiving Messages

To receive e-mail, you need an account on a mail server. This is similar to having a postal box where you
receive letters. One advantage over regular mail is that you can retrieve your e-mail from any location on
earth, provide that you have Internet access. Once you connect to your mail server, you download your
messages to your computer or wireless device, or read them online.
Making of Email Account

First of all you have to enter the site of an e-mail account service provider where you have to sign up a new
account abiding by their terms and condition. You have to enter the initial screen of the website to register
ourselves with them and get access to an account name like pcverma@gmail.com. With a limited quota of
storage allowed by them.
If you have already User Id then type the name into Username and give password, Next to click Sign In.
otherwise click on Sign Up.
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When you click on Sign Up button a new screen will appear here you have to submit all your information as
per need and finally click on Create My Account button.
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After making Email-Id you can send, receive, forward Emails.

Sending E-Mails
To send email through www.gmail.com click on Compose Mail from your account. Following screen will
appear here you can write a new massage as your need. In this screen following options are available.
To : - You have to write the name of the account where you want to send the current mail.
Cc :- You have to write any other account name to whom you want to send a copy of the current mail you
are writing.
Bcc :- Means provide any other account name to whom you want to send a copy but the account mentioned
in the To box would not be able to view the Bcc account name.
Subject :- This subject provided will be highlighted when the receiver receives the mail and it would indicate
the contents of the mail.
If you want to send some attachment with the current massage then you can attach by click on option
“Attach a File” just below the subject of current screen.
Finally click on Send button to send email.
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Chapter E-COMMERCE
12
Electronic commerce, commonly known as e-commerce or eCommerce, consists of the buying and
selling of products or services over electronic systems such as the Internet and other computer networks.
The amount of trade conducted electronically has grown extraordinarily since the spread of the Internet. A
wide variety of commerce is conducted in this way, spurring and drawing on innovations in electronic funds
transfer, supply chain management, Internet marketing, online transaction processing, electronic data
interchange (EDI), inventory management systems, and automated data collection systems. Modern
electronic commerce typically uses the World Wide Web at least at some point in the transaction's lifecycle,
although it can encompass a wider range of technologies such as e-mail as well.
A large percentage of electronic commerce is conducted entirely electronically for virtual items such as
access to premium content on a website, but most electronic commerce involves the transportation of
physical items in some way. Online retailers are sometimes known as e-tailers and online retail is
sometimes known as e-tail. Almost all big retailers have electronic commerce presence on the World Wide
Web.
Electronic commerce that is conducted between businesses is referred to as business-to-business or B2B.
B2B can be open to all interested parties (e.g. commodity exchange) or limited to specific, pre-qualified
participants (private electronic market). Electronic commerce that is conducted between businesses and
consumers, on the other hand, is referred to as business-to-consumer or B2C. This is the type of electronic
commerce conducted by companies such as Amazon.com.
Electronic commerce is generally considered to be the sales aspect of e-business. It also consists of the
exchange of data to facilitate the financing and payment aspects of the business transactions.
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Chapter MICROSOFT OFFICE

13 OUTLOOK 2007
What's Microsoft Office Outlook 2007

Microsoft Office Outlook 2007 provides you with a comprehensive time and information manager.
To configure Outlook 2007 for your Gmail address:
Enable POP in your email account. Don't forget to click Save Changes when you're done.
Open Outlook.
Click the Tools menu, and select Account Settings...
On the E-mail tab, click New...
If you are prompted to Choose E-mail Service, select Microsoft Exchange, POP3, IMAP, or HTTP, and
click Next.
Fill in all necessary fields to include the following information:
Your Name: Enter your name as you would like it to appear in the From: field of outgoing messages.
Email Address: Enter your full Gmail email address (username@gmail.com). Google Apps users, enter
your full address in the format username@your_domain.com.
Password: Enter your email password.
Manually configure server settings or additional server types: Leave this option unchecked if you want
to automatically configure Outlook 2007/2010. If you want to manually configure Outlook 2007/2010, check
this box now. Google Apps users should configure manually as follows.
Click Next. If you are configuring Outlook 2007/2010 automatically, you're done! Just click Finish.
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If you are configuring Outlook 2007/2010 manually, select Internet E-mail and click Next.
Verify your User Information, and enter the following additional information:
Server Information
Account Type: POP3
Incoming mail server: pop.gmail.com (Google Apps users, enter the server names provided, don't add
your domain2 name in these steps)
Outgoing mail server3 (SMTP): smtp.gmail.com
Logon Information
User Name: Enter your Gmail username (including @gmail.com). Google Apps users, enter your full
address in the format username@your_domain.com
Password: Enter your email password.
Require logon using Secure Password Authentication (SPA): Leave this option unchecked.
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short cuts key

