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Introduction to Computers, Ms-Windows, Office Application & Internet Explorer Training Manual

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CHAPTER 1: INTRODUCTION TO COMPUTER -------------------------------------------------------------- 8

1.1. What is a Computer?------------------------------------------------------------------------------------- 8

1.2. Distinguishing Features of Computers ----------------------------------------------------------------- 8

1.3. Computer Hardware ------------------------------------------------------------------------------------ 9 1.3.1. Organization of the Computer Hardware ------------------------------------------------------------------------------9

1.4. Software ------------------------------------------------------------------------------------------------- 15 1.4.1. Types of Software --------------------------------------------------------------------------------------------------- 15

1.5. Operating Systems -------------------------------------------------------------------------------------- 16

CHAPTER 2: MICROSOFT WINDOWS----------------------------------------------------------------------- 17

2.1. User Interface ------------------------------------------------------------------------------------------- 17

2.2. Logging into Your Computer -------------------------------------------------------------------------- 17

2.3. The Windows Desktop --------------------------------------------------------------------------------- 18

2.4. Using Windows Explorer ------------------------------------------------------------------------------ 19

2.5. Internet Option ----------------------------------------------------------------------------------------- 34

CHAPTER 3: INTRODUCTION TO MICROSOFT WORD --------------------------------------------------- 35

3.1. Anatomy of Word Screen ------------------------------------------------------------------------------ 36

3.2. Different Views of the Document --------------------------------------------------------------------- 37

3.3. Formatting----------------------------------------------------------------------------------------------- 39

3.3.1. Character Formatting----------------------------------------------------------------------------------- 40

3.3.2. Paragraph Formatting ---------------------------------------------------------------------------------- 42

3.3.3. Page Formatting----------------------------------------------------------------------------------------- 48

3.4. Table of Contents --------------------------------------------------------------------------------------- 51

3.5. Headers and Footers ------------------------------------------------------------------------------------ 52

3.6. Spelling and Grammar Checking ---------------------------------------------------------------------- 54

3.7. Tables and Columns ------------------------------------------------------------------------------------ 57

3.7.1. Tables ---------------------------------------------------------------------------------------------------- 57

3.7.2. Columns ------------------------------------------------------------------------------------------------- 64



3.7.3. Drop Cap ------------------------------------------------------------------------------------------------ 65

3.7.4. Graphics and Text Boxes ------------------------------------------------------------------------------- 66

3.8. Working with Multiple Documents------------------------------------------------------------------- 66

3.9. Inserting AutoText ------------------------------------------------------------------------------------- 67

3.10. Insert Files ----------------------------------------------------------------------------------------------- 67

3.11. Use AutoRecover --------------------------------------------------------------------------------------- 68

3.12. Finding and Replacing Formatting -------------------------------------------------------------------- 68

3.13. Adding a Watermark ----------------------------------------------------------------------------------- 69

3.14. Creating Footnotes or Endnotes ----------------------------------------------------------------------- 70

3.15. Creating a Bookmark ----------------------------------------------------------------------------------- 71

3.16. Creating a Table of Figures----------------------------------------------------------------------------- 72

3.17. Numbering Heading Styles----------------------------------------------------------------------------- 73

3.18. Apply Numbering to Custom Heading Styles -------------------------------------------------------- 74

12.1. Numbering Lines ---------------------------------------------------------------------------------------- 75

12.2. Creating an Equation ----------------------------------------------------------------------------------- 75

12.3. Creating Mail Merge Documents---------------------------------------------------------------------- 76

12.4. Creating Documents Using Automatic Formatting -------------------------------------------------- 77

12.5. Inserting Comments ------------------------------------------------------------------------------------ 77

12.6. Creating a Form ----------------------------------------------------------------------------------------- 78

12.7. Printing -------------------------------------------------------------------------------------------------- 78

12.7.1. Editing Text in Print Preview -------------------------------------------------------------------------- 79

12.7.2. To Print a Document:----------------------------------------------------------------------------------- 79



CHAPTER 4: INTRODUCTION TO MICROSOFT EXCEL ---------------------------------------------------- 81

Switching between sheets ------------------------------------------------------------------------------------- 81 4.2.1. Data Entry ------------------------------------------------------------------------------------------------------------ 81

Moving the Cell pointer --------------------------------------------------------------------------------------- 82 4.2.2. Working with a Worksheet --------------------------------------------------------------------------------------- 83

Select the worksheet ------------------------------------------------------------------------------------------- 84 4.2.3. Exiting Excel --------------------------------------------------------------------------------------------------------- 84 4.3.1. Types of series ------------------------------------------------------------------------------------------------------- 85 4.3.2. Creating a Series----------------------------------------------------------------------------------------------------- 86 4.3.3. Moving and Copying Data and Formats ------------------------------------------------------------------------ 87 4.4.1. Inserting Cells, Columns and Rows ------------------------------------------------------------------------------ 90 4.4.2. Clearing and Deleting ---------------------------------------------------------------------------------------------- 90 4.4.3. Find and Replace ---------------------------------------------------------------------------------------------------- 91

4.5.1. Formatting the Appearance of Data-------------------------------------------------------------------- 92

4.5.2. Aligning Worksheet Data ------------------------------------------------------------------------------- 93

4.5.3. Formatting Borders and Shading ----------------------------------------------------------------------- 93 4.6.1. Entering Database Information----------------------------------------------------------------------------------- 95 4.6.2. Sorting a Database -------------------------------------------------------------------------------------------------- 95 4.6.3. Filtering a List-------------------------------------------------------------------------------------------------------- 96 4.6.4. Data Forms ----------------------------------------------------------------------------------------------------------- 99 4.7.1. Cell References -----------------------------------------------------------------------------------------------------101 4.7.2. Worksheet Functions----------------------------------------------------------------------------------------------103 4.8.1. Creating a Chart ----------------------------------------------------------------------------------------------------107 4.8.2. Parts of a Chart -----------------------------------------------------------------------------------------------------108 4.8.3. Working with Chart and Chart Items --------------------------------------------------------------------------109

CHAPTER 5: MICROSOFT ACCESS--------------------------------------------------------------------------112

5.1. What is a Database? ------------------------------------------------------------------------------------112 5.1.1. Starting Microsoft Access 2003 ----------------------------------------------------------------------------------112 5.1.2. The Microsoft Access 2003 Screen-------------------------------------------------------------------------------113 5.1.3. Using Help ----------------------------------------------------------------------------------------------------------115

5.2. Designing and Creating Databases -------------------------------------------------------------------116 5.2.1. Designing a Database ----------------------------------------------------------------------------------------------116 5.2.2. Creating a Database------------------------------------------------------------------------------------------------116 5.2.3. Creating Tables -----------------------------------------------------------------------------------------------------117

5.3. Organizing your Data ---------------------------------------------------------------------------------125 5.3.1. Filtering Records---------------------------------------------------------------------------------------------------125 5.3.2. Entering Criteria ---------------------------------------------------------------------------------------------------126 5.3.3. The AND and OR Relations --------------------------------------------------------------------------------------127 5.3.4. Inserting Column or Row ----------------------------------------------------------------------------------------127 5.3.5. Deleting Column or Row -----------------------------------------------------------------------------------------127 5.3.6. Removing a Filter --------------------------------------------------------------------------------------------------128



5.3.7. Saving a Filter as a Query -----------------------------------------------------------------------------------------128 5.3.8. Copying and Moving Microsoft Access Objects or Text----------------------------------------------------128 5.3.9. Printing a Datasheet -----------------------------------------------------------------------------------------------129 5.3.10. Renaming a Database Object-------------------------------------------------------------------------------------130

5.4. Queries--------------------------------------------------------------------------------------------------131 5.4.1. Types of Queries----------------------------------------------------------------------------------------------------131 5.4.2. Creating a Query with a Wizard---------------------------------------------------------------------------------132 5.4.3. Creating a Custom Designed Query ----------------------------------------------------------------------------132 5.4.4. Expressions in Queries and Filters ------------------------------------------------------------------------------134 5.4.5. Creating Select Query ---------------------------------------------------------------------------------------------135 5.4.6. Creating Make table Query --------------------------------------------------------------------------------------135 5.4.7. Creating an Update Query ---------------------------------------------------------------------------------------136 5.4.8. Creating an Append Query---------------------------------------------------------------------------------------137 5.4.9. Using a Calculated Field in a Query ----------------------------------------------------------------------------137 5.4.10. Editing a Query -----------------------------------------------------------------------------------------------------138

5.5. Forms----------------------------------------------------------------------------------------------------139 5.5.1. Types of Form Views-----------------------------------------------------------------------------------------------139 5.5.2. Creating A Quick form --------------------------------------------------------------------------------------------139 5.5.3. Creating A Form Using A Wizard -------------------------------------------------------------------------------139 5.5.4. Creating A Custom Designed Form -----------------------------------------------------------------------------140 5.5.5. Making a Form Read-Only ---------------------------------------------------------------------------------------141 5.5.6. Creating a Form with multiple Screens or pages -------------------------------------------------------------142 5.5.7. Adding a Label and Editing Label Text-------------------------------------------------------------------------142 5.5.8. Changing the Appearance of Text ------------------------------------------------------------------------------143

5.6. Reports -------------------------------------------------------------------------------------------------144 5.6.1. Generating a Quick Report---------------------------------------------------------------------------------------144 5.6.2. Generating a Report using a Wizard ---------------------------------------------------------------------------144 5.6.3. Generating a Custom Designed Report ------------------------------------------------------------------------145 5.6.4. Changing a Form or Report's Underlying Table or Query -------------------------------------------------145 5.6.5. Creating a Sub report----------------------------------------------------------------------------------------------146 5.6.6. Changing the Layout of a Subform or Subreport-------------------------------------------------------------147 5.6.7. Sorting and Grouping Data in Reports-------------------------------------------------------------------------148 5.6.8. Changing Sorting and Grouping Order ------------------------------------------------------------------------149 5.6.9. Hiding Duplicate Data on a Report-----------------------------------------------------------------------------150 5.6.10. Adding or Removing Headers and Footers on a Report ----------------------------------------------------151 5.6.11. Sizing Sections in a Form or Report ----------------------------------------------------------------------------152 5.6.12. Adding page Numbers to a Form or Report-------------------------------------------------------------------152 5.6.13. Adding the Current Date and Time to a Form or Report ---------------------------------------------------153 5.6.14. Drawing Lines and Rectangles on Forms and Reports ------------------------------------------------------154 5.6.15. Previewing a Report-----------------------------------------------------------------------------------------------154

6.1. Introduction To Power Point -------------------------------------------------------------------------156

6.2. Starting PowerPoint -----------------------------------------------------------------------------------156

6.3. Creating a Desktop Shortcut for PowerPoint -------------------------------------------------------157

6.1 Exiting PowerPoint ------------------------------------------------------------------------------------158



6.4. Understanding PowerPoint Views -------------------------------------------------------------------159 6.4.1. Changing to a Different View ------------------------------------------------------------------------------------160 6.4.2. Working with Toolbars -------------------------------------------------------------------------------------------162 6.4.3. Moving a Toolbar --------------------------------------------------------------------------------------------------162 6.4.4. Turning off the Personalized Menus Feature -----------------------------------------------------------------163

6.5. Using the AutoContent Wizard-----------------------------------------------------------------------164

6.6. Starting a New Presentation using a Template ------------------------------------------------------165

6.7. Starting a Blank Presentation -------------------------------------------------------------------------166

6.8. Printing the Presentation -----------------------------------------------------------------------------167

6.9. Working with Presentation Files ---------------------------------------------------------------------167

6.10. Displaying Outline View ------------------------------------------------------------------------------169

6.1.1 Outlining a Presentation ------------------------------------------------------------------------------170

6.11. Inserting Slides from another Presentation ---------------------------------------------------------174

6.12. Editing Text --------------------------------------------------------------------------------------------175

6.1.2 Selecting Text ------------------------------------------------------------------------------------------175

6.1.3 Revising Text-------------------------------------------------------------------------------------------176

6.13. Using the Replace Feature ----------------------------------------------------------------------------177

6.14. Spell Checking the Presentation----------------------------------------------------------------------178

6.15. Using the Research Tools -----------------------------------------------------------------------------178

6.16. Using the Thesaurus -----------------------------------------------------------------------------------179

6.17. Using Other Research Tools --------------------------------------------------------------------------179

6.18. Working with Slides in Slide Sorter View -----------------------------------------------------------180 6.18.1. Selecting Slides -----------------------------------------------------------------------------------------------------180 6.18.2. Inserting a Slide ----------------------------------------------------------------------------------------------------180 6.18.3. Duplicating a Slide-------------------------------------------------------------------------------------------------181 6.18.4. Moving a Slide ------------------------------------------------------------------------------------------------------181 6.18.5. Deleting Slides------------------------------------------------------------------------------------------------------181

6.19. Changing the Design Template -----------------------------------------------------------------------182

6.20. Changing the Color Scheme---------------------------------------------------------------------------182

6.21. Working with Masters---------------------------------------------------------------------------------184

6.22. Changing Text Formatting ----------------------------------------------------------------------------184



6.23. Working with Footers and Special Placeholders----------------------------------------------------185

6.24. Applying a Slide Background-------------------------------------------------------------------------186

6.25. Using Slide Transitions --------------------------------------------------------------------------------187

6.26. Applying an Animation Scheme ----------------------------------------------------------------------188

6.27. Creating Custom Animation --------------------------------------------------------------------------189

6.28. Publishing the Presentation in Web Format---------------------------------------------------------192 7.1. Internet Explorer --------------------------------------------------------------------------------------------------193 7.2. Mozilla Firefox -----------------------------------------------------------------------------------------------------193 7.3. Safari------------------------------------------------------------------------------------------------------------------194 7.4. Opera -----------------------------------------------------------------------------------------------------------------195 7.5. Netscape Navigator/Netscape -----------------------------------------------------------------------------------195

8.1. Getting Started -----------------------------------------------------------------------------------------196

8.2. Using Internet Explorer 7 Overview -----------------------------------------------------------------198

8.3. Tabbed browsing overview ---------------------------------------------------------------------------199

8.4. To change your home page ---------------------------------------------------------------------------199

8.5. To add a new search provider (search engine)------------------------------------------------------200

8.6. To remove a search provider (search engine) -------------------------------------------------------201

8.7. To restore default settings in order to prevent IE7 crashes ----------------------------------------201

8.8. To fix error "SSL certificate REV failed [12057]"----------------------------------------------------202

8.9. To empty the Temporary Internet Files folder (cache)---------------------------------------------202

8.10. To clear the browsing history-------------------------------------------------------------------------203

8.11. To save a picture from a webpage --------------------------------------------------------------------203

8.12. To save a webpage onto your computer -------------------------------------------------------------203

8.13. To open the webpage that you have saved ----------------------------------------------------------204

8.14. To make WebPages load without images or sounds ------------------------------------------------205



Chapter 1: Introduction to Computer

1.1. What is a Computer?

A computer is an electronic data processing machine that is designed to accept and

store data, process the data to produce useful information under the direction of

step-by-step instructions, called programs. The physical part of the computer is

called Hardware and the instructions are Software.

