COMPUTER APPLICATION UNIT 4

 Working with MS Word, Excel and Power Point

                   MS WORD

 

v Creating & editing word documents,

 

1.  To create a new blank document:

2.  Click the Microsoft Office button.

3.  Select New. The New Document dialog box appears.

4.  Select Blank document under the Blank and recent section. It will be highlighted by default.

Click Create. A new blank document appears in the Word window.

To create and design effective documents, you need to know how to format text. In addition to making your document more appealing, formatted text can draw the reader's attention to specific parts of the document and help communicate your message.

In this lesson, you will learn to format the font size, style, and color of text, as well as how to use the Bold, Italic, Underline, and Change Case commands.

v Formatting text

To format font size:

1.  Select the text you want to modify.

2.  Left-click the drop-down arrow next to the font size box on the Home tab. The font size drop-down menu appears.

3.  Move your cursor over the various font sizes. A live preview of the font size will appear in the document.

 

To format font style:

1.  Select the text you want to modify.

2.  Left-click the drop-down arrow next to the font style box on the Home tab. The font style drop-down menu appears.

3.  Move your cursor over the various font styles. A live preview of the font will appear in the document.

To format font color:

1.  Select the text you want to modify.

2.  Left-click the drop-down arrow next to the font color box on the Home tab. The font color menu appears.

3.  Move your cursor over the various font colors. A live preview of the color will appear in the document.

1.  Left-click the font color you want to use. The font color will change in the document.

2.  To use the Bold, Italic, and Underline commands:

3.  Select the text you want to modify.

4.  Click the Bold, Italic, or Underline command in the Font group on the Home tab.

1.  To change the text case:

2.  Select the text you want to modify.

3.  Click the Change Case command in the Font group on the Home tab.

4.  Select one of the case options from the list.

 

 

v INSERTING CLIP ART

You may want to insert various types of illustrations into your documents to make them more visually appealing. Illustrations include clip art, pictures, SmartArt, and charts.

To locate clip art:

Select the Insert tab.

1.  Click the Clip Art command in the Illustrations group.

2.  The clip art options appear in the task pane on the right.

3.  Enter keywords in the Search for: field that are related to the image you want to insert.

4.  Click the drop-down arrow next to the Search in: field.

5.  Select everywhere to ensure Word searches your computer and its online resources for an image that meets your criteria.

6.  Click the drop-down arrow in the Results should be: field.

7.  Deselect any types of images you do not want to see.

Click Go.

1.  To insert clip art:

2.  Review the results from a clip art search.

3.  Place your insertion point in the document where you want to insert clip art.

4.  Left-click an image in the task pane. It will appear in the document.

                                                 OR

5.  Left-click the arrow next to an image in the task pane.

6.  Select Insert, Copy, or any of the other options on the list.

 

v GRAPHICS

1.  To insert a Smart Art illustration:

2.  Place the insertion point in the document where you want the graphic to appear.

3.  Select the Insert tab.

4.  Select the Smart Art command in the Illustrations group. A dialog box appears.

select a category on the left of the dialog box, and review the SmartArt graphics that appear in the center.

Left-click a graphic to select it.

Click OK.

Page Orientation

Page orientation is the direction in which a document is displayed or printed. The two basic types of page orientation are portrait (vertical) and landscape (horizontal). Most monitors have a landscape display, while most documents are printed in portrait mode.

Before printing a document, you may be able to change the page orientation by selecting "Page Setup..." from the program's File menu. The default orientation is typically portrait, but you can change it to landscape if you want the width to be longer than the height. This may be useful for printing signs, cards, or other documents that require a wide display.

Portrait and landscape orientation in Word and Excel

we’re talking about the Portrait and Landscape orientations in Word and Excel, what they are, why you might want to use each one, and how to swap between them.

What are Portrait and Landscape?

Portrait and Landscape are the terms used for the orientation of the page in applications that deal with pages, such as Word and Excel. Orientation means the relative position of the page when you’re looking at it:

Portrait means that the page has the shorter sides at top and bottom. Think of a portrait in a gallery or museum. They are usually this way round. Landscape means that the page has the shorter sides on the left and right. Again, think of an art gallery. Which way round are views painted of the landscape? Exactly.

Why would I want to use the landscape orientation?

Word and Excel documents default to being in the portrait orientation. That’s the format of most books, reports, folders, etc. But landscape can be very useful if …

In Word

• Your layout is such that it comes out wider than it’s high – maybe a poster or a sign to put up in your office or building
• You have a wide table to insert into the document with lots of columns and it gets too squashed up and hard to read if you try to fit it onto a standard portrait A4 page
• You have a diagram to insert into the document that’s wider than it’s high
• You have a picture to insert into the document that’s wider than it’s high

In the last three incidences, you might only want one page of the document to appear in landscape. That’s easily done, and you can find out how to have portrait and landscape in one document here.

In Excel:

• Your spreadsheet is too wide to fit comfortably onto a portrait A4 page

How do you change between Portrait and Landscape in Word 2007 and Word 2010?

You swap between Portrait and Landscape using the Orientation menu in Word. This can be found in the Page Layout tab, in the Page Setup section:

Press the Orientation button (or the little arrow at the bottom) to access the menu:

Choose your orientation, and the whole document will change to that orientation, unless you’re only changing one section (see below)

How do you change one page in Word to be in Landscape?

To change one page in Word to be in Landscape, you need to set Section Breaks first, so that Word knows which pages you want to change. See this post on Section Breaks for instructions on how to do this and change just one page or section.

How do you change between Portrait and Landscape in Excel 2007 and Excel 2010?

Changing the orientation in Excel works in exactly the same way as doing it in Word. Find the Orientation menu by going into the Page Layout tab and Page Setup section:

Then press the Orientation button to make your selection.

How do you change between Portrait and Landscape when you’re printing?

Sometimes you don’t realise that you need to print your document in Landscape rather than Portrait (it’s usually this way around, I find) until you have printed out one copy and find that your lovely picture or table falls off the edge of the page.

You can change the orientation of the printing while printing – however, the orientation of your original document will NOT change if you use this method, and if you want it to change to Landscape permanently, you will need to go back and follow the instructions I give above.

If you want to change the orientation of your printing (in Word or Excel or when you’re printing off a web page or a map or anything!) …

First, select the Print option. When the Print dialogue box comes up, click the Properties button:

You will usually then be given a screen something like this which will have a Features tab:

Find choice buttons for Portrait / Landscape, select the one you want, and OK, and then your printout will be in that orientation.

In this article we have learned what the portrait and landscape orientations are, why they are useful, how to change them in Word and Excel and how to change orientation when you are printing.

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v SETTING UP HEADERS AND FOOTERS

 

Headers and footers are pieces of text or graphics that appear at the top and bottom of a page. After you set up a header and footer, they will appear on all of your pages. You can add a page number to a header or footer, and Microsoft Word will automatically insert the right page number for you.

To set up a header and footer for your document, click on the Insert tab at the top of Word. Now locate the Header & Footer panel:

Click on the Header item and you'll see a drop down list appear:

The items on the list are Headers that are built in to Microsoft Word. There are some nice Headers on the list, but we'll do our own so that you can see how they work.

Select the first item on the list, Blank. The top of your page will then look like this:

Notice, too, that a new tab has appeared - the Design tab. The panels on the tab are: Header & Footer, Insert, Navigation, Options, Position, and Close.

The thin, dashed blue line is the bottom of your header, and everything above is the area where you can type your header text (or insert images).

There is already a selected area with the words "Type text" in it. However, this is the first page in the story. We don't want any header on the first page, as it doesn't look very good. We want the headers to start on page two.

So have a look at the Design tab, and locate the Options panel. Left click inside the check box next to Different First Page:

Now locate the Navigation panel, and click the Next Section button (In Word 2010 and Word 2013, it's just Next):

The header text on page 2 will now be selected. Go ahead and type the title of the story again, Little Thumb.