word 2007
Command Name Short Cut
All Caps CTRL+SHIFT+A
Annotation ALT+CTRL+M
App Maximize ALT+F10
App Restore ALT+F5
Apply Heading1 ALT+CTRL+1
Apply List Bullet CTRL+SHIFT+L
Auto Format ALT+CTRL+K
Auto Text F3 or ALT+CTRL+V
Bold CTRL+B or CTRL+SHIFT+B
Bookmark CTRL+SHIFT+F5
Browse Next CTRL+PAGE DOWN
Browse Previous CTRL+PAGE UP
Browse Sel ALT+CTRL+HOME
Cancel ESC
Center Para CTRL+E
Change Case SHIFT+F3
Char Left LEFT
Char Left Extend SHIFT+LEFT
Char Right RIGHT
Char Right Extend SHIFT+RIGHT
Clear DELETE
Close or Exit ALT+F4
Close Pane ALT+SHIFT+C
Column Break CTRL+SHIFT+ENTER
Column Select CTRL+SHIFT+F8
Copy CTRL+C or CTRL+INSERT
Copy Format CTRL+SHIFT+C
Copy Text SHIFT+F2
Create Auto Text ALT+F3
Customize Add Menu ALT+CTRL+=
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Customize Keyboard ALT+CTRL+NUM +
Customize Remove Menu ALT+CTRL+-
Cut CTRL+X or SHIFT+DELETE
Date Field ALT+SHIFT+D
Delete Back Word CTRL+BACKSPACE
Delete Word CTRL+DELETE
Dictionary ALT+SHIFT+F7
Do Field Click ALT+SHIFT+F9
Doc Close CTRL+W or CTRL+F4
Doc Maximize CTRL+F10
Doc Move CTRL+F7
Doc Restore CTRL+F5
Doc Size CTRL+F8
Doc Split ALT+CTRL+S
Double Underline CTRL+SHIFT+D
End of Column ALT+PAGE DOWN
End of Column ALT+SHIFT+PAGE DOWN
End of Doc Extend CTRL+SHIFT+END
End of Document CTRL+END
End of Line END
End of Line Extend SHIFT+END
End of Row ALT+END
End of Row ALT+SHIFT+END
End of Window ALT+CTRL+PAGE DOWN
End of Window Extend ALT+CTRL+SHIFT+PAGE DOWN
Endnote Now ALT+CTRL+D
Extend Selection F8
Field Chars CTRL+F9
Field Codes ALT+F9
Find CTRL+F
Font CTRL+D or CTRL+SHIFT+F
Font Size Select CTRL+SHIFT+P
Footnote Now ALT+CTRL+F
Go Back SHIFT+F5 or ALT+CTRL+Z
Go To CTRL+G or F5
Grow Font CTRL+SHIFT+.
Grow Font One Point CTRL+]
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Hanging Indent CTRL+T
Header Footer Link ALT+SHIFT+R
Help F1
Hidden CTRL+SHIFT+H
Hyperlink CTRL+K
Indent CTRL+M
Italic CTRL+I or CTRL+SHIFT+I
Justify Para CTRL+J
Left Para CTRL+L
Line Down DOWN
Line Down Extend SHIFT+DOWN
Line Up UP
Line Up Extend SHIFT+UP
List Num Field ALT+CTRL+L
Lock Fields CTRL+3 or CTRL+F11
Macro ALT+F8
Mail Merge Check ALT+SHIFT+K
Mail Merge Edit Data Source ALT+SHIFT+E
Mail Merge to Doc ALT+SHIFT+N
Mail Merge to Printer ALT+SHIFT+M
Mark Citation ALT+SHIFT+I
Mark Index Entry ALT+SHIFT+X
Mark Table of Contents Entry ALT+SHIFT+O
Menu Mode F10
Merge Field ALT+SHIFT+F
Microsoft Script Editor ALT+SHIFT+F11
Microsoft System Info ALT+CTRL+F1
Move Text F2
New CTRL+N
Next Cell TAB
Next Field F11 or ALT+F1
Next Misspelling ALT+F7
Next Object ALT+DOWN
Next Window CTRL+F6 or ALT+F6
Normal ALT+CTRL+N
Normal Style CTRL+SHIFT+N or ALT+SHIFT+CLEAR (NUM 5)
Open CTRL+O or CTRL+F12 or ALT+CTRL+F2
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Open or Close Up Para CTRL+0
Other Pane F6 or SHIFT+F6
Outline ALT+CTRL+O
Outline Collapse ALT+SHIFT+- or ALT+SHIFT+NUM -
Outline Demote ALT+SHIFT+RIGHT
Outline Expand ALT+SHIFT+=
Outline Expand ALT+SHIFT+NUM +
Outline Move Down ALT+SHIFT+DOWN
Outline Move Up ALT+SHIFT+UP
Outline Promote ALT+SHIFT+LEFT
Outline Show First Line ALT+SHIFT+L
Overtype INSERT
Page ALT+CTRL+P
Page Break CTRL+ENTER
Page Down PAGE DOWN
Page Down Extend SHIFT+PAGE DOWN
Page Field ALT+SHIFT+P
Page Up PAGE UP
Page Up Extend SHIFT+PAGE UP
Para Down CTRL+DOWN
Para Down Extend CTRL+SHIFT+DOWN
Para Up CTRL+UP
Para Up Extend CTRL+SHIFT+UP
Paste CTRL+V or SHIFT+INSERT
Paste Format CTRL+SHIFT+V
Prev Cell SHIFT+TAB
Prev Field SHIFT+F11 or ALT+SHIFT+F1
Prev Object ALT+UP
Prev Window CTRL+SHIFT+F6 or ALT+SHIFT+F6
Print CTRL+P or CTRL+SHIFT+F12
Print Preview CTRL+F2 or ALT+CTRL+I
Proofing F7
Redo ALT+SHIFT+BACKSPACE
Redo or Repeat CTRL+Y or F4 or ALT+ENTER
Repeat Find SHIFT+F4 or ALT+CTRL+Y
Replace CTRL+H
Reset Char CTRL+SPACE or CTRL+SHIFT+Z
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Reset Para CTRL+Q
Revision Marks Toggle CTRL+SHIFT+E
Right Para CTRL+R
Save CTRL+S or SHIFT+F12 or ALT+SHIFT+F2
Save As F12
Select All CTRL+A or CTRL+CLEAR (NUM 5) or CTRL+NUM 5
Select Table ALT+CLEAR (NUM 5)
Show All CTRL+SHIFT+8
Show All Headings ALT+SHIFT+A
Show Heading1 ALT+SHIFT+1
Shrink Font CTRL+SHIFT+,
Shrink Font One Point CTRL+[
Small Caps CTRL+SHIFT+K
Space Para1 CTRL+1
Space Para15 CTRL+5
Space Para2 CTRL+2
Spike CTRL+SHIFT+F3 or CTRL+F3
Start of Column ALT+PAGE UP
Start of Column ALT+SHIFT+PAGE UP
Start of Doc Extend CTRL+SHIFT+HOME
Start of Document CTRL+HOME
Start of Line HOME
Start of Line Extend SHIFT+HOME
Start of Row ALT+HOME
Start of Row ALT+SHIFT+HOME
Start of Window ALT+CTRL+PAGE UP
Start of Window Extend ALT+CTRL+SHIFT+PAGE UP
Style CTRL+SHIFT+S
Subscript CTRL+=
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Superscript CTRL+SHIFT+=
Symbol Font CTRL+SHIFT+Q
Thesaurus SHIFT+F7
Time Field ALT+SHIFT+T
Toggle Field Display SHIFT+F9
Toggle Master Subdocs CTRL+\
Tool SHIFT+F1
Un Hang CTRL+SHIFT+T
Un Indent CTRL+SHIFT+M
Underline CTRL+U or CTRL+SHIFT+U
Undo CTRL+Z or ALT+BACKSPACE
Unlink Fields CTRL+6 or CTRL+SHIFT+F9
Unlock Fields CTRL+4 or CTRL+SHIFT+F11
Update Auto Format ALT+CTRL+U
Update Fields F9 or ALT+SHIFT+U
Update Source CTRL+SHIFT+F7
VBCode ALT+F11
Web Go Back ALT+LEFT
Web Go Forward ALT+RIGHT
Word Left CTRL+LEFT
Word Left Extend CTRL+SHIFT+LEFT
Word Right CTRL+RIGHT
Word Right Extend CTRL+SHIFT+RIGHT
Word Underline CTRL+SHIFT+W
CTRL combination shortcut keys