1.2. Distinguishing Features of Computers

1. Memory (Storage): Computers can store data so that it can be retrieved

whenever needed.

2. Programmability: The Computer can do virtually everything provided

that it is given the correct set of instruction. This feature of computers is

Programmability.

3. Speed: modern computers can process billions of instructions per second.

4. Accuracy: Computers are extremely accurate. Erroneous results may

occur due to human rather than technological weakness.

5. Versatility (General Purpose): If given the correct instructions.

Computers can do virtually everything.

6. Diligence (Tirelessness): If there are billions of instructions to be

processed. Computers process the first and the last instruction with the

same speed and accuracy.



1.3. Computer Hardware

The physical component of a computer system that can be seen, touched and felt;

placed inside the system or outside make up the hardware.

1.3.1. Organization of the Computer Hardware

Input device

Data and instructions must enter the computer before any computation can be

performed on the supplied data. The unit that links the external environment with

the computer system performs this task. In short, the input unit performs the

following functions.

It accepts (reads) the list of instructions and data from the outside

world.

It converts these instructions and data in a computer acceptable form.

It supplies the converted instructions and data to the computer system

for processing.

There are different categories of input devices. The widely used Input devices include

keyboard, mouse, scanner and etc.

Control Arithmetic Unit Logic unit

Register

Memory

Input Device

Output Device

Secondary Storage



Keyboard

A computer keyboard is an electromechanical component designed to create

special standardized electronic codes when a key is pressed. Keyboards come in

a variety of sizes and shapes but most keyboards have common layouts:

1. Standardized typewriter keys: A-Z, 0-9, ?, “, etc.

2. Function keys / programmable keys: F1through F12

3. Special - purpose keys: Alt, Ctrl, pause, etc

4. Cursor movement keys (arrow keys): Page up, Page down, Home, End,

, , ,

5. Numeric keys: located at the right side of the keyboard

Keyboard layout and Data Entry

Enter Or Return - Moves The Cursor Down One Line And Enters

Commands.

Del Or Delete - Deletes The Character At Cursor And/Or Characters To

The Right Of The Cursor.

BkSp Or Backspace - Deletes The Character To The Left Of Cursor.

Space Bar - Moves The Cursor One Space At A Time To The Right.

Shift Key - Use The Shift Keys To Type Capital Letters And To Type The

Upper Character On Keys With Two Characters On Them.

Caps Lock - Locks The Keyboard So It Types Capital Letters (A Light Goes

On When Caps Lock Is On)

Tab - Moves The Cursor Five Spaces To The Right.

Esc Or Escape - Cancels A Menu Or Message Box.

Arrow Keys - Moves The Cursor Around Document With Out Changing

Text.



Function Keys or F keys - access commands by themselves or in

combination with the three command keys, CTRL, SHIFT, and

ALT. They have different uses with different software.

Command keys - normally do nothing on their own but work in

combination with other keys. Each piece of software uses the command keys

differently.

- The Control key or Ctrl is often used to Access commands.

- The Alternative key or Alt is often used to access menus.

- The Shift key used to type CAPITAL LETTERS. As well the

command keys are all used to move through documents and edit

text faster and easier.

Mouse

Is a hand held device connected to the computer by small cable. The mouse has

two buttons the left one is used to select objects and text and the right one is

used to access menus.

Scanners

Scanning devices are called optical Character Recognition input device. Scanner

reads a hardcopy data from source document (including image graphs, type and

handwritten documents) in to computer usable form.

Output Device

Output devices provide the right information to the right person in the right

format at the right time. Output hardware is categorized according to whether it

produces hardcopy or softcopy.



Hardcopy: - Refers to information that has been recorded on a tangible

medium such as paper or microfilms.

Softcopy: - Refers to the temporary data output such as displayed on a

computer screen.

The principal hardcopy output devices are Printers and Plotters.

Printer

The printer takes the information from the computer and transfers it to paper.

There are many different types of printers with various levels of quality. The

three basic types or printer are; dot matrix, inkjet, and laser.

Dot matrix printers: work like a typewriter transferring ink from a

ribbon to paper with a series or 'matrix' of tiny pins.

Inkjet printers: work like dot matrix printers but fires a stream of ink

from a cartridge directly on to the paper.

Laser Printers: use the same technology as a photocopier using heat to

transfer toner (black powder) onto paper.

Monitor

Is a device that shows the progress and operation of the computer. Monitors

come in many type and size from the simple monochrome (one color) screen

to full color screen. Most desktop computers use a monitor with CRT

(Cathode Ray Tube) and notebook computers use LCD (Liquid Crystal

Display.)

CPU (Central Processing Unit)

The ability to process (organizes and manipulate) data is a critical aspect of a

computer system. In a computer system, processing is accomplished by and

interplays between one or more of the central processing units and primary storage.



Each central processing unit (CPU) consists of three associated elements: the

arithmetic logic unit the control unit, and the register areas. The arithmetic logic unit

(ALU) performs mathematical calculations and makes logical comparisons. The

control unit sequentially access program instructions, decodes them and coordinated

the flow of data in and out of the ALU, the registers, primary storage and even

secondary storage and various output devices.

Registers are high-speed storage areas used to temporarily hold small units of

program instructions and data immediately before, during and after execution by the

CPU. The CPU of a computer is also called brain of the computer.

Main Memory

Located physically close to the CPU (to decrease access time), memory provides the

CPU with a working storage area for program instructions and data. The chief

feature of memory is that it rapidly provides the data and instructions to the CPU.

Types of Memory

There are two types of memory:

RAM (Random Access Memory)

ROM (Read Only Memory)

RAM - is temporary and volatile - it exists only as long as the electric

current is maintained. RAM chips will lose their contents if the current

is turned off or disrupted. Instructions or data can be temporarily stored

in RAM.

ROM - is usually nonvolatile. In ROM, the combination of circuit states

is fixed and therefore the data represented by this combination will bot

be lost if the power is removed. ROM provides permanent storage for



data and instructions that do not change like programs and data from the

computer manufacturer.

- There are other types of nonvolatile memory as well like

PROM (programmable read-only memory) EPROM (Erasable

Programmable read-only memory)

Secondary Storage Devices (Auxiliary Memory)

Main memory serves as the primary storage for the computer. Aside from its

high cost, RAM is volatile and ROM is read only. Thus, there should be other

types of storage devices capable of permanent storage. The most common way

of storing information permanently is on magnetic storage medium. Examples

of magnetic storage medium are magnetic tapes, magnetic disks etc.

Magnetic Disk

Magnetic disks are made of metal or plastic coated with magnetic material.

Information is recorded on a disk in concentric circles called Tracks on both surfaces

of the disk. The tracks are further divided into sections called Sectors. The amount

of information on the inner track is the same as that of on the outer track though

much compressed. Magnetic disks are generally manufactured without tracks and

sectors. Tracks and sectors are created by the operating system of the computer by a

process called formatting.

A device called a disk drive is used to read from or write information to the disk.

Inside the drive the disk spins at a very high speed and the read/write head reads

information from the surface and feeds it to the computer or receives information

from the computer and stores it on the disk.

Based on the backing material (plastic or metal), magnetic disks can be divided into

two: Floppy Disks & Hard Disks



Floppy Disk (Diskettes)

Diskettes are often referred to as “floppy” because they are made of flexible material.

To store and retrieve data from a floppy disk, you must place it into a disk drive,

which contains special mechanical components for storing and retrieving data.

Hard Disks

Standard secondary storage device of all computers. All computers have at

least one hard disk

Has a massive storage capacity that can be measured in GB.

Can store and retrieve data much faster than floppy diskettes.

Non-removable as it is fixed inside the computer.

1.4. Software

Software is part of a computer that gives instructions to the physical part (hardware)

to carry out its tasks. Different software is used for different purposes.

The finite set of instructions that tell the computer hardware what to do is called

PPRROOGGRRAAMM..

1.4.1. Types of Software

There are 2 types of software:

System Software:

o Operating System Software

E.g., MS DOS, MS WINDOWS, UNIX

o Language/Developing Software

E.g., FORTRAN, Pascal, C++, Visual Basic



Application Software:

o Developed to meet particular user interest

E.g., Games, word processing software, Database Management

software

o Accounting System software, Spreadsheet software, Virus

Protection and detection Software, etc

1.5. Operating Systems

In a computer system there are at least three components: the computer hardware,

the software and the user. To use the computer effectively there should be efficient

communication between these three components. The operating system is a program

that acts as a link between the user, the computer software, and computer resources.

It is the master program that allows the user to run application programs (Games,

word processor software, etc)

NB: Without the operating system the application software would be unable to run

Functions of the Operating System:

Controlling Activity

Input/output Management

Command Processing/Interpretation



Chapter 2: Microsoft Windows

2.1. User Interface

Users communicate with their computers through the operating system. In all

operating systems there are two operating environments – Command Line

Interface (CLI) and Graphical User Interface (GUI). In CLI, the operating

system takes keyboard inputs from the user and translates it into operations that the

computer performs. MSDOS is example of an operating system with CLI as its

operating environment.

The user interface (operating environment) of most modern operating systems

incorporates graphical elements. This operating environment is known as Graphical

User Interface (GUI). Different objects of the operating system are represented by

small pictures called icons; messages are displayed in message boxes; and dialog

boxes are displayed to the user to provide input. The primary input device of

operating systems using GUIs is the mouse. Mouse is a pointing device with two

buttons which controls the movement of a pointer on the screen.

2.2. Logging into Your Computer

When you press the power button of your computer to turn it on, the first program

to be loaded into the computer’s memory is the Operating System, in this case,

Microsoft Windows XP. During the loading process you will see the Windows logo

and other messages. Once this process is completed, depending on the settings of the

computer, you will be requested to provide user name password to start using your

computer.



Figure 1 - Login (Welcome) Window

To login to your computer:

1. Select the user name by clicking the picture representing your user account. A

text box appears below the user name (Fig. 1)

2. Type in the password and press Enter key or click the right pointing arrow

on the screen. The windows desktop appears. The desktop images and

other attributes may vary between users

2.3. The Windows Desktop

The Windows Desktop is the background area where different windows are opened.

Figure 2 - A Typical Windows XP Desktop

Icons

Start Button

Taskbar Quick Launch Toolbar System Tray



Some of the components of the desktop are Icons, opened windows, start button,

taskbar and the system trey (Fig 2).

1. Icons – small pictures representing a file or a folder on the desktop. All

folders created by users are represented by small yellow pictures whereas

files are represented by different pictures depending on the type of data or

program stored in the file, the format of the data file or the type of the

program used to create the file.

2. Start Button – an access point to various programs and components

3. Taskbar – status information area showing open applications and

multiple windows as buttons. Whenever a window is opened, a button

will be shown on the taskbar to indicate that it is open.

4. Quick Launch Toolbar – a shortcut area on the taskbar that is used to

launch frequently used programs. You can add or remove program icons

into this toolbar by dragging icons to or from the area

5. System Tray (SysTray) – Status area for utility and background

programs such as antivirus software, the current time and other

background programs. Note that moving the mouse to a given icon on the

SysTray displays a screen tip describing the program represented by the

icon.

2.4. Using Windows Explorer

Windows Explorer displays the hierarchical structure of files, folders, and drives on

your computer. It also shows any network drives that have been mapped to drive

letters on your computer. Using Windows Explorer, you can copy, move, rename,

and search for files and folders. For example, you can open a folder that contains a

file you want to copy or move, and then drag the file to another folder or another

drive.



There are other places in Windows where you can view and work with files and

folders. You can view My Network Places, which lists other computers that are

connected to your local area network (LAN). My Documents is a convenient place to

store documents, graphics, or other files you want to access quickly.

To Open Windows Explorer:

Click Start, Point to All Programs (or just Programs if you are

using the Classic start menu) and then click Windows Explorer or

Right click a folder icon and click Explore or

Open a folder window and click Folders button on the Standard

Buttons bar

Figure 3 - Windows Explorer Window

Folder (Tree) Panel

Contents Panel



The Windows Explorer window is divided in to two parts – Folders (Tree) Panel

and Contents Panel.

The Folder Panel displays the hierarchical structure of folders. The Desktop

is at the top level of the hierarchy. All folders on the desktop including My

Computer, My Documents, My Network Places and the Recycle Bin are found at

the second level. All secondary storage devices (hard disk, floppy disk, CD, Flash

Disk and so on) reside at the third level. All other folders created on the disks are

at the fourth and lower levels.

The existence of sub folders in a given folder is indicated by a + or – sign to the

left of the folder icons on the tree Panel. + indicates that the sub folders are listed

beneath the parent folder.

The Contents Panel displays contents of a selected folder. When a folder is

selected from the tree Panel, its contents are displayed in the Contents Panel.

Windows Explorer provides a suitable alternative to copy and/or move files and

folders to different locations using the Drag and Drop Method.

Searching For Files and Folders

The Search tool of Windows XP offers the most direct way to locate a file. Use

Search if you are looking for common file types, if you remember all or part of

the name of the file or folder you want to find, or if you know when you last

changed a file. If you know only part of the name, you can use wildcard

characters 1 to locate all files or folders that include that part in the name. For

example, *letter.* will find Holiday letter.doc, Special letter.doc, and Special

letter.txt.

1 Wildcard Characters represents any character in filename specifications. Windows recognizes two wildcards – Asterisk (*) representing any number of characters and Question mark (?) representing a single character



Use Windows Explorer or My Computer if you know the exact location of the files

or folders. However, if you don’t remember the location of the files or if they are

stored in different locations use the Search Tool

To use the Search Tool:

1. Click Start and then click Search to display the Search window.

(If you are using the Classic Start Menu, click Start, point to Search

and then click For Files and Folders)

Tip: Pressing F3 on the key board also opens the Search

window

2. Specify the search criteria in the left Panel

I. To search for Pictures, Music or Videos click Pictures,

Music or Videos button and select one of the three

categories (i.e., Picture, Music or Video)

II. To search for Documents (such as Ms Word files), click

Documents

III. To provide specific criteria, select All Files and Folders

Specify additional criteria

IV. All or part of the file name

V. Date or period of last modification

VI. Location to look in etc

Click Search. Found items will be listed on the right Panel of the

search window.