Just like text anywhere, you can select your header text and format it to your liking. So choose a font and font size, and then centre it. (A quick way to centre things is to hold the CTRL down on your keyboard. Keep it held down and then press the letter "e"). For the font and the centring, you'll need to click back on the Home ribbon. The Design ribbon will stay open, though. (You might accidentally click outside of the header, and lose the Design tab. To get it back, double click anywhere inside of the Header area.)

Click back on the Design tab when you're done. Your header will then look like this:

One last thing we'll do here is to add a line in the Header, underneath the title.

To do that, click on the Insert tab. From the Insert tab, locate the Illustrations panel. On the Illustrations panel click the Shapes item, and then select the straight line, as in the image below:

With the line shape selected, click on your Design tab to get back to your Header area. Now hold down your left mouse on the left edge of the header, just in line with the left edge of the story. Keep your left mouse button held down and drag to the right edge of the header. Release your mouse button when you get to the right edge of the story. You will then have a line that looks like ours below:

In Word 2010 and Word 2013, if your line is not solid black, click on the Format tab. Locate the Shape Styles panel, and click the first line:

Notice the two round circles or squares at either end of your line. This indicates that the line is selected. If your line is not big enough, or it's too big, hold your left mouse button down on one of the circles. Your mouse pointer will change to the shape of cross. Keep your left mouse button help down and drag either to the left to make your line shorter, or to the right to make it bigger. If your line is not straight, move your mouse up or down while holding down the left mouse button.

To move the whole line up or down, hold your left mouse button down anywhere on the line except for the two green circles on the end. Keep your left mouse button down and drag your line up or down. Place it just under the title.

Another way to move the whole line is with the arrow keys on your keyboard, in combination with the CTRL key. Hold down the CTRL key. Keep it held down and tap one of your arrow keys. You can move the line up, down, left, and right using this method.

When you're done, though, your header should look like from above:

  Footers

Microsoft Word allows you to insert page numbers into your document. This is done (usually) in the Footer area of the page. The Footer is just the opposite of the Header. You can do the same things with the Footer as you can with the Header. We'll see how to insert page numbers into the Footer.

Make sure the Design tab is select at the top of Word. Now locate the Navigation panel again. Click the item that says "Go to Footer":

Word will then jump to the bottom of the page, and your cursor will be flashing in the Footer area. Because you checked "Different First Page", your cursor should be on page 2 of your story.

To insert page numbers, locate the Header & Footer panel on your Design tab. Click the Page Number item to reveal a drop down list. From the Page Number menu, select "Bottom of page", as in the image below:

When you select "Bottom of page" you should see some options appear:

These are built-in page number formatting. Scroll down and find one that you like. Then click it with your left mouse button. We've gone with Square 2:

And here's what our footer looks like on the page:

Once you're happy with your headers and footers, you can close the Design tab. To do that, click the Close button:

 

v MAIL MERGE - CREATING A DATA SOURCE

Mail merge is joining a Data source, such as an address book, with a Microsoft Word document. When the two are joined, or merged, you can print the results onto letters, or labels, or onto an envelope directly.

We're going to create a Mail Merge for a letter. Once we set up a database of people, we can insert fields into the letter. With the click of a button all the letters will be created, along with address information inserted. So open a new blank document and let's see how it works.

Creating the Data Source

1.  The first thing we need to do is to create a database of people, along with their address information. We'll use this later with the mail merge.

2.  To create your database, click the Mailings tab at the top of Word. From the Mailings tab, locate the Start Mail Merge panel:

3.  Click on Select Recipients to see a dropdown list:

4.  We want to type a new list, so click on that item. You'll see the following dialogue box appear:

5.  This dialogue box allows you to type in address information, one address per line. If you scroll across using the scroll bar at the bottom of the dialogue box you'll see that there are a lot of columns you can fill in. You don't need to fill them all in, you'll be glad to know, just the ones you need.

6.  To see how it works, type in a title, a first name, and a last name. You can use the same (fictitious) information as us. In the image below, we've entered Ms Helen James: (To get your cursor to flash in the next box, you can either just left click, or you can press the TAB key on your keyboard.)

7.  Now scroll across and enter the address information (12 Old Square, Evercrease):

8.  To add a new address, click the New Entry button in the bottom left. A new row will be created, and your cursor will be flashing in the Title box again. Add the following addresses to your list:

Eric Khan, 10 New Square, Evercrease
Tommy Lee, 26 New Square, Evercrease
Priyanka Collins, 14 Old Square, Evercrease

9.  When you're finished, your Address List should look something like this:

10.             Now click OK. When you click on OK, you'll see the Save dialogue box appear:

11.             Take note of where the file is being saved, and the file type. You are saving it in a folder called My Data Sources, which is in the My Documents folder. The type of file is a MDB database.

12.             Type a name for you file in the File Name box. We've called ours Address List. Click the Save button to save your address list. You will then be returned to Microsoft Word.

13.             If you want to add new addresses to your list, click on Edit Recipient List on the Start Mail Merge panel:

14.             When you click on Edit Recipient List you'll see a dialogue box appear. This one:

15.             Click on your Data Source in the small box just above the Edit button in the bottom left. Then click the Edit button to bring up the Address List dialogue box again, where you can add a New Entry to your list.

 

v GOAL SEEK

Goal Seek is used to get a particular result when you're not too sure of the starting value. 

Using Goal Seek

To get a better understanding of what the goal seek command actually does, create a spreadsheet that looks similar to this:

Step 1 – Set up a scenario

In cell A1, we have the text “Already Know,” used as a label for the value within our formula that we’re certain of. In this example, that value is 25, as seen in cell B1.

In cell A2, we have the text “Uncertain Value,” used as a label for the input value we want to determine. In the current equation, we have a value of 75, as seen in cell B2.

In cell A3, we have the text “Desired Result,” used as a label for the expected outcome of our equation.

Step 2 – Insert a formula

Next, select cell B3 and enter =SUM(B1+B2) into the formula bar, and press Enter. A value of 100 should appear in cell B3, the sum of cells B1 and B2. In other words, 25+75=100.

Step 3 – Select the Goal Seek command

Next, navigate up to the Data tab in the ribbon menu. At the far right, there should be a group called Data Tools. Under the Data Validation and Consolidate options, you’ll find a drop-down menu for What-If Analysis. Select that, and from the menu, select Goal Seek.

Step 4 – Input the desired values

The goal seek function requires input for three options.

Set cell: Here, you need to input the name of the cell where the formula is located. For our example, that’s cell B3, which holds our formula =SUM(B1+B2).

To value: Here, you need to input the real desired value of our new equation, which the goal seek function will create. We’ll set it to 200. This means we want the sum of cells B1 and B2 to equal 200. However, we can only do that…

By changing cell: This one is very straightforward. The sum of cells B1 and B2 can only equal 200 by changing the value of one of our cells. In our example, we want to change cell B2, so we enter in B2. Then, click OK!

Step 5 – Success!

Once we hit OK, the computer finds that the only way to make the sum of cell B1 and cell B2 equal 200, when B1 remains 25 and B2 is an unknown value, is to change B2 to 175.

 

v PIVOT TABLE 

If you have a large spreadsheet with tons of data, it’s a good idea to create a Pivot Table to easily analyze data more easily. Today we take a look at creating a basic Pivot Table to better organize large amounts of data to identify specific areas.

Excel Pivot Tables are tables that summaries large amounts of data in an Excel spreadsheet.

Create a Pivot Table 

First select any cell in the worksheet that contains the data you want to create the report on. Then under the Insert tab click on the PivotTable button.

For Example:

Name

Department

Salary

 

 

The PivotTable dialog box opens and the table or data range we already selected will show in that field. You can have it placed in a new worksheet or in the existing one where you will need to select the location. For our demonstration we will put it in a new worksheet because it makes things less cluttered.

 

The PivotTable Field List opens up and the PivotTable tools become available.