Microsoft Excel 2007
CTRL+SHFT+( Unhides any hidden rows within the selection.
CTRL+SHFT+) Unhides any hidden columns within the selection.
CTRL+SHFT+& Applies the outline border to the selected cells.
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CTRL+SHFT_ Removes the outline border from the selected cells.
CTRL SHFT ~ Applies the General number format in Microsoft Excel.
CTRL+SHFT+$ Applies the Currency format with two decimal places (negative numbers in
parentheses).
CTRL+SHFT+% Applies the Percentage format with no decimal places.
CTRL+SHFT+^ Applies the Exponential number format with two decimal places.
CTRL+SHFT+# Applies the Date format with the day, month, and year.
CTRL+SHFT+@ Applies the Time format with the hour and minute, and AM or PM.
CTRL+SHFT+! Applies the Number format with two decimal places, thousands separator, and
minus sign (-) for negative values.
CTRL+SHFT+* Selects the current region around the active cell (the data area enclosed by
blank rows and blank columns). In a PivotTable, it selects the entire PivotTable
report.
CTRL+SHFT+: Enters the current time.
CTRL+SHFT+ Copies the value from the cell above the active cell into the cell or the Formula
Bar.
CTRL SHFT Plus Displays the Insert dialog box to insert blank cells in Microsoft Excel.
()
CTRL+Minus (-) Displays the Delete dialog box to delete the selected cells.
CTRL+; Enters the current date.
CTRL+` Alternates between displaying cell values and displaying formulas in the
worksheet.
CTRL+' Copies a formula from the cell above the active cell into the cell or the Formula
Bar.
CTRL+1 Displays the Format Cells dialog box.
CTRL+2 Applies or removes bold formatting.
CTRL+3 Applies or removes italic formatting.
CTRL 4 Applies or removes underlining in Microsoft Excel.
CTRL+5 Applies or removes strikethrough.
CTRL+6 Alternates between hiding objects, displaying objects, and displaying
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placeholders for objects.
CTRL+8 Displays or hides the outline symbols.
CTRL+9 Hides the selected rows.
CTRL 0 Hides the selected columns in Microsoft Excel.
CTRL+A Selects the entire worksheet. If the worksheet contains data, CTRL+A selects
the current region. Pressing CTRL+A a second time selects the current region
and its summary rows. Pressing CTRL+A a third time selects the entire
worksheet. When the insertion point is to the right of a function name in a
formula, displays the Function Arguments dialog box. CTRL+SHFT+A inserts
the argument names and parentheses when the insertion point is to the right of
a function name in a formula.
CTRL+B Applies or removes bold formatting.
CTRL+C Copies the selected cells. CTRL+C followed by another CTRL+C displays the
Clipboard.
CTRL+D Uses the Fill Down command to copy the contents and format of the topmost
cell of a selected range into the cells below.
CTRL+F Displays the Find and Replace dialog box, with the Find tab selected. SHFT+F5
also displays this tab, while SHFT+F4 repeats the last Find action.
CTRL+SHFT+F opens the Format Cells dialog box with the Font tab selected.
CTRL+G Displays the Go To dialog box. F5 also displays this dialog box.
CTRL+H Displays the Find and Replace dialog box, with the Replace tab selected.
CTRL I Applies or removes italic formatting in Microsoft Excel.
CTRL+K Displays the Insert Hyperlink dialog box for new hyperlinks or the Edit Hyperlink
dialog box for selected existing hyperlinks.
CTRL+N Creates a new, blank workbook.
CTRL O Displays the Open dialog box to open or find a file. CTRL SHFT O selects all
cells that contain comments in Microsoft Excel.
CTRL+P Displays the Print dialog box. CTRL+SHFT+P opens the Format Cells dialog
box with the Font tab selected.
CTRL+R Uses the Fill Right command to copy the contents and format of the leftmost cell
of a selected range into the cells to the right.
CTRL+S Saves the active file with its current file name, location, and file format.
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CTRL T Displays the Create Table dialog box in Microsoft Excel.
CTRL+U Applies or removes underlining. CTRL+SHFT+U switches between expanding

and collapsing of the formula bar.
CTRL+V Inserts the contents of the Clipboard at the insertion point and replaces any
selection. Available only after you have cut or copied an object, text, or cell
contents.
CTRL+W Closes the selected workbook window.
CTRL+X Cuts the selected cells.
CTRL Y Repeats the last command or action, if possible in Microsoft Excel.
CTRL+Z Uses the Undo command to reverse the last command or to delete the last entry
that you typed. CTRL+SHFT+Z uses the Undo or Redo command to reverse or
restore the last automatic correction when AutoCorrect Smart Tags are
displayed.
Function keys
F1 Displays the Microsoft Office Excel Help task pane. CTRL+F1 displays or hides
the Ribbon, a component of the Microsoft Office Fluent user interface. ALT+F1
creates a chart of the data in the current range. ALT+SHFT+F1 inserts a new
worksheet.
F2 Edits the active cell and positions the insertion point at the end of the cell
contents. It also moves the insertion point into the Formula Bar when editing in a
cell is turned off. SHFT+F2 adds or edits a cell comment. CTRL+F2 displays the
Print Preview window.
F3 Displays the Paste Name dialog box. SHFT+F3 displays the Insert Function
dialog box.
F4 Repeats the last command or action, if possible. CTRL+F4 closes the selected
workbook window.
F5 Displays the Go To dialog box. CTRL F5 restores the window size of the
selected workbook window in Microsoft Excel.
F6 Switches between the worksheet, Ribbon, task pane, and Zoom controls. In a
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worksheet that has been split (View menu, Manage This Window, Freeze
Panes, Split Window command), F6 includes the split panes when switching
between panes and the Ribbon area. SHFT+F6 switches between the
worksheet, Zoom controls, task pane, and Ribbon. CTRL+F6 switches to the
next workbook window when more than one workbook window is open.
F7 Displays the Spelling dialog box to check spelling in the active worksheet or
selected range. CTRL+F7 performs the Move command on the workbook
window when it is not maximized. Use the arrow keys to move the window, and
when finished press ENTER, or ESC to cancel.
F8 Turns extend mode on or off. In extend mode, Extended Selection appears in