3. You can use the Back button to go back one step, Stop button to stop

the search process.

Note: You can open, delete, copy, move or rename the files and

folders found.



Using Help

Microsoft Help and Support Center is a comprehensive resource for practical advice,

tutorials, and demonstrations to help you learn to use Microsoft Windows XP. Use

the Search feature, Index, or table of contents to view all Windows Help resources,

including those that are on the Internet.

To display the Help and Support Window:

Click Start and then click Help and Support. The Help and

Support Window appear. (Fig. 4)

Figure 4 - Help and Support Window

There are several ways that can be followed to access the help resources

First Column - Pick a Help Topic - lists help topics that would be

found in table of contents

Second Column – displays online (Internet or Local Network)

alternatives from where the user may get help



Keyword Search – you may type the keywords that identify the

topics you are looking for. To search for help topics; click the Search

box; type in the keyword or press ENTER key

Index Search – clicking Index on the menu bar displays the lists of

items in the left hand Panel of the window

Whenever a help topic is selected the contents of the selected topic are

displayed in the right hand Panel (Fig. 5).

Figure 5 - A Help and Support Window displaying a help topic

For some searched topic, there is Overviews, Articles and Tutorials

section which contains overview texts or practical demonstrations. The

Windows Interactive Training, which is automatically opened when

items labeled Practice: are clicked, shows practical demonstrations of help

topics.



Control Panel Elements

Control Panel is full of specialized tools that are used to change the way

Windows looks and behaves. Some of these tools help you adjust settings that make

your computer more fun to use. For example, use Mouse to replace standard

mouse pointers with animated icons that move on your screen, or use Sounds and

Audio Devices to replace standard system sounds with sounds you choose. Other

tools help you set up Windows so that your computer is easier to use. For

example, if you are left-handed, you can use Mouse to switch the mouse buttons so

that the button on the right performs the primary functions of selecting and

dragging.

To open Control Panel:

Click Start and then click Control Panel. If your Start Menu is set

up in Classic view, click Start, point to Settings, and then click

Control Panel.

To find out more information about an item in Control Panel while in

Category view:

Hold your mouse pointer over the icon or category name and

read the text that appears.

If you open Control Panel and do not see the item you want, click

Switch to Classic View. To open an item, double-click its icon. To

find out more about an item in Control Panel while in Classic Control

Panel view, hold your mouse pointer over the icon and read the text

that appears.



Some of the tasks that can be done in the control panel are discussed here.

Folder Options

With Folder Options, you can specify how your folders function and how content

is displayed. For example, you can indicate that you want your folders to display

hyperlinks to common tasks, other storage locations, and detailed file

information. You can also choose to open items with either a single or a double

click.

You can change the program that opens a file type. You can also change the items

that appear on your desktop.

To change folder options settings:

Open Folder Options in Control Panel.

Or to open Folder Options from a folder window, click Tools, and

then click Folder Options.

To display hidden files and folders:

1. Open Folder Options in Control Panel.

o Click Start, and then click Control Panel.

o Double-click Folder Options.

2. On the View tab, under Hidden files and folders, click Show

hidden files and folders.



Date and Time

To change Date and Time:

1) Open the Control Panel and click Date, Time, Language and

Regional Options in Category View

2) Select one of the Tasks ...

Change the Date and Time – Click this tab to display the

dialog box that can be used to change the current time, date,

and time zone

Figure 6 - Date and Time Properties Dialog Box

Tip: Double clicking the System Clock on the

System Tray also displays the same dialog box

Change the formats of Numbers, Dates and Times –

Click this button to change number formats, date and time

formats

Add Other Languages – To include multilingual support



Appearance/Display/Screen Saver/Resolution

The appearance of the Windows XP can also be changed from the control

panel.

To change the appearance of your windows:

1. Open the control panel and switch to classic view by clicking the

Switch to Classic View button and then double click the Display

icon to show the Display Properties window

Figure 7 - Display Properties Window

2. Select different options by clicking each tab:

Themes Tab – This tab is used to change the desktop theme. A

desktop theme is a predefined set of icons, fonts, colors, sounds,

and other window elements that give your desktop a unified and

distinctive look.

Desktop Tab – this tab is used to change the desktop background

image

Screen Saver Tab – Screen Saver is an animated text or graphics

that is displayed when the user stops interacting with the system for



a specific period of time. The type of screen saver, the idle time

interval for the screen saver to appear, can be set from this tab

Appearance Tab – This tab is used the color and style of

windows and buttons

Settings Tab – This tab is used to change the screen resolution

and the color depth of (number of colors displayed on) your

screen. There are also other advanced activities performed using

this tab.

User Accounts

User accounts personalize Windows for each person who is sharing a computer.

You can choose your own account name, picture, and password, and choose other

settings that will apply only to you. A user account gives you a personalized view of

your own files, a list of favorite Web sites, and a list of recently visited Web pages.

With a user account, documents you create or save are stored in your own My

Documents folder, separate from the documents of others who also use the

computer.

To help keep your files more secure and to help make sure they remain private, use

a password for your user account. You can still mark certain items as shared if you

want other people to be able to access them. If you do not use a password for your

user account, other people will have access to your account and be able to see all of

your folders and files.

If you have a user account and you change computer settings, such as the type, size,

or the screen saver, those settings will apply only to your account.



As a user with a computer administrator account, you can create, delete, and

change all user accounts on the computer. You can create as many accounts on the

computer as you want, and have full access to all accounts on the computer.

Types of User Account

There are two types of user accounts available on your computer: computer

administrator and limited. The guest account is available by default for users

with no assigned account on the computer.

Computer Administrator Account

The computer administrator account is intended for someone who can make

system wide changes to the computer, install software, and access all non -

private files on the computer. Only a user with a computer administrator

account has full access to other user accounts on the computer. A user with a

computer administrator account:

• Can create and delete user accounts on the computer.

• Can change other users' account names, pictures, passwords, and

account types.

• Cannot change his or her own account type to limited unless there is at

least one other user with a computer administrator account. This

ensures that there is always at least one user with a computer

administrator account on the computer.



Limited account

The limited account is intended for someone who should be prohibited from

changing most computer settings and deleting important files. A user with a

limited account:

• Generally cannot install software or hardware, but can access programs

that have already been installed on the computer.

• Can change his or her account picture and can also create, change, or

delete his or her password.

• Cannot change his or her account name or account type. A user with a

computer administrator account must make these kinds of changes.

Guest Account

The guest account is intended for use by someone who has no user account on

the computer. There is no password for the guest account, so the user can log

on quickly to check e-mail or browse the Internet. A user logged on to the

guest account:

• Cannot install software or hardware, but can access applications that

have already been installed on the computer.

• Cannot change the guest account type.

• Can change the guest account picture.



To add a new user to the computer:

You must have a computer administrator account to add a new user to the

computer.

1. Open User Accounts in Control Panel.

2. Under Pick a task, click Create a new account.

3. Type a name for the new user account, and click Next.

4. Click either Computer administrator or Limited, depending on

the type of account you want to assign to the new user, and then click

Create Account.

To change an existing account:

You must have a computer administrator account to change a user's account

type.

1. Open User Accounts in Control Panel.

2. Click the name of the account you want to change.

3. Select different options:

Change the Name – to change the account name. This does

not work for Guest Account

Change Password – to change the password of the user. If

password is not set, Create Password is shown instead.

Change the Picture – to change the picture displayed as the

logo for the user

Change the account type – to change the account type from

Limited to Administrator or back

Delete Account – to delete a user account



4. Close the window when you are done

Scheduled Tasks

Scheduled tasks allow users to have Windows automatically run a specified program

or open a certain file at a set time. Scheduled tasks can be used to open programs

and/or files that you always use.

- To make a scheduled

1. Go to start and click control Panel

2. Double-click Scheduled Task

3. Click on Next

4. Choose the application you want to Run and click next

5. Type the name of the Task and choose the time you want

6. Select the time and day you want this task to start

7. Enter the name and password of a user

8. And click finish

Device Manager

Device Manager is an OS feature that lets you view and change the properties of all

devices attached to your computer.

- To get device Manager in windows

1. Right-click on the My Computer Icon from the desktop and click

on property

2. Click on the Hardware Tab and click on the Device Manager

3. Choose the driver you want to enable or disable



2.5. Internet Option

- To configure internet options for internet connection sharing

1. Go to control panel and click on Internet Options

2. In the General Tab type the default web page you want

3. Click on the connection Tab

4. Click on never dial a connection and click LAN Setting

5. In Automatic configuration, clear the Automatically

detect settings and Use automatic configuration

script check boxes.

6. In Proxy Server, clear the Use a proxy server check box.



Chapter 3: Introduction to Microsoft Word

Microsoft word is a powerful word processor that combines text with imported

graphics, spreadsheet and charts. Microsoft word lets you prepare a variety of

documents. When necessary you can easily correct errors by adding or deleting

words, sentences, paragraphs or pages. After you have created and corrected your

text, you can print it and store it on hard disk or floppy disk for reuse or future

references.

Status bar

Tables and borders toolbar

Title bar Menu bar

Standard Tool bar

Formatting Toolbar

Ruler

I-Beam I

System Icon



3.1. Anatomy of Word Screen

Title Bar Displays the title of the window, in this case: Microsoft Word and the

name of the active document

System

Menu Icon

Displays the menu with command for sizing, moving and closing the

word window

Sizing

buttons

Enables you to minimize to restore the window size

Menu bar Displays a list of menu options. When you click on the menus on the

menu bar, it displays word commands that enables you to instruct word

to perform an action

Toolbar Displays different toolbars that are used for quick access for commonly

used commands. If the toolbar is not visible, choose Toolbar command

from view menu and click on the toolbar you want to display

Ruler Enables you to set Margins, Tab stops and indents

Work Area Where the text and graphics displayed

Insertion

Point (-)

The blinking bar that shows where the text you type will appear

Scroll Bar Enables you to see the hidden part of the document

View

Buttons

Used to switch to different views of the document

Status bar Displays information about the active or highlighted command

Browse

buttons

Used to move through the document by page, section, comment, etc.



3.2. Different Views of the Document

Normal: This view shows text, character formatting, graphics and paragraph

formatting. It doesn’t show columns or frames, headers or footers. It is the fastest

view option because it doesn’t display as many different screen elements. It is the

default view that means it’s what you get when you start word the first time.

Page layout: in this view, everything in your document is displayed and positioned,

as it will appear on the printed page. You see headers and footers, footnotes, page

numbers, columns, graphics and frames and just about every other formatting

feature.

Online layout: this view is designed specifically to make documents easier to read

on screen. This view includes a new feature called a Document Map that gives you an

outline

View of your document’s structure and allows you to easily navigate to different

portions of the document.

Outline: this view shows the document in outline form if you are using the built-in

numbered heading styles. This let’s you see the document in hierarchical form,

where you can collapse or expand various parts of the document. But graphics and

full paragraph formatting are not shown in this view. You can use it to manipulate

texts that aren’t possible in the other view.

Print Preview: this view shows you exactly how the document will look when

printed, In this view you can view several pages at onetime and also see where the

pages look even, how big the headings appear, where the pages breaks fall and others.



Changing the View: to change from one view to other:

- Click on the View menu then click on one of the view options you

want to apply Or

- Click on the View button in the lower left corner of the word screen.

Point on the respective view buttons to obtain the view button names.

Dialog Boxes

Choosing a menu command will usually followed by dialogue box. Aside from some

very basic commands, almost everything you do in word happens through a dialog

box. Let’s take a look at font dialog box (click on format menu hen click on font

command).

Check box

Drop down list

Tabs Text Box

List Box

Preview Box

Command button



3.3. Formatting

Word divides its formatting options as follows: character, paragraph and page.

Character formatting can be applied to any amount of text and it includes changing

the font style, size, color of text, and making text bold, italic or underline. Paragraph

formatting applies to a paragraph or multiple paragraphs and it includes line spacing,

tabs and indents, and text alignment. Page formatting applies to entire pages and

sections and it includes margins, page numbering, and headers and footers.

Tabs Divides the dialog box into different sections. Clicking on

Character Spacing or Animation will take you to the respective

section containing different option related to the tab

Text Box Indicates you which option is selected from the list box.

List Box Displays different options related to Textbox name. To see more

of the options you can use scrolls if available.

Drop-

Down list

Button

Used to display different options or drop down list of the respective

property, i.e. click on color drop down list button to display

different color and click on one of it to select it.

Check box Indicates whether an option is selected or not. Tells you that it is

checked (selected); otherwise it is not selected.

Preview

box

Whenever you select an option you will see how it look in the

preview box. So it is the view before you apply it into your

document

Command

Button

When pressed, make something to happen. E.g. Press OK to

execute the commands you have chosen and close the dialog box

and CANCEL to close the dialogue box without executing the

command



3.3.1. Character Formatting

There are many ways you can change the appearance of text. You can make it bold or

italicize it; you can change the type of style or size; you can highlight the text or add

color to it.

To make text bold, italic, or underline:

1. Select the text you want to format or place the insertion point where you

want to begin applying the formatting.

2. Click on the appropriate button: Bold, Italic or underline from the

Toolbar. Or

Use Keyboard shortcuts i.e.

• Press Ctrl + B to make the text bold.

• Press Ctrl + I to make the text Italic

• Press Ctrl + U to make the text underline

To change the font, size, color, shading, and text bordering:

1. Select the text you want to change or position the insertion point where you want

the change to start. If your insertion point is positioned in the middle of a word

without anything selected, the change applies to the whole word.

2. Click on the appropriate formatting drop-down list button from the toolbar and

select any option you want.

Using the Font Dialogue Box

The font dialogue box lets you change as many characteristics as you want at once. In

addition, it gives you access to even more appearance options.



To make changes with the font dialogue box:

1. Select the text you want to change or place the insertion point where you want

the font change take effect.

2. Choose Font from the Format menu to open the font dialogue box

3. Select the various formatting options under the respective tab

4. Format selections are immediately reflected in the preview window of the

dialogue box. So you can experiment with the available options and preview the

results

Changing Text to Uppercase and Lowercase

To change the case of a text:

• Select the text you want to change

• Choose change case from the Format Menu to open the change case dialogue

box shown below

• Select the option you want and click on OK button

Note: Select the text and then press Shift + F3 to cycle among the change case

options. Stop when the text is the way you want it.