 

Select the fields you want to include in the table by dragging them to the different boxes below. The table is built while dragging the fields into the boxes for Report Filter, Column Labels, Row Labels, and Values. This lets you move the data around so you can best organize it for your report.

You can arrange the view of the PivotTable Field list so it works best for you.

 

While building the PivotTable it’s fully functional so you can go through and test it out, like in this example where we’re filtering the months.

So now instead of having to hunt through a bunch of data in a large spreadsheet…

 

You can create a nice PivotTable for better organization and presentations.

Hopefully this will get you started creating your own Pivot Table. A lot of creating the table is trial and error and finding the best way to organize the data. As you progress in your use of Excel, you’ll find a lot of other customizations for more attractive layouts.

 

v MACRO

A macro is an automated input sequence that imitates keystrokes or mouse actions. A macro is typically used to replace a repetitive series of keyboard and mouse actions and is common in spreadsheet and word processing applications like MS Excel and MS Word.

Following are the steps for creating or deleting macros in Excel 2007.

Record a macro

When you record a macro, the macro recorder records all the steps required to complete the actions that you want your macro to perform. Navigation on the Ribbon is not included in the recorded steps.

Note: The Ribbon is a component of the Microsoft Office Fluent user interface.

1.  If the Developer tab is not available, do the following to display it:

a) Click the Microsoft Office Button , and then click Excel Options.

b) In the Popular category, under Top options for working with Excel, select the Show Developer tab in the Ribbon check box, and then click OK.

2.  To set the security level temporarily to enable all macros, do the following:

a) On the Developer tab, in the Code group, click Macro Security.

b) Under Macro Settings, click Enable all macros (not recommended, potentially dangerous code can run), and then click OK.

3.  On the Developer tab, in the Code group, click Record Macro.

4.  In the Macro name box, enter a name for the macro.

1.  To assign a CTRL combination shortcut key to run the macro, in the Shortcut key box, type any lowercase letter or uppercase letter that you want to use

2.  In the Store macro in list, select the workbook where you want to store the macro.

3.  In the Description box, type a description of the macro.

4.  Click OK to start recording.

5.    Perform the actions that you want to record.

6.  On the Developer tab, in the Code group, click Stop Recording .

Delete a macro

Do one of the following:

  Open the workbook that contains the macro that you want to delete.

  If the macro that you want to delete is stored in the personal macro workbook (Personal.xlsb), and this workbook is hidden, do the following to unhide the workbook:

                                    i.        On the View tab, in the Window group, click Unhide.

                                   ii.        Under Unhide workbooks, click PERSONAL, and then click OK.

If the Developer tab is not available, do the following to display it:

  Click the Microsoft Office Button , and then click Excel Options.

  In the Popular category, under Top options for working with Excel, select the Show Developer tab in the Ribbon check box, and then click OK.

On the Developer tab, in the Code group, click Macros.

In the Macros in list, select the workbook that contains the macro that you want to delete. Forexample, click This Workbook.

In the Macro name box, click the name of the macro that you want to delete.

Click Delete.

 

v Use of Excel sheet:

Microsoft Excel is a spreadsheet program that is used to record and analyse numerical data. Think of a spreadsheet as a collection of columns and rows that form a table. Alphabetical letters are usually assigned to columns and numbers are usually assigned to rows. The point where a column and a row meet is called a cell. The address of a cell is given by the letter representing the column and the number representing a row.

v Header, footer:

You can add headers or footers at the top or bottom of a printed worksheet in Excel. For example, you might create a footer that has page numbers, the date, and the name of your file. You can create your own, or use many built-in headers and footers.

Headers and footers are displayed only in Page Layout view, Print Preview, and on printed pages. You can also use the Page Setup dialog box if you want to insert headers or footers for more than one worksheet at a time. For other sheet types, such as chart sheets, or charts, you can insert headers and footers only by using the Page Setup dialog box.

 

·       Add or change headers or footers in Page Layout view

·       Click the worksheet where you want to add or change headers or footers.

·       On the Insert tab, in the Text group, click Header & Footer.

  

              

 

·       Header & Footer option on the Insert tab

·       Excel displays the worksheet in Page Layout view.

·       To add or edit a header or footer, click the left, center, or right header or footer text box at the top or the bottom of the worksheet page (under Header, or above Footer).

·       Type the new header or footer text.

 

 

 

 

               POWERPOINT                                         

v What is PowerPoint?

 

PowerPoint is a tool you can use to communicate your ideas effectively through visual aids that look professionally designed yet are easy to make. With PowerPoint, you can create slides for your presentation in the output you require: blank and white overheads, color overheads, 35mm slides or on-screen electronic slide shows. In addition, you can prepare speaker’s notes, print an outline and print audience hand- outs. All these components in one file make up a PowerPoint Presentation.

 

Starting PowerPoint

 

To launch PowerPoint, Click the Start Button on the Windows Taskbar, select Programs and then click on Microsoft PowerPoint. You might  also find the PowerPoint icon on your MS Office Toolbar. The PowerPoint startup as shown below. To begin working with PowerPoint, you will need either to open an existing presentation or create a new presentation using one of available options.

They are

·   Blank Presentation

·   From Design template

·   From Auto Content Wizard

·   From Existing Presentation Photo album.

 

Ø Creating a New presentation

 

Whether your presentation will be in the form of an electronic slide show, 35mm slides, overhead or just paper print-outs, the process of creating a PowerPoint Presentation is basically the same. You can start with a template, a design template or a blank presentation. To get to these three basics form, there are three options.

 

Ø Blank Presentation

The blank Presentation template is a design template that uses the default formatting and design. It is useful if you want to decide on another design template after working on the presentation content or if you want to create your own custom formatting and design form scratch

•To create a new presentation based on the presentation template, select Blank Presentation from the PowerPoint startup dialog box and click OK. With PowerPoint already running, you can (1) select New from the File menu, click the General tab on the New Presentation dialog box, click the Blank Presentation icon and click OK or (2) click the New button on the standard toolbar. The New Slide dialog box appears.

Ø Working with slides:

·       Add slides

·       Select the slide you want your new slide to follow.

·       Select Home > New Slide.

·       Select a layout.

·       Select the text box and type.

 

Ø Delete slides

For a single slide: Right-click the slide in the thumbnail pane on the left, and select Delete Slide.

For multiple slides: Press and hold Ctrl, and in the thumbnail pane on the left, select the slides. Release the Ctrl key. Then right-click the selection and choose Delete Slide.

For a sequence of slides: Press and hold Shift, and in the thumbnail pane on the left, select the first and last slides in the sequence. Release the Shift key. Then right-click the selection and choose Delete Slide.

Ø Duplicate a slide

In the thumbnail pane on the left, right-click the slide thumbnail that you want to duplicate, and then click Duplicate Slide. The duplicate is inserted immediately after the original.

 

Ø Rearrange the order of slides

In the pane on the left, click the thumbnail of the slide that you want to move, and then drag it to the new location.

To select multiple slides: Press and hold Ctrl, and in the pane on the left, click each slide that you want to move. Release the Ctrl key, and then drag the selected slides as a group to the new location.

Ø Types of slides:

PowerPoint slides can be split into three different categories, which can exist in their pure form or be combined with others:

1.  Text slides.

2.  Conceptual slides.

3.  Quantitative charts.

 

Ø Making presentation with slides:

Creating a PowerPoint Slide

§  Step 1:

Open Microsoft PowerPoint.

§  Step 2:

Go to File at the top of the screen and click New. A box that says “New Presentation” should appear on the right side of your screen.

§  Step 3:

In the “New Presentation” dialog box, click on “From Design Template.” You may then scan through design templates and choose one that you like.

§  Step 4:

Slide Design

Select a design template by clicking on the template you like. You may choose a different color for your template by clicking on “Color Schemes” in the “New Presentation” dialog box.

§  Step 5:

Slide Layout

Change the Slide Layout. You may change the slide layout (how information is presented in the slide) by going to the top of the screen and clicking on “Format” – “Slide Layout.” A box will appear on the right side of your screen (where “New Presentation” appeared) labeled “Slide Layout.” You may select a design by clicking on it.