the status line, and the arrow keys extend the selection. SHFT+F8 enables you
to add a nonadjacent cell or range to a selection of cells by using the arrow
keys. CTRL+F8 performs the Size command (on the Control menu for the
workbook window) when a workbook is not maximized. ALT+F8 displays the
Macro dialog box to create, run, edit, or delete a macro.
F9 Calculates all worksheets in all open workbooks. SHFT F9 calculates the active
worksheet in Microsoft Excel. CTRL ALT F9 calculates all worksheets in all open
workbooks, regardless of whether they have changed since the last calculation.
CTRL ALT SHFT F9 rechecks dependent formulas, and then calculates all cells
in all open workbooks, including cells not marked as needing to be calculated.
CTRL F9 minimizes a workbook window to an icon.
F10 Turns key tips on or off. SHFT F10 displays the shortcut menu for a selected
item in Microsoft Excel. ALT SHFT F10 displays the menu or message for a
smart tag. If more than one smart tag is present, it switches to the next smart tag
and displays its menu or message. CTRL F10 maximizes or restores the
selected workbook window.
F11 Creates a chart of the data in the current range. SHFT+F11 inserts a new
worksheet. ALT+F11 opens the Microsoft Visual Basic Editor, in which you can
create a macro by using Visual Basic for Applications (VBA).
F12 Displays the Save As dialog box.
Other useful shortcut keys
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ARROW KEYS Move one cell up, down, left, or right in a worksheet. CTRL+ARROW KEY moves
to the edge of the current data region (data region: A range of cells that contains
data and that is bounded by empty cells or datasheet borders.) in a worksheet.
SHFT+ARROW KEY extends the selection of cells by one cell.
CTRL+SHFT+ARROW KEY extends the selection of cells to the last nonblank cell
in the same column or row as the active cell, or if the next cell is blank, extends
the selection to the next nonblank cell
BACKSPACE Deletes one character to the left in the Formula Bar in Microsoft Excel. Also clears
the content of the active cell. In cell editing mode, it deletes the character to the
left of the insertion point.
DELETE Removes the cell contents (data and formulas) from selected cells without
affecting cell formats or comments. In cell editing mode, it deletes the character to
the right of the insertion point.
END Moves to the cell in the lower-right corner of the window when SCROLL LOCK is
turned on. Also selects the last command on the menu when a menu or submenu
is visible. CTRL+END moves to the last cell on a worksheet, in the lowest used
row of the rightmost used column. If the cursor is in the formula bar, CTRL+END
moves the cursor to the end of the text. CTRL+SHFT+END extends the selection
of cells to the last used cell on the worksheet (lower-right corner). If the cursor is
in the formula bar, CT
ENTER Completes a cell entry from the cell or the Formula Bar, and selects the cell below
(by default). In a data form, it moves to the first field in the next record. Opens a
selected menu (press F10 to activate the menu bar) or performs the action for a
selected command. In a dialog box, it performs the action for the default
command button in the dialog box (the button with the bold outline, often the OK
button). ALT+ENTER starts a new line in the same cell. CTRL+ENTER fills the
selected cell range
ESC Cancels an entry in the cell or Formula Bar in Microsoft Excel. Closes an open
menu or submenu, dialog box, or message window. It also closes full screen
mode when this mode has been applied, and returns to normal screen mode to
display the Ribbon and status bar again.
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HOME Moves to the beginning of a row in a worksheet. Moves to the cell in the upper-left
corner of the window when SCROLL LOCK is turned on. Selects the first
command on the menu when a menu or submenu is visible. CTRL+HOME moves
to the beginning of a worksheet. CTRL+SHFT+HOME extends the selection of
cells to the beginning of the worksheet.
PAGE DOWN Moves one screen down in a worksheet. ALT+PAGE DOWN moves one screen
to the right in a worksheet. CTRL+PAGE DOWN moves to the next sheet in a
workbook. CTRL+SHFT+PAGE DOWN selects the current and next sheet in a
workbook.
PAGE UP Moves one screen up in a worksheet. ALT+PAGE UP moves one screen to the
left in a worksheet. CTRL+PAGE UP moves to the previous sheet in a workbook.
CTRL+SHFT+PAGE UP selects the current and previous sheet in a workbook.
SPACEBAR In a dialog box, performs the action for the selected button, or selects or clears a
check box. CTRL+SPACEBAR selects an entire column in a worksheet.
SHFT+SPACEBAR selects an entire row in a worksheet.
CTRL+SHFT+SPACEBAR selects the entire worksheet. If the worksheet contains
data, CTRL+SHFT+SPACEBAR selects the current region. Pressing
CTRL+SHFT+SPACEBAR a second time selects the current region and its
summary rows. Pressing CTRL+SHFT+SPACEBAR a third time selects the entire
worksheet.
TAB Moves one cell to the right in a worksheet. Moves between unlocked cells in a
protected worksheet. Moves to the next option or option group in a dialog box.
SHFT TAB moves to the previous cell in a worksheet or the previous option in a
dialog box in Microsoft Excel. CTRL TAB switches to the next tab in dialog box.
CTRL SHFT TAB switches to the previous tab in a dialog box.
Assignment
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Assignment on Computer Fundamental
Head Office: A1/17, 3RD FLOOR, OUTER RING ROAD OPP. POWER HOUSE, PRASHANT VIHAR
SECTOR 14, ROHINI, DELHI -85
PHONE: 011- 47014601, 31903131, 45086400, +91-9899982600, 9871382600
Session 1
Notepad
Open notepad and do the following jobs.
1. What is computer?
2. What is software (OS) and hardware? Explain with example.
3. Give the one note on History of computer.
4. Explain all types of computer with example.
5. Give one note on generation of the computer.
6. What is the meaning of ‘word wrap option’ explain, how to insert date and time in notepad?
7. Apply the following formatting.