Inserting Special Symbols

There are many symbols, such as the copyright symbol, ©, used regularly in

documents that aren’t on the standard keyboard.



To insert symbols:

1. Choose Symbols from Insert menu

2. Choose a symbol from Symbol Font Sets shown in the character map on the

symbol page or from the list on the special characters page

3. Click insert button.

4. Click Close

3.3.2. Paragraph Formatting

In word paragraph is one of the basic units of a document. Every time you press the

ENTER key while typing, you create a new paragraph. To start a new line with out

starting a new paragraph, press Shift + Enter

Paragraph Indention and Alignment

Word has features that allow you to indent just the first line of each paragraph,

without typing the tab at the beginning of every paragraph using first line indent or

you can also indent the entire paragraph using the standard indent. And you can also

indent the rest of the line except the first line called hanging indent.

Setting indents using the ruler and the Toolbar

Increase Indent

Decrease Indent Left Indent

Ruler

First Line Indent

Hanging Indent

Right Indent



To use any indent:

• Put the insertion point in the paragraph you want to indent or select multiple

paragraphs.

To indent the entire paragraph from left:

• Click the increase indent button on the Formatting toolbar, which indents

with a standard measurement. Or

• Drag the left indent marker on the ruler (all the three indent marks will move

together)

To indent back to normal:

• Click the decrease indent button on the formatting toolbar. Or

• Drag the left indent marker to its original place

To indent the first line (First line indent):

• Drag the first line indent marker to a new position on the ruler. And drag it to

the left to remove the first line indent.

To indent the rest of the line except the first line (hanging indent)

• Drag the hanging indent marker to the new position on the ruler. And drag it to

the left to remove the hanging indent.

To indent the entire paragraph from the right:

• Drag the right indent marker that is found at the right side of the ruler

Changing alignment

By default, Word aligns or positions text left. However you have the option of

centering text, aligning it along the right margin or justified, i.e. expanding the

spaces in each line to align text at both the left and right margins.



To align text:

1. Click anywhere in the paragraph you want to format. Or select multiple

paragraphs

2. Click one of the paragraph alignment buttons on the formatting toolbar.

Note: when you choose one of the alignment buttons it appears pressed in, to

remove click it again.

Using the Paragraph dialog box:

• Click the Paragraph you want to format or select multiple paragraphs

• Choose Paragraph from the format menu. The following dialog box will be

displayed.

• To indent only the first line choose First Line from the Special drop-down list

and enter a measurement in the By box.

• To indent the entire paragraph, enter measurement in the left and/or right boxes

to specify how far to indent the paragraph from the left or right margin.



• To align text, choose one of the alignment options by clicking the alignment

drop-down list.

• Specify the spacing before and after the paragraph in the spacing section by

clicking the decrement and increment buttons inside the respective boxes.

• To change the measurement of the space in between the lines of the paragraph,

click the line spacing drop down list button and select any.

Note: as you select different options the preview box shows what the formatting will

look like on the page

Keeping text together

As you are typing, word moves the text to the next page as soon as you get to the

bottom margin. It doesn’t care whether it’s breading a two-line paragraph or ripping

a heading from its accompanying text. But you can control this situation by four

different features. The first, Hard Page Breaks are inserted with a keystroke or by

choosing Page Bread from the Break dialog box. You can obtain the rest through the

following procedure:

1. Click the Paragraph you want to format or select multiple paragraphs

2. Choose Paragraph from the Format menu and select the Line and Page

Break tab.

3. Check or uncheck the appropriate option and click OK.



Using Tabs

Tab stops are markers set by default at half-inch intervals across the width of the

document. Pressing the tab key moves the cursor from one tab stop to the next. One

of the most common uses of a tab is to indent the first line of a paragraph. There are

four basic types of tab stops:

Left: the default type. Text appears to the right of the tab stop

Center: Text automatically appear to the left and the right of the tab stop

until centered under the tab stop

Right: text appears to the left of the tab stop

Decimal: used for numeric entries. Text lines up with the decimal point

Tabs are also used to create parallel columns, vertically aligning text within, a

document. The tab-stop settings can be changed by using the ruler or the tabs dialog

box.

Setting Tabs Using the Ruler

1. Click the Tab button at the left end of the ruler to toggle through the four tab

choices.

2. Click on the ruler to set the tab-stops

3. Drag the Tab-stop marker on the ruler to change the tab position

4. Drag the tab-stop marker off the ruler to remove the tab stop

Setting Tabs and Leaders Using the Tabs Dialog Box

1. Open the Tabs dialog box by choosing Format Tabs

2. Type a decimal value in the Tabs Stop Position text box.

3. Select an alignment style and, optionally, a leader style.

4. Click Set

5. Repeat step 2 - 4 to set several tab stops

6. Click OK

7. Enter text, pressing Tab between each column



Bullets and Numbering

To create a bulleted or numbered list:

1. Select the list

2. Click the Numbering or Bullets button to create a numbered or bulleted list

from the Standard Toolbar

To remove Bullets and Numbers:

1. Select the Bulleted or Numbered list.

2. Click the Numbering or Bullets button in the standard to remove the numbered

list or bulleted list.

To create a custom Bullets and Numbers:

1. Select the list

2. Choose Bullets and Numbering from the Format menu to display bullets and

numbering dialogue box

3. Select the bulleted tab to apply bullets or the numbered tab to apply numbering

4. Select one of the bullets or numbers out of the preview boxes. If you can not find

bullets or numbers of your choice, select one of the preview boxes and click

Customize. Select the different options from the dialog box that appears and click

OK

5. Click OK button of Bullets and Numbering dialog box



3.3.3. Page Formatting

Page Breaks

With word, you usually don’t have to worry about where to end a page. As soon as

you type more text than will fit on a page, word inserts automatic page break and

starts anew page for the text that follows. But there are times when you may want to

force a page to break at a certain place.

To insert page break:

1. Position the insertion point where you want the page break

2. Choose the Break command from the insert menu. The break dialog box

will appear

3. Check the page break option, if not checked.

4. Choose OK button.

Or use Keyboard shortcut as:

• Press Ctrl + Enter key after placing the insertion point in the appropriate

position

Creating and Modifying Page Numbers

To create page numbers:

1. Choose Page Number from the Insert menu to open page number dialog box

2. Choose alignment & Position of the page numbers. Indicate whether you would

like the first page of the document to display a number

3. Click Format to change the type of numbers (1,2,3 or a, b, c), to continue the

numbering from the previous section, or to start at a number other than one.

Click OK. Click OK again to set the page numbering

4. View page numbers in page layout view or print preview

To Remove page numbers:



1. Choose Header and Footer from the View menu. Or double-click on the

page number.

2. Select page number. And press Backspace or delete key.

3. Choose close

Adding Boarders and Shading

You can grab the reader’s attention by making boarders and shadings to the text of

paragraphs. You can make boarders and shading by using the Table and Boarder Bar

or Border and shading Dialog Box.

Using Table and Boarder Bar

1. Place the insertion point in the paragraph you want to add a boarder to or select

Multiple paragraphs

2. Click the Table and Boarders button on the standard toolbar to open the Table

and Borders Toolbar

3. Click the down arrow next to the Line Style button and select a style

4. Click the down arrow to the Line weight button and select a line thickness

5. Click the down arrow next to the Boarders button to open the boarder’s palette

6. Click to select a border option. As you move your mouse pointer over the

different options, notice the ToolTip that tells you what the option does.

To apply Boarders:

1. Place your insertion point in the paragraph you want to format. (Select

multiple paragraph)

2. Choose Boarder and shading from the format menu to open the Borders and

shading dialog box as shown

3. Make any selections you want from the style, color, and width lists



4. Click on one of the settings button

Selecting None gives you no boarder at all. Use this option to get rid of

existing boarder on selected text

Selecting Box gives you a standard box that uses any Style, color and

Width setting you select

Selecting Shadow applies a shadow effect. (Works only for box with

four boarders)

Selecting Three-D gives you a 3-D effect

Selecting Customs creates a box using the options you click in the

preview

diagram. You can click the different buttons to mix and match various

boarder options



To Apply Shading behind a paragraph:

• Position your insertion point in the paragraph you want shade (or select

multiple paragraphs)

• Display Border and Shading dialog box and click on shading tab

• Choose a fill amount or color from the Fill palette.

• Choose a pattern from the style drop-down list.

• Choose a color from the color list

• Choose OK when you’ve made all your selections

Note: To apply border and shading to a text, select the text you want to apply the

formatting and follow the above procedure

3.4. Table of Contents

A table of contents lists headings in the order they appear in a document and the

page numbers where the headings appear. A table of contents usually appears at the

beginning of a document and can include several levels of headings.

To compile a table of contents by using built in heading styles:

• Position the insertion point where you want to create the table of

contents.

• From the Insert menu, Choose Index and tables tab.

• Select the Table of Contents tab from the Index and Tables dialog box

• When you finish Choose OK



3.5. Headers and Footers

A header or footer is piece of text that word repeats at the top of every page (header)

or at the bottom of every page (footer) in an entire document. A non-printing dashed

line indicates the header and footer in the document. You can format header and

footer just as you format any other text in your document.

To create header or Footer:

1. From the View menu, choose the Header and Footer command. Word

changes the document view to page layout view and displays the header

and footer toolbar.

2. The insertion point is placed in the header area. Enter the text you want to

print on top of every page. Click on the Switch between Header and

Footer button to switch to the footer area.

3. To return to the document work area, choose the close button.

To remove header or footer:

1. Double-click on the header or footer or from the view menu choose the

Header and Footer command

2. Delete the contents of the header and footer area.

3. Click on Close button

To create different Header and Footers for odd and even pages:

1. From the View menu, choose Header and Footer

2. Click the Page Setup button and select the Layout tab

3. Under Header and Footer section select the Different odd and Even check

box

4. Choose OK



Setting Page Margins:

Word gives you wonderful margins of 1-inch at the top and bottom and 1.24inch on

the left and right. If these defaults work for you, you don’t have to do any thing. But

if you want to change the margins, word lets you do it directly from the ruler or with

precise measurements in a dialog box.

To set margins using the dialog box:

1. Choose the Page Setup from the File menu and select the margins tab.

You will see the page setup dialog box. Three of the tabs in this dialog box

provide options for various page elements: Margins, paper size and layout.

2. Enter setting in the Top, Bottom, Left and Right text boxes. Check the

preview box to make sure that the margins are the way you want them. If

you plan to bind your document after printing, you can add an extra

margin along one side of the page to allow for binding. To add this extra

margin enter a measurement in the Gutter box

3. From the Apply To list, select whole document or This point

forward

4. Click Ok

Setting the Paper size and Orientation:

The paper size tab of the page Setup dialog box lets you set the size of paper on which

the document will be printed and select the page orientation. The default paper size

is A4. From the box, select the paper size you will be using for printing from the

Paper Size drop down list.

The Portrait option means that the document will print down the page, with

shorter side at the top and bottom. The Landscape option means that the document

will print across the page, with the shorter side at left and right.



The Layout tab

The Layout tab of the page setup dialog box controls how headers and footers are

setup, and how the text is vertically aligned

If the text in your document does not completely fill a page, you can set its vertical

position on the page in the vertical alignment box:

• The Top Setting starts the text at the top of the page

• The center setting moves the text down so that it is centered as a

block between the top and bottom margins

• The Justified setting increases the space between the paragraphs so

that the first line of text prints at the top margin and the last line

prints at the bottom margin.

3.6. Spelling and Grammar Checking

Word checks your document for spelling errors by using its main dictionary, which

contains most common words.

To check spelling and grammar:

On the Tools menu, click Spelling & Grammar or click spelling button on the

standard toolbar which display the spelling and grammar dialog box



If word finds a word that is not contained in any of the active dictionaries or any

grammatical error, it displays the spelling and grammar dialog box (Spelling errors

are typed in red while grammatical errors are typed in green in the dialog box)

A list of suggested spellings or grammatical corrections automatically appears in the

spelling and grammar dialog box. For every word that is displayed in dictionary box,

do one of the following:

• Choose the Change button to accept the current selection in the

suggestion box.

• Choose the Change All button on replace all instances of this misspelled

word in the document

• Choose Ignore to leave the word unchanged. (The wavy underline will

disappear.)

• Choose Ignore All to leave all occurrence of a wavy underlined word

without changing it.

• Choose the Auto correct button to add the misspelled word and its

correction to the Auto Correct list so that word will correct it

automatically as you type.



• Choose the Next Sentence to click in your document and manually edit

the current sentence, then click Next Sentence to accept your manual

changes and continue the spelling and grammar check

• Choose the Add button to add the highlighted word in the Not in

Dictionary to the custom dictionary. The next time word encounter this

word, it will not take it as an error.

• Choose the options button to open the Spelling and Grammar option

dialog box, where you can open a different custom dictionary or change

the rules that word uses to check spelling and Grammar. Word continues

searching for spelling mistakes for the rest of the document, and displays a

massage box on completion

• Choose the OK button to return to the document.

Checking Spelling in a selection

To check the spelling of a single word or range of text of text instead of the entire

document:

• Select the word or range of text

• Click on the spelling and grammar button on the standard toolbar. To

choose the spelling and grammar command from the Tools menu.

• If the word or selection contains any spelling mistakes, Word opens the

spelling and grammar dialog box and allows you to make corrections.

• On completion of the spell check, or if the word or selection contains no

spelling or grammar mistake, word displays a dialog box which ask you

whether you want to continue checking the remaining document or not

• Choose the Yes button to continue the spell check for the rest of the

document

• Choose the No button to return to the document



Using the Thesaurus Command

You can use the Thesaurus to improve the precession and variety of your writing.

You can quickly find synonyms (word with the same meaning) for a selected word or

phrase. For some words, you may also find antonyms (word with opposite meaning)

related words.

To look up words in Thesaurus:

1. Click on the word you want to look up and choose Tools →Language→

Thesaurus to open the thesaurus dialog box

2. Double-click on terms to look up those words

3. Click on words in the meaning column the best represent your context to

see synonyms for them. Double-click to get a list of words that have the

same or similar meaning.

4. Enter a new word to look up in the Replace with synonym text box.

5. To review previously looked up words, select from the drop-down list

under Looked Up.

3.7. Tables and Columns

3.7.1. Tables

With tables you can arrange columns of numbers and text in a document without

using tabs. A table is made up of rows and columns. The intersection between rows

and columns is called Cell. You can fill cells with text or even graphics. Within each

cell, text wraps just as it does between the margins of documents. The cell expands

vertically to fit the amount of text you type.