§  Step 6:

Adding Text

Enter your text by clicking and then typing in the box titled “Click to Add Text” or “Click to Add Title.”

§  Step 7:

Adding Pictures

You may add pictures by clicking on the box that says “Click to add content.” Inside that box, there will be a smaller box with six icons. Click on the icon that looks like a photograph of a mountain. A new window will open, allowing you to browse for a picture on your computer or a CD. Once you find your picture, click on it and then click “Insert.”

§  Step 8:

Resizing Pictures

You may change the size of your picture by clicking on the picture. The picture will then have black lines around it with small bubbles or boxes in the corners. Place your mouse over the bubbles or boxes and click. Holding the mouse pointer down, drag the picture to the size you want.

§  Step 9:

You’re Done! Wasn’t that easy? Now you can do it again to make more.

 

Ø Slide transition.

Transition effects—or transitions as they are often called—are the movements you see when one slide changes to another in Slide Show view. Transition effects are different from animation effects. The term animation in PowerPoint refers to the movements of text and objects on the slide, while transitions refer to the movement of the slide as it changes to another slide.

To apply a transition to one slide:

1.  Select the slide you want to modify.

2.  Select the Animations tab.

3.  Locate the Transition to This Slide group. By default, No Transition is applied to each slide.

4.  Click the More drop-down arrow to display all available transition effects.

5.  Click a slide transition effect to apply it to the selected slide.

 

To apply a slide transition to all slides:

1.  Select the slide you want to modify.

2.  Select the Animations tab.

3.  Locate the Transition to This Slide group. By default, No Transition is applied to each slide.

4.  Click the More drop-down arrow to display all transition effects.

5.  Click a slide transition effect to apply it to the selected slide.

6.  Click Apply To All to apply the transition to all slides in the presentation.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

MS EXCEL

A spreadsheet is essentially a matrix of rows and columns. Consider a sheet of paper on which horizontal and vertical lines are drawn to yield a rectangular grid. The grid namely a cell, is the result of the intersection of a row with a column. Such a structure is called a Spreadsheet.

 

A spreadsheet package contains electronic equivalent of a pen, an eraser and large sheet of paper with vertical and horizontal lines to give rows and columns. The cursor position uniquely shown in dark mode indicates where the pen is currently pointing. We can enter text or numbers at any position on the worksheet. We can enter a formula in a cell where we want to perform a calculation and results are to be displayed. A powerful recalculation facility jumps into action each time we update the cell contents with new data.

MS-Excel is the most powerful spreadsheet package brought by Microsoft. The three main components of this package are

 

v  Electronic spreadsheet

v  Database management

v  Generation of Charts.

 

Each workbook provides 3 worksheets with facility to increase the number of sheets. Each sheet provides 256 columns and 65536 rows to work with. Though the spreadsheet packages were originally designed for accountants, they have become popular with almost everyone working with figures. Sales executives, book-keepers, officers, students, research scholars, investors bankers etc, almost any one find some form of application for it.

 

You will learn the following features at the end of this section.

 

v  Starting Excel 2003

v  Using Help

v  Workbook Management

v  Cursor Management

v  Manipulating Data

v  Using Formulae and Functions

v  Formatting Spreadsheet

v  Printing and Layout

v  Creating Charts and Graphs

 

Starting Excel 2003

 

v Switch on your computer and click on the Start button at the bottom left of the screen.

 

v  Move      the     mouse    pointer     to    Programs,      then    across          to

Microsoft Excel, then click on Excel as shown in this screen.

 

 

 

v  When you open Excel a screen similar to this will appear

 

 

 

v The options shown below is called as Menu Bar

 

v  The collection of icons for common operations shown below is called as Standard Tool Bar

 

v  The formula bar  is  the place in  which you       enter     the formula(=A3*B5)

 

 

 

 

v  The alphabets A,B… are known as columns

 

v 

This is the name of the workbook. (Book1)

 

v  The rows are numbered as 1,2,3…

 

v  Sheet1,Sheet2, Sheet3 are known as worksheet tabs

 

How to use Help Menu

v  Click on Help, Contents and Index, then click on the Index

tab. The following screen will appear

 

v  Type the first few letters to see the help entries for those letters.

 

v  You can get the printout of any help topic by selecting it, right clicking and then clicking Print Topic.

 

Workbook Management

 

Task 1: Creating a new workbook

 

v  Click on File menu and then click on New.

 

v  Click Workbook and then click OK button. You will get  the screen as shown below.

 

 

v  Enter data as shown in the figure below :

 

Task 2: Saving Workbook

 

v    Click on File menu and then click save. You will get the below screen

 

v  In the File name text box, type sample and then click Save

button

 

Task 3: Opening an existing workbook

 

v  Click on the File menu and click on Open. The open dialog box will appear

 

v Click on some file (Example: sample.xls), then click on Open.

 

Task 4: Closing your workbook

 

v  Click on File menu, then click Close to close your workbook

 

Cursor Management

 

Task 1: Moving around the worksheet

 

v  Open sample.xls workbook.

v  Move the cursor in your worksheet by using the arrow keys on the right-hand side of the keyboard.

v  When you have got lots of rows of data you can move the cursor more quickly by using the PgUp and PgDn keys to move up and down a screen at a time.

v  To move one screen to the right, press the Alt key and PgDn

keys together.

v  To move one screen to the left, press the Alt and PgUp keys together.

v  To move further to the right, just keep pressing the right arrow

key

v  To move back to cell A1, press the Ctrl and Home keys  together.

v  Pressing the Home key on its own takes you back to column A

v  To move to the last column(IV) press the Ctrl and right arrow

keys together.

v  To move to last cell containing data, press Ctrl and End keys together.

v  To move to the last row(65,536), press Ctrl and  the  down arrow keys together.

v  You can also move the cursor with the mouse. Move the mouse pointer to the location you want. Press and release the left mouse button once when the cursor is where you want it.

 

Task 2: Moving to a Specified cell

 

v  Click on the Edit menu, choose Go To. You will get the below screen

 

v  Enter the destination cell reference in the Reference text box.

 

v  Click OK to move directly to the specified cell.

 

Data Manipulation Task 1: Entering data

v  Start Excel. Click File and then New. An empty worksheet appears as shown below

 

v Type Expenditure in cell A1 then press down arrow key to move to cell A2.

 

v  Type Month then press the down arrow key to move to cell A3

 

v  Continue to type the data. The resulting worksheet should appear like the following screen.

 

v  Save your work by clicking File and then Save As. This dialog box appears.

 

v  Type cash in the File Name text box and then click Save button. Excel automatically adds the extension .xls to your file name.

 

Task 2: Editing data

 

v  Click File and then click Open.

v  Click cash.xls and then click Open.

v  Move the mouse pointer to cell D4, click and release. The cell is highlighted and 18 appears in the formula bar.

v  Move the mouse pointer to the formula bar and click once to the right of 18.

 

 

v  Use the Backspace key to delete 8,then type 4 and press

Enter. Cell D4 now contains the value 14.

 

Task 3: Replacing cell data

 

v  Make the cell B5 active by clicking on it.

v  Type 200 and press Enter. The cell B5 will now contain the value 200 replacing old value (150).

 

Task 4: Deleting cell contents

 

v  Move to cell C5 and click to select.

v  Press the Delete key.

v  The cell becomes blank.

v  Drop down the Edit menu and click Undo to reinstate the 145. Excel 97 allows 16 levels of undo. You can use Undo and Redo buttons also.

 

Task 5: Copying data

 

v  Open the cash spreadsheet.

v  Select the cells D3 to D5

v  Click Edit menu and then click Copy.

v  Select the cells F3 to F5.

v  Click Edit menu and then click Paste.

v  Now the cells D3 to D5 are copied into F3 to F5.