 Font theme : comic sans MS
 Font Style : Bold
 Font Size : 25
8. Save the file with your name in d:/BOC.
Session 2
WordPad
Type following paragraph in WordPad and save the file with the name “IFA"
Internet
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The Internet is a global system of interconnected computer networks that use the standard Internet protocol
suite (often called TCP/IP, although not all applications use TCP) to serve billions of users worldwide. It is a
network of networks that consists of millions of private, public, academic, business, and government
networks, of local to global scope, that are linked by a broad array of electronic, wireless and optical
networking technologies.
The Internet carries an extensive range of information resources and services, such as the inter-linked
hypertext documents of the World Wide Web (WWW) and the infrastructure to support email.
2. Apply the following formatting only on first paragraph

 Font size = “12”
 Font type = “Tahoma”
 Font color = “purple”
3. Apply the following formatting only on second paragraph

 Font type = “Times New Roman”
 Font color = “Blue”
 Font Alignment = “Right”
1. Type the short cut key of all option.
2. Now interchanging the paragraph position from 1 st to 2nd
3. Change the font color of the heading to “Red”
4. Make a copy of the 1st paragraph twice
5. Change the paragraph formatting of the 3rd paragraph as follow

 Indentation left = “2”
 First line = “1.5”
 Alignment = left
9. Apply the following formatting on 2 nd paragraph
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 Indentation left = “3”
 First line = “1.5”
 Alignment = left
10. Now copy the 3rd paragraph and paste it at the end of the document in such a way so that it will
get pasted without the formatting.
(Hints: - use paste special, unformatted text)
11. Now apply bullets on each paragraph.
12. Switch off format bar and status bar. Now see the window.
13. Now switch on the status bar and select the 1st paragraph and see the effect.
14. Apply the formatting format on 2nd paragraph from menu bar.
 Font type = “Georgia”
 Font color = “Blue”
15. Click on undo option and see the effect.
16. Find the word “of” as a whole word.
17. Change the word “of” to “on”
18. Now again replace the word “on” to “of”
19. Set the document in such a way so that it covers the entire window.
(Hints: - view –option ---wrap to window)
20. Set the document in such a way so it appears with in the ruler area.
(Hints: - view - option ---wrap to ruler)
21. Set the page up as follow:-

Paper size = A4
Orientation = “landscape”
 Margin
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 Left =2.2”
 Right = 1.25”
 Top = 1.5”
 Bottom = 1”
22. Insert current date on the top of the page.
23. Open a new document and type the following using tabs.
Roll Name Class
06 S.dutta vi
12 F.abdul v
03 A.das ii
12 Zina iii
24. Change the heading of the above data to size “14”
Paint
25. Open Paint
26. Draw the following objects and save the file with the name “object”
27. Now fill with different colors inside the object.
28. Type the following letters in paint.
R A X Q W
The font size be 48
29. Now make two duplicate copies of each letters.
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30. Draw small box for each letter and place the letters inside the box.
 Notice while placing the letters and no background should appear.
31. Select the letters “R” with the box and apply rotate to angle 180 degree.
32. Apply flip horizontal on the letter “A”.
33. Rotate the letter “Q” to 270 degree.
34. Select the letter W and apply stretch horizontal to 25%.
35. Select any one object from the file “objects” and apply stretch vertical to 75%
36. Skew the last object to horizontal 45 degree.
37. Select any one object and click on invert color.

(Hints:-image---invert color)
38. Open a new file in paint and set the following attributes.
a. Width =780
b. Height = 850
39. Now draw the following abject and fill with two different colors.
40. Set the above two picture on desktop as background in center position.
41. Create a new color that does not exist in the color box.
42. Make duplicate copies with the help of keyboard.
43. Again change the desktop background as “Tiled”
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44. Create two folders on desktop a.”ONE” & b.”TWO’
45. Place the paint files inside the folder “ONE”.
46. Create a shortcut of WordPad application inside the folder “TWO”.
47. Move the folder “ONE” to D: drive.
48. Delete the folder “ONE” without sending it to Recycle Bin.
49. Change the folder name from “TWO” to “ROSE”.
Microsoft Window DOS

1. Create the directories on D: drive as define in the structure.
(Use cd.. , MD, CD command)
D:\
2. n the sub directory “IFA” create a file with the name “Input” and type the following lines.(Copy
con) Input devices are those which accept data like keyboard, Mouse, and Scanner.
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3. In the sub directory “Course” create another file with the name “Output” and type the following
lines.(Copy con) Output devices are Monitor, Printer and image projector.
4. Show the all directory of D Drive. (DIR)
5. Create two files under the directory “Course” with the name “HDD” &”DVD”.(Copy con)
6. In the sub directory “PV” creates another three files with name “CPT”, “IPCC”, and IFA” and
type few lines.
7. Hide the file named “CPT’.(Attrib +h)
8. Unhide the file named “CPT”.(Attrib –h)
9. Delete the file “IPCC”.(del)
10. Delete the directory ‘IFA”.(del)
11. Clear the screen and run the batch file.(cls)
12. View date, time and version.(date,time and ver)
13. Preactice the following command on the above questions.