Creating Tables

To create a table using the Insert Table command:

1. Position the insertion point where you want to create a table

2. Click the Insert Table command from the Table menu. The insert table

dialog box will appear.

3. Specify the number of columns and rows in the respective boxes. And specify

the exact measurements for the width of columns in Column Width box.

And click OK

To create a table using the standard toolbar:

Click the Insert Table button on the standard toolbar and drag over the grid

until you have selected the number of rows and columns you wanted to create

and release the mouse button.

Moving and Selecting a Cell, Row and Column

Within a cell you can move the insertion point and select text just as you do in the

rest of your document.

To move around in a table:

Click in the cell you want to move to. Or use the cursor control keys (Arrow

keys and Tab)

To select a text inside a cell:

Drag over the text



To select a row:

Click the row selection bar (to the left of the row, the I-Beam will be changed

to a right pointing arrow)

To select a column:

• Click the column’s top gridline or border. Notice that the pointer becomes a

thick a thick down-arrow.

To select multiple cells, rows or columns:

• Drag across the cell, row or column; or select a single cell, row or column

and hold down Shift key.

NOTE: you can select rows, columns or the entire by positioning the insertion

point in the table and choosing Select Row, Select Column, Or Select Table

command from the Table menu

Inserting and Deleting Cells, Rows or Columns

To add a cell to a table:

1. Select a cell or cells above which you want to insert the new cells

2. Choose the Insert Cells command from the Table menu. The insert cells

dialog box appears.

3. Select one of the options, and then click the OK button



To add a row(s) to a table:

1. Select the row(s) above which you want to insert the new row(s)

2. Choose the Insert Rows command from the Table menu or the Tables and

Borders toolbar

Note: to add a single row to a table, position the insertion point outside the table at

the end of a row, and then press Enter. Or to add a row at the end of the

table, position the inserting point in the last cell of the last row and press Tab

key.

To add column(s) to a table:

1. Select the column(s) to the left of which you want to add the new column(s)

2. Choose Insert Columns command from Tables menu, or from Tables

and Borders toolbar

Deleting Cells, Rows and Columns

You can delete just the text in cells, rows or columns, or you can remove the cell,

row or column. To delete a text in a cell, row or column, just select and delete it, as

you would do else where in a document.

To delete cells:

1. Select the cell(s) you want to delete.

2. Choose the Delete Cells command from Table menu. The delete cells

dialog box appears

3. Choose one of the options, and click OK

To delete rows or columns:

1. Select the row(s) or column(s) you want to delete

2. From the table menu, choose Delete Rows or Delete Columns. Or click

the Cut button from the standard toolbar



You can move or copy cells, rows or columns in a table. To do so:

1. Select the cells, rows or columns you want to copy or move

2. Position the mouse pointer over the selection

3. To move the selection drag it to the new location when the arrow pointer

slants to the left

4. To copy the selection hold down Ctrl key while you drag the selection.

Merging and Splitting Cells and Columns

To merge (join a number of cells in to one) cells in the table:

1. Select the cells you want to merge

2. From the Table menu choose Merge Cells. Or click Merge

Cells button from the Tables and Border toolbar

To split (divide) cells:

1. Select the cell(s) you want to split

2. From the Table menu, choose Split Cells. Or click Split Cells from

the Tables and Border toolbar

3. Enter the number of row and column you want to split the selected cell(s) and

choose OK

Changing Column Width and Row Height

You can change the width of selected cells and entire column/row you want by

dragging the table column markers on the ruler or by dragging the column/row

boundaries. When you position the mouse pointer to column/row boundary, the

pointer will be changed to a bi-directional arrow. You can also specify exact column

width or row height by using the Cell Height and Width dialog box.



To change the Column Width

1. Select the column, or columns whose width you want to change

2. Choose the Cell Height and Width command from the Table menu. The

cell Height and width dialog box appears

3. Select the Column tab, if not selected

4. Specify a value in the Width of Column box

5. Specify a value in the Space Between Columns Box

6. Click OK

To change the row height:

1. Select the row(s) whose Height you want to change

2. Choose the Cell Height and Width command from the Table menu. The

cell Height and width dialog box appears

3. Select the Rows tab, if not selected

4. Choose the various options in the dialog box

5. Click OK



Formatting Tables

You can improve the readability of a table by formatting the text in the table, aligning

the text, creating column headings and adding borders and shading. You format text

within cells as in the rest of the document. The best way to format a table is to allow

Word automatically format the table. To do so:

Select the entire table or just place the insertion point in the table

1. Choose the Table Autoformat command from the Table menu. The Table

Autoformat dialog box appears

2. Select the available format from the format list. The preview window displays

a sample table of the selected format

3. Click the OK button

Sorting a Table

You can arrange entries of a table in alphabetical or numeric border, or you can sort

by date. Word changes the order of rows based on the first column unless you specify

a different column as the basis of sorting.

To sort a table:

Select the rows you want to sort

1. From the Table menu, choose Sort command. The sort dialog box appears

2. If you have a heading that you do not want to sort, select the Header Row

option. Under My List has section

3. Under sort by select column number, field number, paragraph or name

4. Under Type, select Number or Text, or Date and then select the

Ascending or Descending option

5. To use additional columns as a basis for sorting, repeat step 4 and 5

6. Choose OK



To Calculating a Value in a Table

1. Click the cell in which you want the result to appear

2. Go to Table Menu and Click on Formula

3. Click the Paste Function list arrow and then select a function

3.7.2. Columns

You can change the way a document looks by creating newspaper style columns.

Columns can be of equal or unequal width. You can also vary the number of columns

in a document or on a page. To see multiple columns on screen, switch to page

layout view or print preview.

To create Columns:

1. Switch your view to page layout view by clicking its button on the horizontal

scroll bar and do one of the following: If you want to format the entire

document, click any where in the document; if you want to format part of the

document in to columns, select part of the document

2. Form Format menu choose Columns.

Controlling Column Breaks

A column break is the point in the text where one column ends and the nest begins.

Word automatically distributes columns on pages, but you can insert column breaks

where you want one column to end and the next column to start.

To insert a column break:

1. Click the page layout view button

2. Position the insertion point where you want to start the new column

3. From insert menu choose Break. To display the Break dialog box

4. Under insert section select Column Break and choose OK



3.7.3. Drop Cap

You can format a paragraph to have a large initial or dropped capital letter or a large

first word

To put a Drop Cap:

1. Select the paragraph that you want to begin with an initial or dropped capital

letter

2. Choose Drop Cap from Format menu, the Drop Cap dialog box appears:

3. Click Dropped or In Margin

4. Select any other options you want

5. Click OK



3.7.4. Graphics and Text Boxes

Word makes it easy to bring electronic images called Clip into your document by

using the clip gallery. To insert an image from the clip gallery:

Position the insertion point where you want the picture

Choose Picture from the Insert menu and Clip Art from picture menu. This opens

Microsoft Clip Art Gallery. Select Clip Art tab.

Click on category name in the left column to display the pictures for that

category.

Click to select the graphic you want.

Click on the Insert button. Word places the image you selected in your

document. Notice the little boxes around the picture, they are called

handles and they appear whenever an image is selected.

Click anywhere outside the picture. The handles disappear, and the

picture is part of your document.

3.8. Working with Multiple Documents

Multiple open documents are handy if you want to refer to an old report or copy

parts of one letter into another. You can view each document in its own window or

all open documents in horizontally tiled windows. If you need to compare two

documents, you can view them side by side and scroll through them at the same

time. To view different parts of a document (convenient for summarizing a long

report), you can split it into two windows that you view simultaneously but edit and

scroll through independently.



Switch between Documents

• Click the Word Document button on the taskbar you want to display. • Click the Window menu, and then click the document on which you want to

work.

Arrange Multiple Document Windows

• Arrange All to fit all open windows on the screen. • Compare Side By Side With ..., click a document, and then click OK to tile

two windows and scroll through both documents at the same time.

3.9. Inserting AutoText

1. Position the insertion point where you want the AutoText to be inserted. 2. Click the Insert menu' and then point to AutoText. 3. Point to a category, and then click an entry. 4. To see additional choices or add your own entries, click the Insert menu' point to

AutoText' and then click AutoText. 5. To add an entry to the menu, type an entry in the Enter AutoText Entries Here

box, and then click Add. 6. Scroll down the list to find the AutoText entry you want to make, and then click

Insert.

3.10. Insert Files

1. Click the place in your document where you want to insert the file.

2. Click the Insert menu' and then click File.

3. Click the Look In list arrow to find the file to insert.

4. Select the file, and then click Insert.



3.11. Use AutoRecover

1. Click the Tools menu, and then click Options.

2. Click the Save tab.

3. Select the Save AutoRecover Info Every check box.

4. Enter the number of minutes, or click the up and down arrows to adjust the

minutes.

5. Click OK.

3.12. Finding and Replacing Formatting

Suddenly you realize all the bold text in your report would be easier to read in italics.

Do you spend time making these changes one by one? No. The Find and Replace

feature locates the formatting and instantly substitutes new formatting. If your search

for a formatting change is an easy one, click Less in the Find And Replace dialog box

to decrease the size of the dialog box. If your search is a more complex one, click

More to display additional options. With the Match Case option, you can specify

exact capitalization. The Go To tab quickly moves you to a place or item in your

document.

Find Text or Formatting

1. Click the Edit menu, and then click Find.

2. If you want to locate formated text, type the word or words.

3. Click More, click Format, and then click the formatting you want to find.

When you're done, click OK.

4. Click Find Next to select the next instance of the formatted text.

5. Click OK to confirm Word finished the search.

6. Click Cancel.



Find an Item or Location

1. Click the Edit menu, and then click Go To.

2. Click an item in the Go To What box.

3. Enter the item number or name.

4. Click Next, Previous, or Go To to locate the item.

5. When you're done, click Close.

Replace Text or Formatting

1. Click the Edit menu, and then click Replace.

2. If you want to locate formatted text, type the word or words.

3. Click the More button, click Format, and then click the formatting you want

to find. When you're done, click OK.

4. Press Tab, and then type any text you want to substitute.

5. Click Format, and then click the formatting you want to substitute. When

you're done, click OK.

3.13. Adding a Watermark

You can use a washed out version of your company logo, or you can add text such as

SAMPLE, DRAFT, PROPOSAL, or CONFIDENTIAL. Watermarks are useful for

making your documents look more professional. If you decide to change your

watermark, it's as easy as typing in some new text.



Create a Watermark from a Picture

1. Click the Format menu, point to Background, and then click Printed

Watermark.

2. Click the Picture Watermark option.

3. Click the Select Picture button.

4. Navigate to the picture you want to select and insert, and then click Insert.

5. Select any Scale or Washout options, and then click Apply.

6. Click Close.

Create a Watermark from Text

1. Click the Format menu, point to Background, and then click Printed

Watermark.

2. Click the Text Watermark option.

3. Select the Text options you wish to apply.

4. Click Apply and click close

3.14. Creating Footnotes or Endnotes

Footnotes are used to provide additional information that is inappropriate for the

body of the text, and to document your references for information or quotes

presented in the body of the document. Footnotes are appropriate for academic,

scientific, and, occasionally, business purposes. Footnotes appear at the bottom of

the page on which the information is cited, and Word automatically inserts a

reference mark at the insertion point to associate the information presented with the

note at the bottom of the page.



Creating and manipulating endnotes is identical to performing the same functions for

footnotes. Endnotes differ from footnotes in that they appear at the end of the

document or section (in the case of longer documents), not the bottom of the page

on which the reference mark appears.

Create a Footnote or Endnote

1. Position the insertion point where you want to insert a footnote.

2. Click the Insert menu' point to Reference' and then click Footnote.

3. Click the Footnotes option or the Endnotes option.

4. Click the list arrow next to the Footnotes or Endnotes option, and then select

the location where you want to place the footnote or endnote.

5. Verify that the Number Format option of 1,2,3… is selected.

6. Click Insert to insert a reference mark in the text. Word moves the insertion

point to the bottom of the page corresponding to the number of the reference

mark.

7. Type the text of your footnote or endnote.n

8. Click inside the body of the document to reposition the insertion point at the

desired location to continue with your work.

9. Click Close.

3.15. Creating a Bookmark

Instead of scrolling through a long document to find a specific word, phrase or

section you can use bookmarks. Bookmarks are used to mark text so that you, or

your reader, can return to it quickly. Using bookmarks as a destination lets you

navigate through a long document quickly. You can also navigate documents with

bookmarks by selecting a bookmark as a destination in the Go To dialog box.



Create a Bookmark

1. Click in your document where you want to insert a Bookmark.

2. Click the Insert menu, and then click Bookmark.

3. Type a one word descriptive name for your Bookmark.

4. Click Add.

Go to a Bookmark Location

1. Click the Edit menu, and then click Go To.

2. On the Go To tab, click Bookmark.

3. Click the Enter Bookmark Name list arrow, and then select the bookmark you

want to move to.

4. Click Go To.

5. If you want, choose another bookmark.

6. Click Close.

3.16. Creating a Table of Figures

If you are creating a document in which there are many illustrations (art,

photographs, charts, diagrams etc.), it is often helpful to the reader of your

document to provide a Table of Figures. A Table of Figures is like a Table of

Contents except that it deals only with the graphic content of a document, not the

written content. To create the Table of Figures, Word looks for text with the Style

code that you specify (Figure, Table, etc.). You can also add a tab leader to make the

table easier to read.



Create a Table of Figures

1. Put your cursor where you want the Table of Figures to appear.

2. Click the Insert menu' point to Reference' and then click Index And

Tables.

3. Click the Table Of Figures tab.

4. Click the Tab Leader list arrow, and then select the tab leader you

want to use.

5. Click the Formats list arrow, and then select the format you want to

use for the Table of Figures.

6. If you want to create a Table of Figures from something other

than the default Figure style, or the Table style, click Options.

7. Click the Style list arrow, select the text formatting that you

want Word to search for when building the Table of Figures,

and then click Close. All figure callouts of the selected style are

tagged for inclusion in the Table of Figures.

8. Click OK.

3.17. Numbering Heading Styles

If you use the pre-defined heading styles provided by Word, such as those that appear

in the Normal .dot template (Heading 1, Heading 2, Heading 3), you can also

optionally number headings with a format of your choosing. Some examples of the

proper times to use numbered headings include legal documents, scientific or other

academic papers, and so forth. Consult the Formatting and Styles guide of the

institution you are preparing the document for to determine whether this formatting

is preferred.



Create a Numbered Heading Using Styles

1. In your document, position the cursor where you want to place the numbered

heading.