 

Task 6: Moving data

 

v  Open cash.xls spreadsheet.

v  Select the cells from B3 to B5.

v  Click Edit menu and then click Cut.

v  Select the cells G3 to G5.

v  Click Edit menu and then click Paste.

 

Task 7: Data Auto Fill

 

There is an easy method to fill the data in columns and rows. The data may be Numeric or dates and text.

 

To fill Slno by using auto fill

¨      Type Slno for 2 cells i.e 1,2 in the cells A1 and A2 respectively.

¨      Select two cells and drag the Fill Handle 

 

To fill dates in the cells

 

 

¨      Type date in the cell

¨      Select the cell and drag the Fill Handle

 

 

 

We can customize the lists with different text data to minimize the redundancy of work.

 

Some of the lists are listed below:

 

1.    Jan, Feb, Mar, Apr, May, June, July…. like months

 

2.    Sunday, Monday, Tuesday, Wednesday, Thursday…Like week days

 

3.    Adilabad, Anatapur, Chittor, Cuddapah… like District names

 

4.    Ravi, Kiran, Praveen, Rama…. like employees list To create a customized list follow the steps given below:

¨      Click Tools Menu ,Click Options then click Custom Lists tab, Then you will find the figure given below:

 

 

¨      Click NEW LIST and enter the list in the List entries window

¨      Click Add button then click OK button then your list will be  added to the Custom Lists. That list you can use as and when required to type.

¨      Now you can Drag the fill handle (+ ) to get the list automatically.

 

Using Formulae and Functions Task 1: Entering a formulae

 

v  Click File and then click New.

 

v  Enter the data in the new worksheet as shown below

 

 

v  Cell B6 should contain formula. Move the cell pointer to cell B6.

v  Type =B3+B5(formulae and functions should always begin with

= sign)

v  Cell B6 will now contain the value 350

v  Look at cell B6; you will see the result of the formula in the cell B6 rather than formula.

v  Now repeat the appropriate formula for cell C6, D6.

v  Save your worksheet as cash3.xls.

 

Task 2: Editing Formulae

 

v  Move the cursor to the formula bar with the mouse, clicking once.

v  Make the desired changes.

v  When you have finished editing the formulae, press the Enter key for the changes to take effect.

(OR)

v  Edit the contents by pressing F2 key on the keyboard

 

Task 3: Displaying and Printing formulae

 

v  Click Tools menu and then click Options.

v  Click View tab.

v  In Window options check Formulas check box. The below screen appears.

 

v  Click OK button.

v  To print the worksheet with formulae displayed, click File menu and click on Print Preview. If the layout is satisfactory, click on the Print button.

 

Task 4: Using the SUM function

 

v  Open cash3.xls spreadsheet.

 

 

 

 

v  Suppose if you want the summation of the cells B3 to B5 should appear in the cell B6, then first select the cells from B3 to B6.

v  Click  the Auto Sum      icon on the toolbar.

v  The result of (B3+B4+B5) will appear in the cell B6.

 

Task 4: Copying Formulae

 

v  Open cash3.xls spreadsheet.

v  If you want to copy the formula in the cell B6 to C6,D6,E6 then first select the cell B6.

v  Move the cursor to the lower right corner of the cell B6. The cursor will change to + icon.

v  Drag the cursor from B6 to E6 and release left mouse button.

v  You will notice that the cells C6, D6 and E6 are updated immediately as shown below.

Task 5: Copying formulae using absolute addressing

 

v  Create the worksheet shown below and save ABS

v  If you copy the formula in the cell c2 to c3, c4, c5 you will get the incorrect

v  result because the formula will change in the cell (C3)to B3*A10 but the value in the A10 is not defined. The reason is that we are copying relative address but not absolute address. To use absolute address move to c2 cell.

 

v  Edit the formula to =B2+($B$2*$A$9) and press Enter key.

v  Copy the formula to cells C3 to C5.

 

Formatting Spreadsheet

Task1: Increasing column width

 

v  Open an existing worksheet(For example cash3.xls)

 

v  Move the mouse pointer to the position(column B)shown below in the column header. When the black cross appears, hold down the left button and drag the mouse to the right to increase the column width by the required amount.

 

Task 2: Decreasing column width

 

v  Open cash3.xls spreadsheet.

v  Move the mouse pointer to the column B. When the black cross appears, hold down the left button and drag the mouse to the left to reduce the cell width.

 

Task 3: Changing width of all cells in a spreadsheet

 

v  Open cash3.xls spreadsheet

v  Select the entire worksheet by clicking the Select All button (to the left of A1 cell) at the top left corner of the worksheet. The worksheet changes from white to black.

 

 

v  Click Format menu, click Column, then click Width

 

v  In the column width text box type 20, then click OK button. Your worksheet cells should all increase in width.

 

v  You will get the below screen. You will notice that widths of all columns are now changes to 20

.

 

v  Click the Undo button to revert to the previous cell width.

 

Task 3: Inserting Columns

 

v  Open cash.xls spreadsheet.

v  Move to cell B2 and click.

v  Click Insert menu, click Columns. You will get  the  below  screen.

v  A blank column will be inserted before(to the left of column B)

 

Task 4: Deleting Column contents

 

v  Open cash.xls spreadsheet.

v  Move the mouse pointer to column E header and click to select column E

v  Press Delete button. The column contents will be deleted.

v  Click Undo button to revert to the previous screen.

 

Task 5: Removing columns, rows, and cells completely

 

v  Select individual columns or rows or cells.

v  Click Edit menu and click Delete Task 6: Inserting a row

v  When you insert a row, it is inserted above the current row, so if you want to insert a new row above row 6(between rows 5 and

6), place the cursor on a cell in row 6 and

v  Click on the Insert menu.

v  Click Entire Rows insert a blank row between rows 5 and 6.

 

Task 7: Deleting row contents

 

v  Open cash.xls spreadsheet.

v  Move the mouse pointer to row 2 header and click to select the row as shown below

 

v  Press Delete to remove the contents of row.

v  Click the Undo button to cancel the delete operation.

 

Task 7: Inserting cells

 

v  Open cash.xls spreadsheet.

v  Select cells B2 to D4 by moving the mouse pointer to cell B2, holding down the left mouse button and dragging the mouse pointer to cell D4, then releasing the left button. The cells should be highlighted.

v  Click Insert menu and click Cells. This dialog box appears.

v  Click OK to shift the cell down.

 

 

Task 8: Changing data justification

 Open cash.xls spreadsheet.

 Select the cell B2 as shown below.

 Here the text “Jan” by default left justified. You can modify alignment as right justified or center by clicking right justify       or center the text

within the cell by clicking respectively.

 

Task 9: Merge and Center data

 

   Open cash.xls spreadsheet.

 Select the cells A1 to H1 as shown below

 

 Click Merge and Center button on the toolbar

 You will get the below screen.

 

Task 10: Formatting cells

 

 Create a new spreadsheet as shown below and save it as “marks.xls”

 Now you can format the cells in column C by selecting column C by clicking on the column heading

 

 Click Format menu and click on Cells. Click on Number.

 Use the Down arrow in the Decimal Places to set to 0. Click

OK.

 Now repeat the formatting but this time format the cells to two decimal places.

 Again, repeating the formatting operation, but this time to four decimal places.

 Finally, format the cells to eight decimal places. This screen will appear.

 

 The #### symbols indicate that the cell is too narrow to display the data in the chosen format. However, if you increase the cell width sufficiently, the data will be displayed to eight decimal places.

 Increase the width column C until the data is displayed.

 Now change the formatting back to two decimal places, and reduce the column width to a suitable width.

 

Changing the data Orientation (Vertical, Horizontal etc.)

 

 Excel offers three options that let you control the orientation of the text within a cell. These are Text alignment, Text orientation, and Text control.

 

Vertical text alignment can be any one of the following

 

To display text vertically in a cell:

 

 Choose Cells from the Format menu.

 Click the Alignment Tab.

 Specify the desired text orientation by selecting one of the orientation boxes.