(Edit, type, tree, exit)
Microsoft Word 2007
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1. Open Microsoft word 2007 by RUN command.
2. Perform the following page setup:
a.) Paper size : A4
b.) Gutter : 0.25 inch
c.) Orientation: Portrait
d.) Apply To : Whole Document
3. Type the following text and apply different font formats:
About IFA
I.F.A is a professional educational institute offering courses in the fields of Finance and
Accounts. The institute provides an extensive range of professional courses that offer students that extra edge
to be the best. IFA is known to be pioneers in the field of education and provides professional training
through practical experience. IFA offers to make each student ready to

meet the requirements of industry professionals and have that
added advantage necessary to build a lucrative career.
Mission IFA
IFA mission is to empower the youth in the field of Accounts & Finance by
providing the highest quality Training full practically oriented approach. To
achieve the overall satisfaction of the youth and students by providing
requirement based courses, helping them to achieve career with flying colors.
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Vision IFA
Through the efforts of a dedicated faculty & Management Team of professionals,
achieving maximum success by providing Customized, Affordable, Consistent,
Effective courses for all students of IFA and also to provide them a well build job
platform for offering the power of convenience on the go.
4. Select all the heading and apply the character spacing 6pt.
5. Interchange the position of 1st and 2nd paragraph.
6. Insert a page break between 1st and 2nd paragraph.
7. Type the following paragraph and apply Border & Shading .
Financial Analysts – Financial Analysts are business

partners responsible for the financial management of an
organization. They play an active role in strategic
decision making. General Accountants – A General
Accountant is required to prepare reconciliations and
monthly financial analysis, analyses to include written
summaries.
8. Set the following format for the above paragraph.
i) Alignment: Left
ii) Left Indent: 2
iii) Right Indent: 1
iv) Before & After Spacing: 6pt
v) Line Spacing: 1.5 lines
vi)
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9. Select the text Financial Analysts and give the Red shading.
10. SUPERCRIPT
(a2- b2)= (a+b) (a-b) (a+b) 3 = a3+ 3a2 b2 + b3
11. SUBSCRIPT
H2O+ SO3= H2 SO4 CACO3= CO2 + CA
12. Type the following and apply bullets.
 Microsoft Word
 Microsoft Excel
 Microsoft Power Point
 Microsoft Access
13. Remove the bullets and apply numbering.
14. Type the following using by multi level list
1 Hardware
 Input
i) Mouse
ii) keyboard
 Output
i) Monitor
ii) Printer
 Processing
i) CPU
ii) Processor
2 Software
 System
 Window XP
 Windows 7
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 Application
 MS-Office
(1) MS-Word
(2) MS-Excel
(3) MS-Power Point
15. Write the following given below:
Accounts Executive - Responsible for monitoring of the monthly sales/product group performance
against budget and performance reviews of business unit performance, etc.
Apply the following on above paragraph:
i. Give the border & shedding i.e. shadow and apply it to the whole paragraph.
ii. Select the whole paragraph and go to change case and apply upper case.
16. Open a new page & create THREE columns to type the following:
17. Create the Formatting style with the name “IFA <Your Name>” using the following format and
apply it to question no. 7.
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Font face: Arial
Font size: 17”
Font style: Bold & Italic
Alignment: Justified
18. Make Header and Footer with the following as given below:
Header : IFA
Footer : Page no-1
19. Do the following tabular job.
Tab setting .0, 1.5, 3 & 5
Liabilities Amount Assets Amount
Capital 200000 Fixed Assets 300000
Reserve &surplus 50000 Investments 150000
Secured loan 10000 Current Assets 300000
Unsecured loan 50000 Current liabilities 600000
Total 310000 Total 1350000
20. Set the following Tab leader:-
NDEX
SUBJECT PAGE NO
Chapter 1....................................................................................................1-17
Chapter 2..................................................................................................18-25
Chapter 3..................................................................................................25-30
Chapter 4..................................................................................................30-35
Chapter 5..................................................................................................35-39
Chapter 6..................................................................................................39-50
Change the ruler bar inch to centimeter.
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21. Insert the following symbols
 Phone  Win  Windows 7 £ IFA
22. DO THE FOLLOWING JOBS IN QUESTION NO.7
Place the cursor on the word “Accountant’’ and assign a footnote
Now you are getting salary approx 50000/- Rs. per month.
Place the cursor on “Monthly” and give the comment
My monthly salary is 25,000/-.
23. Create a hyperlink in Question no.12 with the word “Microsoft Word” in first line with a new page
and write the following as given. (Hints: use bookmark and hyperlink)
24. Create the given table and insert picture (clip arts) at the right side and write text –using textbox at left
side as given under:
Microsoft Word is word processor application software. And it is the part of MS-Office.
The first version of Word for Windows was released in 1989. With the release of Windows 3.0 the
following year, sales began to pick up and Microsoft soon became the market leader for word
processors for IBM PC-compatible computers.[4] In 1991, Microsoft capitalized on Word for
Windows' increasing popularity by releasing a version of Word for DOS, version 5.5, that replaced its
unique user interface with an interface similar to a Windows application.
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25. Create the following :
Stop thinking of what could go wrong and start thinking of what could go right...Be
Positive and surge forward.
Be Positive
Say what you want to
say when you have the
feeling and the chance.
My greatest regrets
are the things I did
not do, the
opportunities missed
and the things unsaid-
Jim Keller :)
26.
Create the following table: (In a new document)
Daily Sales Report: Cash and Bank Bill/02
Sl.no Product Rate QTY Gross VAT@ 12.5% Total

Name
1 Black Berry 8900 3
2 Nokia 2700 7
3 Samsung 3500 11
4 LG 2300 20
5 TATA 1200 10
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Total Gross /Total Output Vat Amount
Calculate Gross/ VAT/ Total by using formula.
27. Apply table formatting according you.
28. In last cell spilt it into 3-7 columns and row.
29. Insert four pages each page in a deferent Border.
30. Apply deferent “Header & footer” in same pages.
31. Create the following table. (From draw table)
Receipt
31.
Open
a
DATE: new
file
NAME ………………………. and
do
mail
ADDRESS…………………..
SL.NO. DESCRIPTION RS P.
merge.
Create a new date source with the following field name.
Title First name Last name City Des. E_Code Address
MR. Raj Saini Delhi Director E0007 Prashant Vihar

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MRS Reena Jain Delhi Manager E0008 Pitampura
Mrs Pooja Sharma Delhi Center Head E0009 Noida
MRS Aparna Sharma Noida Reception E0010 Keshav Puram
MR Piyush Bhateja Delhi Director E0001 Noida
MRS Seema Choudhary Sonipat Admin E0003 Ashok Vihar
Write the following letter:
To
<Title><First name><Last name>
<Address>, <City.
<Des.>
Employee Code: < E_Code>
Dear <Title>
We are glad to invite you at the inauguration ceremony of our new shop at Gareahat shopping Mall on
Sunday 29th august shop no 1523 ground floor.
Your presence will enhance the moment.
Date: Regards,
(Your name and contact number)
32. Please do same by Mail Merge Wizards
33. Now merge only that record who reside in “Delhi”
34. Create a new template file and write a note for computer history”
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35. Create a new template file and write your CV for IFA.
36. Write your name in word art and insert a picture on it.
37. Draw the following shapes. (From, Auto shape and group the object)
Hey
How
rare
you?
38. Hide and Show Ruler by View menu and see the effect.
39. View you document by different page layout.
40. Change your WinWord 2007 file to WinWord 2003.