2. Click the Format menu' and then click Bullets And Numbering.

3. Click the Outline Numbered tab.

4. Click a numbering format that contains the text "Heading 1", "Heading 2",

and so on, and then click OK.

5. Click the Styles and Formatting button on the Formatting toolbar, and then

select the heading style that you want.

6. Type the text of the heading, and then press Enter.

3.18. Apply Numbering to Custom Heading Styles

4. Select the text in which you want to apply a style.

5. Click the Format menu' and then click Bullets And Numbering.

6. Click the Outline Numbered tab.

7. Click a numbering format that contains the text "Heading 1", "Heading 2", and

so on, and then click Customize.

8. Click More to expand the Customize Outline Numbered List dialog box.

9. Click the heading level you want to number.

10. Click the Font button, format the selected heading level number, and then click

OK.

11. Click the Link Level To Style list arrow, and then select the name of the custom

style of text that you want to use for the level of numbering that you selected in

Step 6.

12. Repeat Steps 6-8 for each custom heading style that you want to number, and

then click OK.



12.1. Numbering Lines

Many legal documents use the formatting convention of numbering every line of text

to make it easier for multiple parties to refer to very specific text in a longer

document in the context of their discussions. Other types of documents that

sometimes use this convention are movie and television scripts. You can have Word

automatically number each line of text within a document.

Number Each Line in a Document

1. Click the View menu' and then click Print Layout.

2. Click the Edit menu' and then click Select All.

3. Click the File menu' and then click Page Setup.

4. If you're adding line numbers to part of a document, click the Apply To list

arrow, and then click Selections.

5. Click Line Numbers.

6. Click the Add Line Numbering check box to select it, and then select the

options you want.

7. Click OK.

8. Click OK.

12.2. Creating an Equation

If you are creating a scientific or academic paper that involves complex equations,

you may need to display them in the text without actually using them in conjunction

with a table. The standard keyboard does not have all of the mathematical symbols

you might need to create the equation, so you must use the Equation Editor.



Create an Equation

1. Click the Insert menu' and then click Object.

2. In the Object type box, click Microsoft Equation 3.0, and then click OK.

3. Build the equation by selecting symbols from the Equation toolbar, and then

by typing variables and numbers.

4. Press Enter to show the equation and return to your document.

12.3. Creating Mail Merge Documents

Mail merge is used to send the same letter to several people and spend a lot of time

changing personal information, such as names and addresses?

Start the Mail Merge Wizard

1. Click the Tools menu' point to Letters And Mailings' and then click

Mail Merge.

2. The Mail Merge task pane opens, displaying Step 1 of 6 in the Mail

Merge Wizard.

3. Select the type of document you are working on (in this case the

Letters option).

4. Click Next: Starting Document on the task pane to display Step 2 of 6.

5. Click a starting document option (such as Use The Current

Document).

6. Click Next: Select Recipients on the task pane to display Step 3 of 6.



12.4. Creating Documents Using Automatic

Formatting

Word can automatically perform some formatting functions for you as you type a

document.

Set Up Automatic Formatting

1. Click the Tools menu' and then click AutoCorrect Options

2. Click the AutoFormat As You Type tab.

3. Click the AutoFormat As You Type tab

4. Select or clear the AutoFormat check boxes you want to use

5. Click OK.

12.5. Inserting Comments

Comments are useful when someone who is editing the document has queries

pertaining to the document.

1. Position the insertion pointer where you want to insert a comment.

2. Click the View menu' point to Toolbars' and then click Reviewing.

3. Click the Insert menu' and then click Comment or click the Insert Comment

button on the Reviewing toolbar.

4. Type your comment in the balloon, and then click outside the balloon to save

it



12.6. Creating a Form

Forms are an easy way for you to interact with users of your documents, either

online or in print, and gain information and feedback from them in the process.

1. Click the View menu' point to Toolbars' and then click Forms.

2. Position the insertion point where you want to insert a form field.

3. Use the Forms toolbar to insert form fields.

12.7. Printing

Before printing a document, it is good to make sure that it will be printed the way

you want it. Use Print Preview to display a document, as it will look when printed.

To preview a document before printing:

On the standard toolbar, click the Print Preview button. Or from the file menu,

choose the Print Preview command.

Word changes from current view to print preview, and then displays one or more

pages, including the page that contains the insertion point.

Click the One Page button on the print preview toolbar to display one page at

a time.

Click the Multiple Page button, and then drag, over the grid to select the

number and configuration of pages to display two or more pages at a time.

Move the mouse pointer to the location you want to view, and click the mouse

button to view a magnified area of the document.

Click the Down Arrow next to the Zoom Control box, and select a magnification

type or percentage to enlarge or reduce the page(s) displayed.



Click the Full Screen button to hide all screen elements except the displayed page.

To return the hidden elements to the screen, click the Full Screen button again or

press Esc.

12.7.1. Editing Text in Print Preview

1. In print preview display the page you want to edit

2. Move the mouse pointer to the location you want to edit and then click the left

mouse button

3. Click the magnifier button to restore the insertion point and then edit the

document.

Do one of the following:

To return to the original magnification, click the magnifier button, and

then click the document

To exit print preview, and return to the previous view of the document,

click the Close button

12.7.2. To Print a Document:

Click the print button in any view, then word prints one copy of the document

Setting Printing Options

1. You can specify printing options such as number of pages or number of copies

you want to print in the print dialog box. To set printing options:



2. From the file menu, choose the print command to display the print dialog box as

shown bellow.

3. If the name in the Name box is the printer you actually have and want to print to,

you can move right ahead to printing. If there is no printer listed or you want to

choose a different printer, you have to make a selection. Click on the drop-down

list button next to the name field and select the desired printer.

4. To choose page range:

Check All option to print the entire document

Check Current Page option to print the current page (the page the

insertion point is found)

Check Selection option to print only selected part of the document.

Check Pages option to print any range of pages. For example, 5,9 means

print pages 5 and 9

5. To print a number of copies:

Type or adjust the number of copies you want to print, in the Number of

Copies box



Chapter 4: Introduction to Microsoft Excel

Excel is spreadsheet, charting and database application. However, Excel’s prime

function is as a spreadsheet, a powerful application for handling data, mostly

numerical data. A spreadsheet is rather like an electronic ledger, which provides a

method by which data can be analyzed and used in complex calculations.

4.1. Getting Start Excel

To start MS-Excel

Click on the start button then click on Microsoft Excel from the program submenu.

A workbook named book1 is displayed and is ready for input

4.2. Components of the workspace

Workbook

A workbook is the file Excel uses to store your data. The workbook consists of

worksheets- for calculating, and charting sheets- for creating charts.

Worksheets

A workbook may contain a single sheet or as many sheets as necessary. By default

Excel opens with a workbook of three sheers. The sheet currently in use is known as

the Active Sheer, is indicated by the tab in bold at the bottom of the worksheet.

Switching between sheets

If you wish to make a different sheet active simply click on its tab.

4.2.1. Data Entry

The worksheet is divided horizontally into rows and vertically into columns, as in the

figure opposite. The intersection of each row and column makes a box called Cell

and it is into the cells that you type your data. Each cell is referenced individually by

a column letter and row number, which together create a cell address or references.



To enter data in a cell move the pointer to the preferred cell and then click on the

mouse button. You can type any kind of data in a cell e.g. , text, numbers. When

you begin to type the data you are entering will appear in two places:

In the cell it self, called the Active Cell

On top of the window in an area called the Formula Bar

Editing Data

Once data has been entered into a cell, you can make changes by clicking on the cell

and editing in the Formula Bar. You will find it easier to edit using the formula bar

tether than editing in the cell it self.

Using the Backspace or Delete ( ) key will remove the entire contents of a

selected cell, or, if the pointer is in the formula bar, the Backspace or Delete enables

you to make changes in the content of the cell. When you have finished typing either

click on ( ). Clicking on (X) in the formula bar makes the active cell blank. Data can

be entered into a cell on the worksheet. It is also necessary to start with the first cell.

You can also make cells blank if you wish.

Moving the Cell pointer To move the pointer one cell to the left, right, up, or down, use the keyboard arrow

days. The table below shows other frequently used keyboard commands.

Keystrokes to move the cell pointer

Keys To Move PgDn Down one Screen PgUP Up one screen Home To column A in the current row Ctr1+ Home To cell A1



To activate a cell with a mouse, simply click the cell. If you want to see other areas of

the worksheet, use the scroll bars. To scroll up or down on row, click the up or

down arrow at the ends of the vertical scroll bar. Use the arrows at the either end of

horizontal scroll bar to scroll one column to the left or right.

Selecting Data

You can select data in excel cells in various ways:

To select an entire column or Row:

Click on the column or row letter

To copy adjacent columns or rows:

• Hold down the mouse button and drag the pointer across the column

the columns and rows

To select Non contiguous rows or Columns:

• Hold down the ctrl key and click on each column or row or cells in the

columns and rows

Block of cells can be selected by clicking on the top left cell and dragging diagonally

to the bottom right hand cell. To select all in the worksheet click on the select All

box. To de-select just click anywhere in the window.

4.2.2. Working with a Worksheet

To rename a worksheet:

1. Select the worksheet

2. Choose the Rename command from the Formant menu the sheet command.

Type the new name then click anywhere on the worksheet. Or

Right –Click being on the worksheet name, then select the Rename

command from the shortcut menu displayed and type the new

mane



You can also make the worksheet non-visible by using the Hide command

To hide the worksheet:

1. Select the worksheet

2. Choose the hide command from the format menu then sheet command.

After you apply this command the worksheet will not be visible.

To display the hidden worksheet (unhide the worksheet):

1. Choose the unhide command from the format menu then sheet command

2. Select the worksheet you want to unhide from the unhide dialog box

3. Click on OK button

To change the background of the worksheet:

Select the worksheet

1. Choose the background command from the format menu then sheet command

2. Select the background file by opening the appropriate folder or drive from the

sheet background dialog box

3. Click on OK

To delete a worksheet:

1. Activate the worksheet

2. From the edit menu select the delete sheet command

4.2.3. Exiting Excel Choose exit from the file menu or

Click on windows close button



4.3. Series

Microsoft Excel can create a variety of series such as sequential numbers, sates and

mixed text. For example, you can extend a series such as 1, 2,3, to include 4,5,6…

and so on.

The methods used to create a series are the FILL HANDLE on a cell or range

selection, and the fill series command on the edit menu.

4.3.1. Types of series

You can create several types of series in Microsoft excel.

• Time: A time series can include increments of days, weeks, or months.

Example: 9:00 ⇒, 11:00, 12:00…

Mon. ⇒ Tue, Wed, Th,

Jan ⇒ Feb, Mar, Apr…

• Linear: When you create a linear series, Microsoft excel increases or

decreases values by constant value.

Example: 1, 2, ⇒3, 4, 5….

1, 3, ⇒ 5, 7, 9…

100, 95, ⇒ 90, 85, 80

• Growth: when you create growth series, Microsoft Excel multiplies values

by a constant factor.

Example: 2 (step value2) 4,8,16

2 (step value 3) 6,18,54

• Auto File: This extends several types of data. The Auto Fill feature logically

repeats same series.

Example: product 1, product2, product3,

1st period, 2nd period, 3rd period,



4.3.2. Creating a Series

The fill handle can create most types of series that the series command on the edit

menu can create. The primary difference between the two is that the Fill Handle is

more direct and more interactive that, while the series command is better suited for

creating very large series or for specifying a stop value.

To create a series by dragging:

• Select a range of two cells and enter the first tow values for the series. Leave

the range selected

• To extend the selection into the adjacent cells to the right, drag the Fill

Handle to the right

• To extend the selection into the adjacent cells below, drag the Fill handle

down.

• You can see the current value in the series in the reference area of the

formula bar. This changes as you drag the Fill Handle.

To create the series with the series command:

• In the first cell where your want to start the series, enter a starting value.

• Select the cells in the row or column in which you want to extend the series,

starting at the cell in which you entered the starting value of the series.

• From the edit menu, choose Fill Series, the Fill Series dialog box appears:

• If you want the series to be in a row, select the row option under Series In. If

you want the series to be in a column, select the column option under Series

In.

• Under Type, select a series type.



• In the Step value box type the increment, decrement, or growth factor you

want to use.

• If you want Microsoft Excel to stop extending the series when it reaches a

certain value, type that value in the stop value box. Otherwise, Microsoft

Excel extends the series until it fills the entire selection

• Choose the OK button

4.3.3. Moving and Copying Data and Formats

With Microsoft excel, you can copy cells containing notes and formats. You can

move or copy cells to different part of the same worksheet, to another worksheet, or

to any other application that can read data from the clipboard. If you move cells,

Microsoft Excel automatically adjust relative cell references to the moved cells so

your formulas still work. If you copy cells, the original cells are not affected.

As in Microsoft word you have two methods to copy or move any screen element i.e.

Drag & Drop and Cut/Copy-paste method.

Moving Cells

Moving cells is like physically cutting out the cells and transferring them to a new

location either on the same worksheet or on different worksheet. When move cells,

Microsoft Excel moves the cells content the cell format and any notes attached to the

cell.

To move and replace cells by dragging:

• Select the cell or cells you want to move

• Position the mouse pointer over the border, the mouse pointer changes to an

arrow



• Hold down Shift and drag the border to the row or column grid line where

you want to

Insert data.

• Release the mouse button.

The Selection moves to cells around by the border, deleting the cells in the paste are.

To move and insert cells between existing cells by dragging:


• Position the mouse pointer over the border, the mouse pointer

changes to an arrow

• Hold down shift and drag the border to the row or column grid line

where you want to insert data.

• Release the mouse button.

The selection is inserted between the cells bordering of the row or column grid line.

To move and replace cells with Cut and paste command:


• From the Edit menu Choose Cut.

• Select the upper left cell of the paste area you want to move the data to

or select the entire paste area.

• From the Edit menu or standard toolbar, choose paste.

Copying Cells

Copying cells duplicate the cells and paste them into another location. When you

copy cells, Microsoft Excel copies, the cells content, the cell formats and any notes

attached to the cell.



To copy and replace cell by dragging:

• Select the cell or cells you want to copy.

• Position the mouse pointer over the border, the pointer changes to an arrow.

• Hold down Ctrl and drag the selection to where you want to copy the

selection.

• Position the border so that is surrounding the paste area you want t. Release

the mouse button

Note: To copy and inset cells between existing cells follow the above procedure but instead of

pressing only ctrl Key press Ctrl + Shift key.