 Select the  Wrap text check box, if you want Excel to  wrap  the text

 Click OK

 

Here are some examples of the different alignment options

 

 Select vertical list box and select top to align the data at the top of the cell (Eg: cell A1)

 

 The below figure shows you different Text control options.

 

Printing and layout

 

Task 1: Previewing a printout

 

 Open cash.xls spreadsheet.

 Click on the File menu and click on Print Preview. A screen  similar to this should appear.

 Since the size of the text is very small, you can click on Zoom button, it magnifies the worksheet. Clicking on Zoom second time returns you to the original preview format.

 Press PgDn to move through your worksheet if it is more than one page long.

 Before printing make sure that your printer is switched on, is loaded with the appropriate paper, and is on-line.

 If you are happy with the layout of your document, click on the

Print button to obtain a printout. You should see a message on screen telling you that your file is being printer, and on which paper.

 

Task 2: Printing landscape

 

 To select landscape mode, click on the File menu, Page Setup

this screen will appear.

 Click on the Landscape button.

 

 

Task 3: Fitting your worksheet to one page

 

 In the above screen click on the Fit To: box and type: 1 page wide by 1 page tall.

 If you need to make changes to your worksheet before printing, click on the Close button to return to your workbook.

 

Task 4: Adjusting margins

 

 In the  Page Setup dialog box, click the Margins tab and enter  the appropriate sizes(in inches or centimeters)

 

Task 5: Setting Header/Footer to your worksheet

 

v  From the Page Setup dialog box, click on the Header/Footer

tab to display the below screen.

 

v   In the Header box either you select a title from the drop down menu or enter your own title. Similarly for Footer box also you can set your own title.

v   Click on OK.

 

Task 6: Printing selected cells

 

v   Open cash.xls spreadsheet.

v   Click on the row 2 button (or any other row containing data) to highlight the entire row.

v   Click on File, Print Area, Set Print Area. The preview screen should only display the selected cells. (Row 2).

v   If the preview is satisfactory, click the Print button to print out only row 2.

v   Click on File, Print Area, Clear Print Area to reset the Print Area.

 

Creating charts and graphs Task 1: Creating a Pie Chart

v   Open cash.xls spreadsheet.

v  

Select the cells A1 to G5 as shown below

v   Click on Insert menu and click Chart option. This will start the Office Assistant, to guide you through creating chart.

 

v   Follow the instructions in each step of the Wizard. The Assistant explains each step.

v   At step 3, you can specify the Chart title, X-axis title and Y- axis title separately.

v   At step 4, click As object in sheet 1, then click Finish.

v   Your chart is now finished. Save as cash4. Your chart is saved with the spreadsheet. This type of chart is known as an embedded chart and is saved with its worksheet.

 

Task 2: Creating charts when the data range is not continuous

 

v   Open cash4.xls

v   If your requirement is create a chart to show expenditure for February, then first select cells A2 to A5.

v   Hold down the Ctrl key and, while holding it down, select cells  C2 to C5. Your screen should be similar to this one.

v   Click on the Chart Wizard and create a column chart. Your screen should look similar to this.

v   If your chart doesn’t appear to show any data, you probably included some other cells, probably A1 and/or C1. If so, delete your chart and re-select the correct range.

 

Task 3: Sizing a chart

 

¨      Open the cash3.xls created earlier. A screen similar to this one should appear.

 

v  The small black markers at each corner and mid-way along each side of the chart. These indicate that the chart is selected, and are called its selection squares.

v  Click on the mid-point marker on the right-hand side, hold down the left mouse button and drag the mouse to the right about one inch(3cm), then release the mouse. The width of the chart will have increased.

v  Now practice the same operation on the mid-point marker of each of the other sides of the chart.

v  Now try the above, but this time on one of the four corner markers. Note that when you use these techniques, the whole chart changes in size, but it retains its original proportions.

v  Now use the same technique to reduce the size of the chart.

 

Task 4: Deleting Charts

 

v  Make sure the chart is selected(the small black markers are visible). If not, move the mouse pointer into the chart area and click and release the left mouse button once.

v  Press Delete to delete the chart.

 

Task 5: Moving charts and graphs

 

v  Make the chart active.

v  Move the mouse pointer into the chart area.

v  Hold down the left mouse button and drag the chart to the desired position.

 

Task 6: Chart headings and labels

 

v  While creating charts the step3 asks for Chart heading, labels for X-axis and Y-axis. You can define your  own labels or click Next button so that the default values can be accepted.

v  For example Chart title is Expenditure, X-axis label is

months and

Y-axis label is Sales

 

Task 7: Editing chart items

 

v  Create the chart as shown below and save it as cash4.xls.

 

 

v   Click the chart title(Expenditure). Selection markers(small black squares) will appear around the selected item.

v   You can move or size the title in the same way that you can move or size a chart. Click the title box and drag it up by about one inch (3 cm), then release the mouse.

v   You can format the title by selecting it, then right clicking and then selecting “Format Chart Title” from the drop down menu. You will get the below screen.

 

v   You can select font type, font style and font size as shown above

v      Click OK.

 

Task 8: Adding text to a chart

 

v      Open cash3.xls worksheet.

v      Click View menu, click Toolbars, Drawing.

v      Click the Text box icon on the Drawing toolbar.

 

 

 

v      Draw a text box inside the chart area as shown below

              

 

v   Click inside the text box. A flashing text cursor will appear. Now type Household Expenditure

v   You can use the same procedure for any other text that you want to appear in charts.

 

Task 9: Adding a legend to a chart

 

v   Create a pie chart as shown below.

 

v   Display the Chart toolbar, by dropping down the view menu and clicking Toolbars, Chart. In the above figure the legend is already added.

v   Click inside the pie chart, then click once on the add or delete legend button on the Chart toolbar. The legend will be added if not already present and removed if it is currently present.

 

v   You can also add or delete a legend from the Chart, Chart options menu

 

Task 10: Adding gridlines to a chart

v   Open cash3.xls worksheet and change chart type to Column chart.

v   Click Chart, Chart options to display this box.

v   Click the Gridlines tab and tick the gridlines boxes required.

 

Task 11: Adding data labels to a chart

v   Open cash3 worksheet and change chart type to pie chart.

v   Drop-down the chart menu and click Chart options.

v   Click on the Data Labels tab.

v   Click on Show label and percent. Your screen should look similar to this.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

PowerPoint

In this chapter you will be knowing about :

 

·         What  is  power Point

·          

·         Starting PowerPoint

·         Creating a new Presentation

·         Creating Slides

·         Adding text to slides

·         Working in different Views

·         Changing the Slide Layout

·         Making the Presentation you need

·         Delivering an On-screen Show

·         Saving your Presentation

·         Printing

·         Getting Help

 

What is PowerPoint ?

 

PowerPoint is a tool you can use to communicate your ideas effectively through visual aids that look professionally designed yet are easy to make. With PowerPoint, you can create slides for your presentation in the output you require: blank and white overheads, color overheads, 35mm slides or on-screen electronic slide shows. In addition, you can prepare speaker’s notes, print an outline and print audience hand- outs. All these components in one file make up a PowerPoint Presentation.

 

Starting PowerPoint

 

To launch PowerPoint, Click the Start Button on the Windows Taskbar, select Programs and then click on Microsoft PowerPoint. You might  also find the PowerPoint icon on your MS Office Toolbar. The PowerPoint startup as shown below. To begin working with PowerPoint, you will need either to open an existing presentation or create a new presentation using one of available options.

They are

·   Blank Presentation

·   From Design template

·   From Auto Content Wizard

·   From Existing Presentation Photo album.

 

 

 

Creating a New presentation

 

Whether your presentation will be in the form of an electronic slide show, 35mm slides, overhead or just paper print-outs, the process of creating a PowerPoint Presentation is basically the same. You can start with a template, a design template or a blank presentation. To get to these three basics form, there are three options.