(Hints: use office buttons>salve as>word 97-2003 document.
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Open ms excel and input the following data in the sheet 1!
Em/code E.F.Name S.Name Add. City Region DOB Basic

1. Delhi
Em/01 Sarad Yadav Prashant Delhi North 21/03/1970 12000
Vihar
Em/02 Puneet Singh South X Delhi North 01/05/1960 25000
Em/03 Sanjay Sharma Sec-9 Noida South 05/04/1956 13000
Em/04 Sumit Gupta Tri Nagar Noida South 03/04/1956 16000
A/123, Ajad
Em/05 Sunil Thakur Delhi South 11/05/1990 12000
Nagar
Em/06 Ajay Sharma B/12, CP Delhi East 23/06/1986 15000
Em/07 Arun Yadav Ashok Vihar Noida North 07/08/1979 23000
Mukhurjee
Em/08 Brijesh Yadav Delhi East 03/06/1989 18000
Nagar
Em/09 Arjun Thakur Mall Road Kanpur East 06/04/1989 14000
Em/10 Ravi Prakash Karol Bagh Delhi East 06/02/1985 8000
Solve the following question base on above table:
2. Apply Currency formatting on all the amount fields.
3. Apply table Border on the above table.
4. Give the table heading Employee Details and apply15 degree angle.
5. Apply two decimal places for BASIC field only.
6. Apply shading for whole table and deferent font color for field and field record.
7. Insert three more columns after basic and give the name HRA, DA, Net Salary.
8. Insert one column after Region and give the name Dep.
9. In dep. Column allocate following department :
10. Em/01-sale, Em/02-pur, Em/03-sale, Em/04-admin, Em/05-pur, Em/06-sale, Em/07-admin, Em/08-pur,
Em/09-sale, Em/10-sale
11. Calculate total basic salary. (Insert one Row below Em/10)
12. Calculate HRA and DA 12% and 15% of basic respectively.
13. Insert one more column before Net salary and give the name PF.
14. Calculate PF for all employee 10.5% of Basic salary.
15. Calculate net salary : (Basic +HRA +DA)-FP
16. Find out the top 3 employee with red color. Who are getting Max HRA?
17. Find out the top 3 employee with blue background color. Who are getting Max DA?
18. Calculate total net salary in the last row of the table.
19. Find out the total no. of employee in Sale Dep. with font color light red.
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20. Find out the total no. of employee of Noida City with red border.
21. Calculate total PF in the last row and give the name PF Total.
22. Find out top three employees, who are getting basic salary greater than 15000 with font color purple.
23. Insert one more column after Add. And give the name Phone number and type the phone no. for all
employees as per you & apply formatting like : (114) 701-4601
24. Find out the employee who is getting maximum HRA. (Hints: Max)
25. Find out the employee who is getting minimum HRA. (Hints: Min)
26. Find out the average net salary.(Hints: average)
27. Find out the total used cell in the HRA Field. (Hints: count)
28. Find out the total no. of employee in sale dep. (Hints: countif)
29. Calculate total net salary only for East region. (Hints: Sumif)
30. Calculate total HRA only for Sale dep. (Hints: Sumif)
31. Calculate total Basic salary for the pur dep. (Hints: sumif)
32. Calculate =235*365 by help of product formula.(Hints: product)
33. 10- Calculate square root of 16, 81 and 144.(Hints: sqrt)
34. Create following table:
Math Calculation
Si. Debit Credit Total (Dr-Cr) Absolute Amount Amount in Two Integer
No. Amount amount (Hints: abs) decimal(round) Amount (Hints: int)
1 50.2023 60.9041
2 25.3042 90.7052
3 40.7042 20.8000
4 30.9041 40.5005
5 70.8542 20.0001
Apply the following formula on Employee table:

11- All the fist name should be appear in UPPER CASE (Capital letter).
12- All the Second name should be appear in LOWER CASE (Small letter).
13- Insert two more columns after S. Name column and show the FULL NAME
And proper name both columns.
14- Apply table formatting as per you and remove auto filter.
15- Delete city column from employee table.
16- Hide E. F. Name and S. Name column from the Employee Table.
17- Rename the sheet1 name to Employee Details and apply red tab color.
18- Delete sheet 3 from your workbook.
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19- Clear all the formatting from Math Table.
20- Show the E. F. Name column.
21- Make your Employee table in ascending order according to E. F. Name column.
22- Make your Employee table in ascending order according to Dep. Column.
23- Make your Employee table in descending order according to Region column.
24- Rename sheet 2 and give the name All Formula and type the all formula in the table.
25- Use CTRL + All arrows key and count the row/ column and cell in a sheet.
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1. Open ms excel and input the following data in the sheet. [Logical Formula]
Em/code E.F.Name Dep. City Region DOB Basic
Em/01 Sarad Pur Delhi North 21/03/1970
Em/02 Puneet Acct Delhi South 01/05/1960
Em/03 Sanjay Pur Noida North 05/04/1956
Em/04 Sumit Sale Delhi South 03/04/1956
Em/05 Sunil Admin Noida North 11/05/1990
Em/06 Ajay Sale Delhi East 23/06/1986
Em/07 Praveen Acct Noida South 05/06/1979
Em/08 Brijesh Admin Delhi South 03/06/1989
Em/09 Arjun Sale Noida North 06/04/1989
Em/10 Manish Pur Delhi East 06/02/1985
2. Insert four columns next to basic column as DA, HRA, TA and Gross salary.
3. Calculate basic salary as per bellow condition.[Use IF formula only]
If dep. is pur then basic salary 5000
If dep. is sale then basic salary 4000
If dep. is admin then basic salary 7000 rest 5500
4. Calculate 20% and 13%, DA and HRA base on basic salary respectively.
5. Calculate TA as per condition. [Use If(And , If(Or ..Formula]
If dep. is sale and region is north then TA based on basic should be 50% and if dep. is pur or basic less than
5000 then TA 15% else 7%.
6. Calculate gross salary: Basic+ DA+ HRA+ TA.
7. Insert three more fields as PF, P TAX, AND NET SALARY, after the column gross salary: calculate the PF
amount as 12% basic for all the employees.
8. Calculate the professional tax (P TAX) as per the following criteria.
 Gross salary <5000 then P TAX is 0.
 Gross salary >5000 and <6000 then P TAX is Rs 50
 Gross salary >9000 then P TAX is Rs 150
9. Calculate the net salary as gross salary –PF-P TAX. Apply the currency formatting for all amount fields
with 2 Decimal places.
10. Insert one more column before “GROSS SALARY” and name it as BONUS: calculate the bonus as
following criteria. .[Use IF formula only]
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Basic <=5000 then bonus 20% of basic
Basic >5000 and <=6000 then bonus 30%.
Basic >=7000 then bonus 15%.
11. Insert one more column after Net Salary and give the name “Incentive Scheme” and do the following
work.
Apply the incentive scheme only for sale department is: net salary*20% for other 2000
Financial functions
1. Mr. Kumar purchased a HERO HONDA KARIZMA for Rs 65000 by taking a loan from ICICI bank
repayable in 3 year by monthly installments with interest @ 8.5% p.a calculates the EMI for the loan (use
PMT).
2. Mr Kumar wants to know the breakup of the principal amount in the EMI payable for the 1 st month (use
PPMT).
3. Now Mr. Kumar wants to know the breakup of the interest amount in the EMI payables for the 1 st month
(use IPMT).
4. Mr Mohan has a fixed deposit of Rs 25000/ in HDFC bank for 5 years on which interest given by the
bank is 8.25% calculate maturity value. (use FV)
5. Ms Urvashi is having the option of going for Rd in which amount payables per month is Rs 1200 interest
@ 7.5%. And the period of deposits will be 5 yrs she asked you to calculate the maturity value for this
option. (Use FV)
6. Mr. A.K. wants to invest in a plan where he will pay Rs 1476/ quarterly for 10 years to get a maturity
value of Rs. 80000/. He wants you to calculate the rate of interest he will earn on this plan of investment
(Use Rate)
7. Mr. Aman wants to go for a RD scheme in any bank with an about of Rs 1520/ per month where the
interest is payable @ 7.5 % per annum he needs your help in finding the no of installment he has to pay
(also calculate the no of year) to get a maturity value Rs 50000/- (Use NPER)
Financial Calculation:
Amount Deposited 150000 Rs.
Rate of Interest 10% PA
Period 5 Years
Calculation of Future Value (Fixed Deposi)
Installment per month 1500 Rs.
160 | P a g e
Rate of interest 10.5% PA
Period 5 Years
Calculation of Future Value (Recurring Deposit all

Installment to be paid as the beginning of the month
Loan For Motor Car 200000 Rs.
Rate of interest 13.25% PA
Period 2 Years
Calculation the monthly installment
Give the breakup of above installment so we can show interest and principal per period:
Period Principal Interest Total
10
11
12
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Cost of Insurance Annuity 90000 Rs.
Money paid out of an insurance annuity the end of every month 800 Per Month
Interest rate earned on the money paid out 9% PA
Years the money will be paid out 20 Years
Calculate the present value of annuity to consider whether this

investement is profitable or not. Use PV Function if the present value
is less than cost of annuity then it is not profitable.
Amount deposited Quarterly 2500 Rs.
Matured Value 75425 Rs.
Period 6 Years
Calculate rate of Interest Annually
Microsoft PowerPoint
Session 1.
Create a power point presentation which your teacher has given and your presentation must have the
following concept.
1. Minimum 4 slides
2. Using Text and graphics.
3. Background / slide design
4. Custom animation (appear automatically)
5. Slide transaction (appear automatically)
6. Continuation until Escape key.
162 | P a g e

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IFA-Indian Financial Academy www.ifaindia.

Basics & Advance

209, 2nd floor, Sharda Niketan,

Near Deepali Chowk, Pitampura, Delhi,

Phone: 011-47014601, 9899982600

2. Windows Xp Professional 13-29

3. Microsoft office 2010 30-42

5. Mail Merge 57-61

6. Microsoft Excel 2010 62-65

7. Inderstanding Formula Basics 66-87

8. Power Ponit 2010 88-101

10. Electronic mail 109-116

11. E-Commerce 117-121

12. Electronic mail 122

13. Microsoft Office Outlook 2010 123-125

Chapter HOW TO BETTER USE

Basic advantage of computer

The Basic Structure of Computer

CPU [Central Processing Unit]

Bar Code Reader

Magnetic Ink Character Reader

Optical Character Reader

LCD & LED

The memory can be two types

The secondary memory is called disk. It can be.

Digital Video Disk

Hardware and Software

Chapter WINDOWS XP PROFESSIONAL

Some new features of Windows XP

Fast User Switching

What is new in windows Xp Software

Graphical user interface

Plug ‘n’ Play

First Screen of Ms Paint

Tools of Tool Box

Files and Folders

Regional and language option

Date and Time

Chapter MICROSOFT OFFICE 2007

Interface of Word 2007

You need to know……

  Top= top margin that is space form the top.

Strikethrough Simply it places horizontal line through the text example

Opening the font dialogue

Shortcuts to open font dialog box:

Using the character

Scale: this is basically used to increase the

Button- choose word options

Remove formation selecting text and clicking on the

clear formatting button ( ) under

Word document formats

Opening and existing document

Click on the close button right clicking on the title bar.

Chapter UNDERSTANDING TABLES IN WORD

Figure use the grid to define the table size

Using insert table:

Figure use eraser tool to remove lines from the table.

Converting text to a table

Inserting an excel spreadsheet

Entering text in a table

Formatting table using table styles

First column Indicates special formatting for the first column

When you apply a style all manual formatting is removed.

Which are displayed in the draw border group?