To insert copied cells between existing cells with insert command:

Select the cell or cells you want to copy

• Click the copy tool, or choose copy from the Edit menu or the shortcut

menu.

• Select the upper left cell in the range where you want to insert the copied

cells.

• From the Insert menu or shortcut menu choose copied cells. Microsoft Excel

displays a dialog boxes so that you can chose which way you want to shift the

original cells.

• To shift the cells in the past area right, select the shift Right option button

• Choose OK button.



4.4. Editing a Worksheet

4.4.1. Inserting Cells, Columns and Rows

You can insert blank cells, or blank rows and columns

To insert a row, column, or range by dragging:

1. Select the entire row or column by clicking the row or column heading

2. position the mouse pointer over the Fill Handle

3. press Shift and drag the Fill Handle and select the number of rows or columns

you want to insert

4. Release the mouse button.

To insert an entire row or column by using the insert command:

1. Select the same size of rows or columns equal to the number of rows or

columns you want to insert

2. From the insert menu or short cut menu choose row or column

To insert cells:

1. Select the same size of cells as the range of blank cells you want to insert

2. From the insert menu or from the shortcut menu choose Cells

3. Select the shift cells right or down option to shift the other cells in the

worksheet to accommodate the inserted cells

4. Choose the OK button

4.4.2. Clearing and Deleting

Clearing a cell clears the contents, comments, or formats from that cell but leaves

the cleared cell in the structure of the worksheet. But deleting a cell completely

removes the cell and its contents from the worksheet and moves adjacent cells to

close-up the space that was occupied by the deleted cells



To clear cell contents, formats or comments:

1. Select the cell(s) you want to clear

2. From the Edit (or shortcut) menu choose clear

3. To clear formats, formats, contents, or comments, select the appropriate

options from the sub-menu or choose clear contents from the shortcut menu.

To erase a range of cells by dragging:

1. Drag across the range of cells you want to erase

2. Drag the Fill Handle across the rows or columns you want to erase

3. Release the mouse button

To delete a row, column or rang by dragging:

1. Select the cells you want to delete.

2. Position the mouse pointer over the Fill Handle

3. Press Shift and Drag the Fill Handle across the rows or columns you want to

delete

4. Release the mouse button

4.4.3. Find and Replace

To find cells containing specific data:

1. To search the entire worksheet, select a single cell. To limit the search, select

the cell range you want to search

2. From the Edit menu select Find command

3. Select the options you want

4. To search forward from the active cell choose the Find Next button. To

search backward hold down shift key and choose the Find Next command

5. Repeat step 5 until all occurrences of what you specified are found

6. End your work with the close button



To Find and Replace data:

1. To search the entire worksheet, select a single cell. To limit the search, select

the cell range you want to search

2. From the Edit menu select Replace command

3. In the Find What box type the content you want to find and replace

4. In the Replace What box type the data that will replace what you specified

Find What box

5. Select the options you want

6. To replace data in the active cell and fond the next occurrence, choose the

replace button. To replace all occurrences of the data, Choose Replace all

7. Click Close button

4.5. Formatting a Worksheet

4.5.1. Formatting the Appearance of Data

To add emphasis to your data, or to make your worksheet easier to read, you can use

the formatting features of Excel. You can format worksheet cells before or after you

enter the data. You can format the appearance of data with tools on the format

toolbar, or with the Cells command on the Format menu or shortcut menu.

To change the appearance of data using Cells command:

1. Select the cells you want to format

2. From the Format menu or shortcut menu, choose Cells. The format cells


3. Select the Font tab under Format Cells

4. Select the font styles, size and so on from the list

5. Click OK



Formatting Data with Numbers

Microsoft Excel includes variety of number, dates, and time formats. You can use

one of the built-in formats, or you can use one of the built in formats, or you can

create your own.

To assign a number, date or time format:

1. Select the cell or range you want to format

2. From the format menu, choose Cells

3. From the format cells dialog box, select the Number tab

4. In the category box, select the type of entry you want to format

5. Select the desired number format

6. Click OK

4.5.2. Aligning Worksheet Data

You can format cell entries and text box so that the data is aligned or rotated the way

you want.

To align text and numbers with the alignment tools:

1. Select the cell(s) you want to format

2. Click the Alignment tab from cell Format dialog box

3. Select the desired option

4. Click OK

4.5.3. Formatting Borders and Shading

You can shade cells or put a border around them. You can draw any combination of

horizontal and vertical lines on the left, right, top, or bottom of a cell. You can also

create double underlines and column lines.

To add borders or shading:




2. Form the format (or shortcut) menu choose Cells

3. Form the cells dialog box select the Border tab

4. Choose options you want

5. Click OK

To shade cells with a pattern:


2. Form the format (or shortcut) menu choose Cells and select the patterns tab

3. Choose options you want

4. Click OK

Changing Column Width and Row Heights

To quickly adjust the column width to accommodate the longest cell entry in the

column, double click the line to the right of the column heading. If more than one

column changes the column width of all selected columns

To select the standard column width:

1. Select the entire column, then from the format menu choose Column width

2. In the standard width box, type the column width you want

3. Click OK

To adjust row height to the best fit:

Double click the line below the row heading. If more than one row is selected

double clicking the row heading line for one row changes the tow height of all

selected columns

You can also use the row and column command under the Format menu to

customize the column width and row height as well as to fit them to the

longest or widest entry



4.6. Using A List to Organize Data

One way to store data on a worksheet is in a list. A list is a labeled series of rows that

contain similar data. For example, a list can be a listing of items with their

corresponding price. A list can be used as a database: you can think of a list as a

simple database, where rows are records and columns are fields. When performing

most database tasks such as finding, sorting or subtotaling data, Microsoft Excel

automatically recognizes your list as a database.

Once you create a list you can you can add, find, edit or delete records by using a

data form. A Data form is a dialog box that displays one complete record at time. To

use a data form your list should have column labels. Using criteria in data form, you

can search for data. When you click the criteria button in the data form, Excel

changes the data form so that you can you can type in the fields is interpreted as

search conditions.

4.6.1. Entering Database Information

After you decide the on the design of the database, you can create the database by

first entering the records according to the following guideline:

Database Size: a database can be as large as an entire worksheet

Field Name Location: the first row of your database must contain the field names;

a mane that identifies the data stored in a field. Each column in a database is a field.

4.6.2. Sorting a Database

You can reorganize the data in the database alphabetically or numerically with the

sort command on the data menu. You can sort rows or columns in any selection and

you can choose whether to sort the rows (or columns) in ascending (or descending)

order. You can specify up to three keys to sort a database.



To sort a list of data:

1. Select a single cell in the list

2. Select the Sort command from the Data menu. The sort dialog box appears.

3. In the sort by list box, select your first key column (if required, it is also

possible to select the second and the third key columns from the two then By

list boxes)

4. For each key column determine the order of sorting by selecting Ascending or

Descending.

5. Click options and select one of the Option buttons to sort Rows or Columns

and Click ok

6. Click OK or press Enter key

Note: - you can use the sort Ascending and sort Descending buttons on the standard toolbar to

Quickly sort the list by first selecting a cell from the list.

4.6.3. Filtering a List

Microsoft Excel allows you to view selected data from your lists. This can be done by

applying filters. In Excel there are two types of filters: Auto filter and Advanced

Filter

Auto Filter

To apply an auto filter:

1. Select a cell from the list

2. On the Data menu point to Filter. From filter sub menu select Auto Filter.

(Excel places drop down arrows directly on the field manes (column labels of

your list))

3. Click on one of these arrows to display a list of all unique items in the column

4. Select an item to display only those records, which conform to this criterion



Using Custom Criteria with Auto Filter

Usually you need to filter more complex criteria than those which are listed directly

under the drop down arrows.

To enter Custom Criteria

1. Choose custom from the drop down list. The following dialog box will be

displayed.

2. Enter the required criteria by clicking the operator drop down arrow

3. Colic OK

Advanced Filter

Advanced filter criteria can include multiple conditions applied in a single column,

multiple criteria applied to multiple columns, and conditions created as the result of

a formula.

Three or more conditions in a single column

If you have three or more conditions for a single column, type the criteria directly

below each other in separate rows. For example, the following criteria range displays

the rows that contain either “Davolio,” “Buchanan,” or “Suyama” in the Salesperson

Column.

Sales person

Davolio

Buchanan

Suyama



Criteria from two or mote columns

To find data that meets one condition in two or more columns, enter all the criteria

in the same row of the criteria range. For example, the following criteria range

displays all rows that contain “produce” in the Type column, “Davolio” in the

Salesperson column, and sales values greater than $1,000.

Type Salesperson Sales

produce Devolio >1000

Note: You can also specify multiple conditions for different columns and display

only the rows that meet all the conditions by using the Auto Filter command on the

Data menu.

To find data that meets either a condition in one column or a condition in another

column, enter the criteria in different rows of the criteria range. For example, the

following criteria range displays all rows that contain either “produce “ in the Type

column, “Davolio” in the Salesperson column, or sales values greater than $1,000.

Type Sales person Sales

Produce

Devolio

>1000

To find rows that meet one of two conditions in one column and one of two

conditions in another column, type the criteria in separate rows. For example, the

following criteria range displays the rows that contain Davolio in the Salesperson

column and sales values greater than $3,000, or the rows for salesperson Buchanan

with sales values greater than $1, 5000.



Sales person Sales

Devolio >3000

Buchanan >1500

To practice Advanced Filter method:

1. Define the criteria in a blank cell of the worksheet, either by typing the fields

or by coping from the list and setting arguments accordingly

2. Choose Advanced Filter from the Filter submenu under the Data menu.

The advanced filter dialog box will be displayed

3. In the List Range box specify the range of cells from the list for which the

criteria will be applied

4. In the Criteria Range box, click the Collapse Dialog button and select the

criteria range

5. Click the Copy to Another Location button if you want the filtered list to

be displayed in a different cell address. To do so click the Collapse Dialog

button in the Copy to box and select blank cells.

4.6.4. Data Forms

A data form is a dialog box that provides a simple way to view, change, add, and

delete records in your database, or to find specific records based on a given criterion.

Add a record to a list by using a data form:

1. Click a cell in the list you want to add the record to.

2. On the Data menu click Form, Excel displays the Data form. The data

form displays all fields of a record

3. Click New (to add a new record)



4. Type the information for the new record. To move to the next field, press

TAB. To move to the previous field, press SHIFT+TAB.

5. When you finish typing data, press ENTER or add the record.

6. When you finish adding records, click Close to add the new record and

close the data form.

Notes

• Fields that contain formulas display the results of the formula as a label. The label cannot

be changed in the data form.

• If you add a record that contains a formula, the formula is not calculated until you press

ENTER or click Close to add the record.

• While you are adding a record, you can undo changes if you click Restore before you press

ENTER or click Close to add the record.

• Microsoft Excel adds the record when you move to another record or close the data form.

Note: to find a record having a given data, click the Criteria button. Type the data you want to

Look for in the corresponding field; and click Find Next to search forward or click

Find prev to search backward.

4.7. Formulas

Entering formula is the basic technique you use to analyze data on a worksheet. With

a formula you can perform operations such as addition, subtraction, multiplication,

division, and comparison on worksheet values.

A formula can include any of the following elements: operators, Cell references,

values, or functions. A formula always begins with an equal sign (=)



Using Operators

Microsoft Excel uses three types of operators.

1. Arithmetic Operators: performs basic mathematical operations to produce

numeric results

Example: + (addition),-(Subtraction or Unary Minus),* (Multiplication),/

(division), % (percentage), and ∧ (exponentiation)

2. Test Operators: To combine two or more text values into a single text

value.

Example:& - connects or concatenates two or more text values together

3. Comparison Operators: compares two values and produces the logical

value True or False

Examples: =,>,<,>=(greater than or equal to ), <=(less than or equal to

),<>(not equal to )

Normally when you enter a formula in a cell, the result will be displayed in the cell and the

formula will be displayed in the formula bar.

4.7.1. Cell References

There are four types of cell references – A1, $A$1, $A1, A$1

A1 – this type of cell reference is called Relative Reference because it changes

relative to the position pointer.

$A$1 – this type of cell reference is called Absolute Reference. This reference does

not change with the position of the cell pointer. The “$” sign indicates tat both

the row number and the column letter are fixed.

$A1/A$1 – in $A1 the column letter is fixed and in A$1 the row number is fixed



To change a cell reference type:

1. Select the cell that contains a reference type you want to change

2. Select the cell reference by clicking it on the formula bar

3. Press F4 to toggle between the four reference types

4. When you are finished press Enter

Cell Reference Operators

There are three types of cell reference operators:

Range (colon) – produces a reference to all cells between the two references

inclusive.

E.g., A1:D5 means cells from A1 up to D5 including A1 and D5.

Union (Comma) – produces one reference, which includes the two separate

references

E.g., A1,D5 means the two separate cells: A1 and D5.

Intersection (Space) – produces one reference, which is common to the two separate

references. E.g., B7: D7 C6:C8 means only C7

Note: when using reference there is another way available: naming cells and range.

To mane cells or range of cells, select the cell (s); select Define from the Name

submenu on Insert menu and then type its name. You can also type the name

directly in the formula bar.

To enter a formula:-

1. Select the cell into which you want to enter the Formula

2. Type equal sign to activate the formula bar

3. type the formula. The formula appears both in the formula bar and in

the cell

4. Click the enter box ( ). The formula bar displays the formula and the

cell displays the result.



4.7.2. Worksheet Functions

A function is a special prewritten formula that takes a value or values ( which are

called Arguments), performs an operation and returns a value or values. The

arguments must be enclosed in parenthesis. For example instead of typing

=A1+A2+A3+A4, you can use the Sum function. To build the formula = Sum

(A1:A4)

To use functions:

1. Select the cell into which you want to `paste the function

2. Select Functions from Insert menu (or click the paste function button on

the Standard tool bar.) The function dialog box will be displayed

3. Select a function from the list to display the function dialog box

4. Type the arguments or type the collapse Dialog button to select the the

argument in the appropriate argument boxes

5. When you finish editing the formula click OK or press Enter

Note: you can also type the complete formula in the formula bar

Mathematical Functions

Microsoft Excel provides several mathematical functions for carrying out specialized

calculations quickly and easily

The sum Function

The sum function adds a series of numbers. It tales the form:

= Sum (Number1, Number2…..)

The argument is a series of numbers, formulas, ranges or cell references

that result in numbers. Sum ignores references to text values, logical

values or blank cells



The Auto sum button

If you select a cell and click the Auto sum button Excel creates the =Sum (

) formula and guesses which numbers you want to add. If the proposed

argument is correct you can click the Auto sum button for the second time to

enter the formula or else you can select the correct set of values to be added.