 

Blank Presentation

 

The blank Presentation template is a design template that uses the default formatting and design. It is useful if you want to decide on another design template after working on the presentation content or if you want to create your own custom formatting and design form scratch.

To create a new presentation based on the presentation template, select Blank Presentation from the PowerPoint startup dialog box and click OK. With PowerPoint already running, you can (1) select New from the File menu, click the General tab on the New Presentation dialog box, click the Blank Presentation icon and click OK or (2) click the New button on the standard toolbar. The New Slide dialog box appears.

 

Auto content Wizard

 

The Auto content wizard is a series of dialog boxes that gets you started with creating a new presentation using a template. You’ll start by answering questions about your presentation and end up with the readymade slides. To activate this on-line guide from the PowerPoint is already running, select New from the File menu. On the New presentation dialog box, click the presentation tab , click the icon for

Auto content Wizard and click OK. To bypass the Wizard, click instead the icon for the template you want and you’ll get the slides directly.

 

 

Design Template

 

This is advised for first-time and new PowerPoint users. After a few presentations on your own, you more than likely will always choose this option so as to have complete control over your presentation. A design template is a presentation that does not contain any slides but includes formatting and design. It is useful for giving your presentations a professional and consistent appearance. You can start to make a presentation by selecting a design template or you can apply a design template to an existing presentation without changing its contents.

 

 

Once you have chosen the ‘template’ option, you have 5 more options in New Presentation dialog box.

 

General : Gives one the option to begin with a blank template

 

Presentation Designs: Gives PowerPoint templates from which to  work,

 

Presentations: A Presentation template is a  presentation  that contains slides with a suggested outline, as well as formatting and design. It is useful if you need assistance with content and organization for certain categories of presentations such as : Training: Selling a product, Service, or an idea: Communicating Bad News. When you make a new presentation using a template, you’ll get a set of ready-made slides. You replace what’s on the slides with your ideas, and insert additional slides as necessary.

 

Web pages: Allows one to add web presentations and documents from your local or network computers,

Office 2003 Templates: Contains your favorite PowerPoint templates from Office 95, 97 and 2000.

 

It is hoped that by the end of our class ( or the end of this document), you will feel most comfortable choosing the second option, “Presentation Designs” and getting down to business.

Creating Slides

 

When you create a new presentation using a template (including the Blank Presentation template), you start with first and then continue to build the presentation by inserting new slides.

 

Inserting New Slides

 

To add a new slide after the current slide in Slide View:

 

·         Choose New Slide From the Insert menu, or

·         Click the Insert New Slide button on the Standard toolbar

 

 

 

This bring up the New Slide dialog box.

 

On the New Slide dialog box PowerPoint gives you a set of available slide layouts, called Auto layouts, to choose from. An Auto Layout contains placeholders for titles, Text and objects such as clip art , graphs or tables that you may want to put on a slide. You are not limited only by this option. As you will see later in the handout, anything can be added to any slide. To create slide, click an Auto layout icon that matches the layout of the slide you want to make; the name of the selected Auto layout appears in the lower right side on the dialog box. Then click OK and the new slide appears on the screen.

Adding Text to Slides

 

You can insert text on slides by selecting an Auto Layout with text placeholders. Text placeholders are formatted for titles and bulleted lists. The text formatting, which includes the font, alignment and bullets, depends on the design template you selected.

 

Using Text Placeholders

 

To add text to a slide in Slide in Slide View, simply click on the text placeholders. The directions on the placeholder will disappears will disappear, leaving an empty text box with a flashing insertion point. Begin typing. Text automatically wraps as you reach the right border of the placeholder. When you’re done, click anywhere else on the slide. To edit text, move the mouse pointer over the text(note that it becomes an l-beam), click and edit.

 

When making a bulleted list, you automatically create the next bulleted item every time you press Enter. To create sublevels, click the Demote(indent more) button on the Formatting toolbar.  To move up  a level, click Promote(Indent less). You bulleted list can have up to  five levels.

Using the Text Tool

 

You can use the Text Tool on the Drawing toolbar to add text outside of the text placeholders. In Slide View, click the Text Tool and move the mouse pointer to the point on the slide where you want to insert text. Click to make a label/Caption or drag to make a text box that will wrap the words. Then begin typing and, when you’re done, click anywhere else on the Slide.

Adding slide Objects

 

You can incorporate elements, such as graphics and even sound and video, into your slides in one of to ways.

 

·         Select an Auto Layout containing a placeholder for an object. Some placeholders are for specific object such as clip art, graphs, tables, organizational charts or media clips while other placeholders are for all type of objects.

·         Select the desired object (Clip Art, Picture, Move, Sound, Microsoft Graph, Microsoft Word Table, Object) from the

insert menu. Click on Object…. From insert menu brings up the Insert object dialog box which lists all the different types of objects that can be embedded in PowerPoint Slides.

 

You create embedded objects using another application while you are working in PowerPoint. (This requires that you have the application installed on your machine.)

The object’s application menu and toolbar appear on the screen and may temporarily replace the PowerPoint menu and toolbars. When you’re finished, click anywhere else on the slide to return to PowerPoint.

 

To edit embedded objects you created, double-click on the object. Again the object’s application menu and toolbar appear. Make the changes and , when you’re done, click anywhere also on the slide.

 

Tables

 

To inset a Microsoft Word table on a slide:

 

·         Double-click on a Table Placeholder,

·         Click on the Word Table Button shown here, or

·         Under the Insert menu, choose Picture, then Word table

 

And specify the number of rows and columns you want. If you click on the Insert Microsoft word Table button  on  the  standard  toolbar,  drag on the cells to select the number of rows and columns.

 

The table appears along with Word’s application menu and toolbars. Type the table contents and, when you’re finished, click anywhere else on the slide. To edit the table, double-click on it and edit the table using Word tools and menus.

 

Clip Art

 

You can put graphic images from Microsoft ClipArt Gallery on your slides. To add Clip Art to a slide:

·         Double-click on Clip Art placeholder.

·         Under the Insert menu, choose Picture, then clip art. Click the Insert Clip Art button on the Standard toolbar.

 

 

Picture

 

Word Art Object:

 

 

You can put scanned image or art created from other programs on your PowerPoint slide. Select Picture from the Insert  menu, choose from Scanner and use the MS office photo editor after opening the file from your computer

 

 

   

 

You can add text with special effects in your slides using Microsoft WordArt. There are at least three ways to put word art in your PowerPoint choose object from the insert menu, or double-click on an object placeholder. In the Insert Object dialog  box,  select  Create New and chose the latest version of Microsoft Word Art from the Object Type list. The WordArt dialog  box and  menus appear.  Type the text and click on Update Display. Choose the special effects you want from the WordArt toolbar. When you’re done, click  anywhere else on the slide.

Working in Different Views

You can switch between five views of your presentation; each view gives you a different way of looking at and working with your presentation. To toggle between views, choose the desired  view format from the View menu or click the appropriate button to the left of the horizontal scrollbar (shown here to the left). From left to right, the view are Slide View, Outline View, Slide Sorter  View,  Notes  Pages View and Slide Show View.

Slide View

 

In Slide View, you can add graphics to your slides as well as type, edit and format text, PowerPoint displays the Formatting and Drawing toolbars in addition to the standard toolbar. The presentation appears

on the screen one slide at a time. The left side of the status bar displays the page number of the current slide. To move to other

 

slides, drag the elevator on the vertical scroll bar or click the Previous slide or nest slide button below the scrollbar.

 

 

Outline View

 

Working in Outline View is a good way to organize and develop the content of you presentation. To insert text, click where you want to add text and type. Bullet and their editing is very easy in this view. Creating sub-level along with promotion and demotion text can be done here as well. You can also print a copy of you outline. In this view, you see only the title and body text of each slide. The drawing toolbar closes and the Outlining toolbar opens. This works much like the Microsoft World Outlining toolbar.

 

 

Slide Sorter View

 

In Slide Sorter View, you can efficiently perform tasks such as reordering slides and adding builds, transitions, and slide timings for electronic presentations. You cannot work on text and visual elements of individual slides in this view. PowerPoint displays  miniature  versions of each slide. In addition to  the  standard  toolbar, PowerPoint displays the Slide Sorter toolbar.

 

 

 

Notes page View

 

In Notes Pages Views, you can create pages that you can print and use as a guide during your presentation. Each page contains an image of the corresponding slide and placeholder for your notes.

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Slide Show View

 

You use Slide Show view to deliver you presentation as an on-screen electronic slide show or to look at each slide full-screen. Click the mouse button to advance to the next slide. If you’ve reached the last slide or press the Esc Key on the keyboard, you return to the previous view.

 

Changing the Slide Layout

 

In Slide View, you can change the arrangement of objects on a slide, move and resize placeholders or replace the current layout with a different Auto-Layout.

Moving and Resizing objects

 

To move or resize an object, first click on the object to select it. Eight handles appear around the object. Click and drag a handle to change the size and / or shape of the object. Click and drag anywhere else on the object to move it.

 

To resize an object by an exact scale while maintaining its proportions, select the object and then choose Scale from the Draw menu. Enter the scale on the Scale dialog box and click on OK.

 

Moving and Resizing Placeholders

 

To move or resize or placeholder, select the placeholder and click on its dashed border. You will get a fuzzy outline around the border with eight resize handles. Click and drag a resize handle to change the size and / or shape of the placeholder. Click and drag anywhere else on  the fuzzy outline to move it.

 

Changing the Auto Layout

 

To restore a slide’s layout after you’ve made changes to it or to  change the Auto Layout without deleting any text or object you’ve already put on it select Slide Layout from the Format menu or click Slide Layout button on the Status bar. Select the Auto Layout from  the Slide Layout dialog box and click Reapply.

 

Making the Presentation You Need Slide Setup

Unless you created the presentation using the Auto Content Wizard and specified otherwise, slides are by default up for an on-screen show. To change this, select Page Setup from the File menu. On the Slide Setup dialog box, select the output you want from the Slide  Sized for drop down list. You can also change slide orientation from landscape to portrait, and the physical size of your printouts.

Arranging the Template

 

To change the prostration’s design template, select  Apply  Design from the Format menu or click  the  Apply Design Template button    on the Standard Toolbar. In the Apply Design Template dialog box, select the design template and click Apply. On a typical installation of PowerPoint, the design templates are in the presentation Designs folder in C:\MSOffice\Templates. You can also use your own design templates or even an existing PowerPoint Presentation.

 

 

Black & White Slides

 

To display the presentation in black and white,  select  Black  and White from the View menu or click the B&W View button on the Standard Toolbar. In Slide view, you’ll see the current slide in black and white and a color slide miniature on a small Color View window. The B&W View button toggles between the black and white and color views.  To hide the Color View window, select Slide Miniature from   the View menu.

 

Deleting a Slide

 

To delete a slide in Slide View, select Delete Slide from the  Edit  menu. In Slider Sorter View, Select a slide and hit the delete key from your keyboard.

Reordering Slides

 

To move a slide, select the slide in Slide Sorter View and click the Cut button on the Standard toolbar. This copies the slide to the Clipboard. Then click on the position where you want to insert the slide (note the flashing insertion point) and click the Paste button. You can also change the order of your slides in Slide Sorter View by clicking on a slide and dragging it to the position where you want it to appear.

 

Delivering an On-Screen Show

 

To deliver your presentation as an on-screen electronic slide show, open the presentation in PowerPoint; select Slide  Show  from  the View menu. By  choosing Setup Show from  the  Slide Show menu  you can choose which slides you want to show during the presentation.

 

During the Presentation

 

To move to the next slide, click the mouse button or press ‘N’ on the keyboard. To get a menu of available slide show commands, click the right mouse button or this icon that appears on the lower left side of the screen.

 

·         To go directly to a particular slide, select Go To, Slide Navigator from the menu. On the Slide Navigator dialog box, select the slide and click Go To.

·         To annotate a slide during a show, select Pen from the menu  and the mouse pointer toggles to a pen. Click and drag to write or draw on the slide. To return to advancing the slides, switch back to the arrow by selecting Arrow from the menu

 

You can deliver an on-screen show on a computer that doesn’t have PowerPoint installed using the  PowerPoint  Viewer,  freeware  that  you can distribute with your presentation. You can create disks that contain the presentation and  PowerPoint  Viewer.  Select  Pack  and Go from the File menu and the Pack and Go Wizard guides  you through the process.

 

Slide Timings

 

When delivering an electronic slide show, you have the option of manually advancing the slides or using slide timing. In Slide Sorter View, click the Rehearse Timing button on the slide sorter toolbar  and rehearse the delivery of your presentation. The rehearsal window

that stays on the screen during the slide show keeps track of the time elapsed since a slide appeared on screen. At end of the slide show PowerPoint gives you the total time of the presentation and the   option to record the slide timings. If you record the slide timings, they will appear in Slide Sorter View. To manually revise the timing set for a particular slide, select it in slide sorter View and click and Slide Transition Button on the Slide Sorter toolbar.   Then enter a number  in the Advance Automatically after box.  To use the slide timings during a slide show,  choose Use Slide Timings on the Slide show dialog box.

 

Transitions are special audiovisual effect that occurs when moving from slide to slide during a electronic presentation. To add a transition to a selected slide in the Slide Sorter View, click the Slide Transition button on the slide Sorter toolbar. From the Transition dialog box, you can choose the effect and speed of the transition and a sound to accompany the visual effect. A transition icon appears below the slide miniature of a slide with transition. You can preview the transition on the miniature by clicking on the icon. If you want the same transition

on all your slides, choose Select all from the Edit menu and then all the transition.

 

Builds

 

You create build slide if you want to show paragraphs on a bulleted  list one at a time during a slide show. To build the body text of a selected slide, choose an option that appears when you select Present Animation from the Slide Show menu. If you select an option other than off, during a slide show the list will appear by first level paragraphs with every mouse click using the particular effect. For more options, use the drop down menu on the slide sorter toolbar labeled Text Preset Animation. On  the  Animation  Settings  dialog box, pick a build option, a visual and audio effect, and the text color after a build step. In Slide Sorter View, build icon appear below the slide miniature of a slide with build but you cannot preview it. For more options, do the following:

·         View your slide in slide view

·         Right click on your slide

·         Choose custom animation

 

Saving Your Presentation

 

To save your presentation, choose Save As from the File menu.  In  the File Save dialog box, type the name you wish to give your presentation in the File name edit box, select the folder where you want it saved from the Save in drop down list, and click Save. If  you’re going to open the presentation in another computer and want  to make sure that text displays properly, click the Embed True Type check box.

 

Opening a Presentation

 

To begin working with PowerPoint by opening an existing presentation select Open an Existing Presentation from the PowerPoint startup dialog box and click OK. If PowerPoint  is already running, choose Open from the File menu or click the Open button on the Standard Toolbar. From the File Open dialog box, select the folder where the files is located in the Look in drop down list, select the file from the Name box, and click open.

 

You can open several presentations at a time.  To switch between  open presentations, select the file name from the Window menu.

Printing

 

To print, choose Print from the File menu. In the Print dialog box, select from the PowerPoint drop down list the output your want (slides, handouts, notes pages or outline) and click OK. If you’re printing a color presentation on a black and white printer, click the Black & White check box to print Black and White View of the presentation. If your slides are sized differently from the paper you’re printing on (for example, 35mm or on-screen), click the Scale to Fit Paper check box to make the slide images fill the page

Getting Help

 

 

 

 

To access online help,  select  Microsoft  PowerPoint  Help  Topics  from the Help menu. You can type in a help request in your own  words using the Answer wizard as well. And don’t be afraid of the paper clip, star, Einstein look-a-like, or whatever may pop up as your assistant. To access any of these options, click on the help button on the standard tool bar.

 

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