The SQRT Function

The SQRT function returns the positive square root of a number. It takes

the form:

= SQRT (Number)

If the number is negative, the SQRT function returns the #Num! Error

value

The product Function

Multiplies all the numbers referenced by its arguments. It takes the form:

= PRODUCT (Number1, Number2….)

Statistical Functions

The Average Functions

The Average Function computes the Average of the numbers in a range by

summing a series of values and then dividing by the number of values. It

takes the form:

=Average (number1, Number2…..)

It ignores blank, logical and text cells.

The Max Function

The Min function returns the smallest value in a range. It takes the form:

=Max (Number1, Number2…..)



The Min Function

The Min function returns the smallest value in a range. It takes the form:

=Min (Number1, Number2…..)

Logical Functions

Most logical functions use conditional test to determine whether a specified

condition is true or false. A conditional test is an equation that compares the

numbers, functions, formulas, labels or logical values. Every conditional test

must include at least one logical operator. Logical operators define the test

relationship between elements of the conditional test. For example, in the

conditional test A1>A2, the greater than(>) logical operator compares the values

in cells A1 and A2.

The If Function

= if (Conditional test, value if condition is true, value if condition is false)

You can use text arguments in If functions to return text strings instead of numeric

values

Example: = If (B2>=50, “Pass”, “Fail” )

If the value in cell B2 is greater than 50, the function returns “pass”, otherwise it

returns “Fail”, Note that the text arguments are enclosed in double quotes You can

use formulas as arguments in If functions.

E.g. = If (B2>500, B2 * 0.2, B2 * 0.1)

In the above example, the commission is calculated as 20% of the amount if the value

in cell B2 is greater than 500; otherwise it will be 10%of the amount.

The Nested If Function

At times you can not resolve a logical problem using only logical

operators. In these cases, You can use if function inside another if function

to create a hierarchy of tests.

E.g. = If (B2<50, “Failure”, if (b2<70, “Fair”, Good”)



If the value of in cell B2 is less than 50, the function returns,” Failure”. If it

is not less than 50 it compares it with 70 and if it is true (i.e., if B2 is

greater than 50 and less than 70) “Fair” will be returned; otherwise “Good”

will be returned.

The And, Or, and Not functions

These three additional functions help us develop compound conditional tests. The

functions work in conjunction with the simplest operators: =, <, >, >=, and <=

The AND and OR functions can have as many as 30 logical arguments. They have the

form:

=AND (logical Value1, logical value2…)

=OR (logical value1, logical value2….)

The not function has only one argument and it takes the form:

=NOT (Logical Value)

These functions are usually used with If function.

E.g.1, = IF (And (B2>50,C2>50), “pass”, “Failure”)

If the value in both B2 and C2 is greater than 50, “Pass” will be displayed;

Otherwise “Failure” will be displayed.

E.g.2, = IF (OR (B2>50, C2>50), “Pass”, “Failure”)

If the value in either B2 or C2 is greater than 50, “Pass” will be displayed;

otherwise “Failure” will be displayed.



4.8. Charts

A chart is a graphic representation of worksheet data. Values from worksheet cells,

or data points displayed as bars lines, columns, pie slices or other shapes in the chart.

Data points are grouped into data series which are distinguished by different colors or

patterns.

4.8.1. Creating a Chart

After selecting worksheet data that you want to plot, you can create a chart directly

on a worksheet or as a separate document on its own window. A chart created on a

worksheet is a graphic object called embedded chart and is saved as part of the

worksheet on which it was created.

To create an embedded chart on a worksheet with the chart wizard:

1. Select the range of worksheet cells that contain the data you want to plot

including any worksheet column or row labels that you want to use in the

chart. Do not select empty cells.

2. Click the chart wizard tool from the standard tool bar or select chart

command from insert menu. The char dialog box appears.

3. Select the type of chart you want and click next button to move to the next

step.

4. Enter the data range and click next

5. Select any appropriate tab and set the options in the third step of the wizard.

6. In the final step (Step4 of 4) of the chart wizard specify the chart location

i.e., select As Object In Option

7. Click finish, Microsoft Excel inserts the chart according to your choices



4.8.2. Parts of a Chart

Chart: The entire area in the chart window, including all elements of the chart

such as labels,

Axes, data markers.

Chart Menu Bar: The menu bar that displays the name of the chart menus when

a chart document is active.

Chart Toolbar: The tool bar that displays charting tools, chart formatting tools

and the chart wizard tool.

Plot Area: The area in which Excel plots data

Data Marker: A bar, area, Dot, picture or other symbol that marks a single data

point or value

Data labels: Are values of the worksheet displayed on top of the chart type

which it represents

Chart Data Series: A group of related values such as all the data values In a

single row or column of the worksheet selection. A chart can have one or more

data series.

Series Formula: A formula describing a chart data series.

Axis: A line that serves as a major reference for plotting data in a chart

Category Name: Category name corresponds to the labels for the worksheet

data that are usually plotted along the X-axis. The chart data series manes are

used in legend

Tick Mark: A small line that intersects an Axis and marks off a category, Scale

or Chart data series.

Grid Lines: Optical lines that extend from the tick marks on an Axis across the

plot area to make it easier for you to view data values

Chart text: Text that describes data or object in a chart



Legend: A key that identifies the patterns, colors, or symbols associated with

number of a chart data series and shows the chart data series name that

corresponds to each data marker

4.8.3. Working with Chart and Chart Items

To select a chart or a chart item:

• Just click on the chart or chart item you want to select.

To move the chart on the worksheet:

• Select the chart or any chart item you want to select.

To change the size of the chart:

• Select it and point to one of its corners when the pointer changes to a

double headed arrow, drag the chart to resize it

To delete an embedded chart:

1. Select it

2. Choose the chart type command from the chart menu

3. Select the chart type you want. Or click the arrow next to the chart type

button on the chart toolbar and select the chart type you want from the list

To delete an embedded chart:

1. Open the worksheet containing the embedded chart

2. Select the embedded char

3. From the edit or shortcut menu choose clear. Microsoft Excel removes the

chart from the worksheet

To delete a non embedded chart use the delete sheet command from the edit

menu

Formatting a Chart

Adding and Deleting Chart Text and Axis Titles



You can enhance the appearance of your chart by adding the required information.

For example,

To add a chart title or axis title:

1. Click the chart to which you want to add a title

2. On the chart menu, click in the chart options, and then type the text you want.

3. To add a charter title, click the Chart Title box, and then type the text you

want.

4. To add one or more axis titles, click in appropriate box for each title and then

type the text you want

Note: to insert a line break in a chart title or axis title, click the text on the chart

menu and click where you want to insert the line break, and then press ENTER.

To add unattached text:

1. Click the Textbox tool on the drawing bar and type the text you want while no

other text is selected

2. Click the Enter box or press Enter

To delete chart text:

1. Click the text to select

2. From the Edit menu or Shortcut menu, choose clear

To edit chart text:

1. Click the text on the chart to select it

2. Click inside the text

3. Make your editing

4. Click somewhere else but don’t press Enter.

Adding, Deleting, And Formatting A Chart Legend

A chart legend provides a guide to the data marker in much same way that a toad map

legend provides a guide to the colors and symbols used in a map.



To add a legend:

1. Click the chart to which you want to add a legend

2. On the Chart menu, click Chart Option, and then click the Legend tab

3. Select the show legend check box

4. Under placement, click the option you want

To delete legend:

Select the legend and choose the Clear command from the Edit menu formatting the

Chart Legend

You can control the style, color and weight of the borderline around the legend, and

the pattern, foreground color and background color used within the area of legend

box. To format the border and area or the legend box:

1. Double click the legend to display the Format legend dialog box. You can also

click the legend to select it and choose selected legend from the Format menu

or the shortcut

2. Select the Font tab and the patterns tab independently

3. To format the font of the legend text, choose the Font tab, and then select the

options You want

4. To apply all your changes and close the dialog box, choose the OK button



Chapter 5: Microsoft Access

5.1. What is a Database?

Definition: - Database is an organized collection of related information, i.e.

description of set of objects, people, events, transactions, locations, etc.

The origin of DATABASE is some (Business, Home, personal etc.) problem. The

problem itself may be simple or complicated which occurs regularly or happens only

once. The role of the database is then to provide a way to organize facts pertaining to

the raised problem in such a way that the organized facts suggest the solution itself.

People run their personal business with DATABASE such as checkbook, address

book, phone book, Mail list etc. Your bank for instance keeps track of your money

and the Accounting department monitors your payable and receivable accounts. Each

of the above examples organizes information (DATABASE) in such a way that it be

easily STORED, RETRIEVED and ACCESSED.

5.1.1. Starting Microsoft Access 2003

To Start Microsoft accesses do one of the followings:

• Click on the Start button, highlight programs, and then click on Microsoft

Access, or

• Double click on the shortcut icon from your desktop.

• Select Blank Database to create a new database.

• Select Database Wizard to create a new database with the help of Wizard

(a feature that guides you throughout the operation)



Note: - When you select one of the above options you will be prompted to

name the file, give it a name and click on Create button.

• Select Open an Existing Database, then the file you want from the list to

open an existing database.

5.1.2. The Microsoft Access 2003 Screen

After opening a new or an existing database, you will be launched to the Microsoft

Access Screen

(See fig.3 below)

MS – Access application Window

Fig .3 The Microsoft Access application windows



Application Window: -is a window that contains a running application. The

name of the application and any associated document, and the

application’s menu bar, appear at the top of the application window.

Database Window: -is a Window that display all database objects in the

current database.

Database Objects: -are list of database tables, queries, forms or other

database parts. For example, Membership List and Membership Code

tables in fig. 3 above are database objects.

Tabs: - are tags within the same window that show different

classification of the same topic. Clicking these tabs lets you switch to a

specific part of the topic. For example, clicking the table’s tab displays list

of all objects of that type. (See fig.3 above).

Toolbar: - contains buttons that give you quick access to many commands

and features.

The MS- Access has different Toolbars that are used to perform different

tasks

To display or hide any toolbar you want

• From view menu choose toolbars.

• Click on the toolbar you want to display or hide.



5.1.3. Using Help

On – screen help is an important feature of MS-Access. You can get help on

important commands, topics, and features of MS – Access. This can be obtained

by using the MS- Access Help menu or pressing F1 key.

If you have a dialog box open, or if you have a question about a screen icon or

any tool on the toolbar, you can get context- sensitive help using the Help tool

(?), by clicking the question mark in the dialog box or pressing SHIFT+F1.

And clicking on the button you need help (you can also use the Help tool on the

toolbar.)

Getting help using help menu

To get help using the Help Menu:

• From the Help menu, choose Contents and Index. The Microsoft Access Help

application window appears. (see fig.4)

• Type the feature you want to get information about.

• Click on the topic you want to know about and click on Display button or

double-click the topic.

Fig .4 help window



5.2. Designing and Creating Databases

5.2.1. Designing a Database

In a relational database, such as those created using Microsoft Access, you

store information about different subjects in separate tables.

To design a database:

• Determine the purpose of the database.

• Determine the tables.

• Determine the fields.

• Determine the relationships between information.

5.2.2. Creating a Database When you create a Microsoft Access database, you create one file that contains

the data and table structures as well as the queries, forms, reports, and other

objects that make up the database.

To create a database:

• Click the New Database button on the toolbar, or

• From the File menu, choose New database.

Microsoft Access displays the New Database dialog box where you specify a

name and location for the database.

Note: - You can create a database on the way when you start Microsoft Access,

by selecting Blank Database or Database Wizard from the Microsoft Access dialog

box. (See fig.21).

Table: - is a collection of data about a specific topic. Table organizes data into

columns (called fields) and rows (called records).

Design View: - is a window where you design and modify table’s structure.



Datasheet View:- is a window that displays data in column and row formats. In

the Datasheet View you can add, delete, append or modify your data.

5.2.3. Creating Tables To create a table with a Wizard:

Form the Database window, click the Tables tab, and then choose the New

button. In the New Table dialog box (see fig.5 below), choose the Table Wizard

option and click on OK.

Fig. 5 New Table Dialog Box

To create a custom designed table:

• From the Database window, click the Tables tab, and then choose the New

button.

• From the New Table dialog box, select Design View and click on OK.

The Table Design View screen appears (see fig. 6 below).

Fig. 6 Table Design view



In the Field Name column, type the name of the first field

In the Data Type column, select the data type you want by opening the list box

clicking the listing button . (About the available data types and their

selection refer the section.

Choosing Field Data Types

• In the Description column, type a description of the information this

field will contain.

Note that, the description is optional.

• Set the Filed properties for the field in the bottom part of the window,

depending on your choice.

• Repeat the above steps for each field in the table.

To save the table:

• Click the Save button on the toolbar or chose Save from the File

• menu to save the table design.

• Type a name for the table.

• Click on OK.

6



The following table shows the Field Data Types available in Access:

Data type Use for

Text. Text and numbers, such as names and addresses, phone numbers

and postal codes. A Text field can contain as many as 255

characters. Access assigns a default length of 50 characters.

Memo Lengthy text and numbers, such as descriptive comments or

explanations. A Memo field can contain up to 64,000 characters.

Number Numerical data on which you intend to perform mathematical

calculations, except calculations involving money. Set the Field

Size property to define the specific Number type.

AutoNumber

Sequential numbers automatically inserted by Microsoft Access.

Numbering begins with 1.

Date/Time

Dates and times. A variety of display formats is available, or you

can create your own.

Currency Currency values. Don’t use the Number data type for currency

values because numbers to the right of the decimal may be rounded

off during calculations. The Currency data type maintains a fixed

number of digits to the right of the decimal.

Yes/No

Yes/No, True/False, On/ Off, or fields that will contain only one

of two values.

OLE Object Objects created in other programs using the OLE protocol that can

be linked to or embedded in a Microsoft Access database through a

control in a form or report.



Adding a Field to a Table To add a field to a table:

• In table Design view, click on the row above which you want to add the new

field, then from the Insert menu choose Rows, or

• Click on the row above which you want to add the new field, then from the

Insert menu choose Lookup Field and follow the dialog box instruction to add

the new field.

Moving Fields in a Table

You can recorder the fields in a table. Changing field order in a table changes column

order in the table’s datasheet.

To move fields in a table:

• In the table’s Design view, select the fields you want to move by clicking each

field’s row selector.

• Click and hold down the mouse button in the row selector again.

• Microsoft Access displays a thin horizontal bar just above the last selected

row.

• Drag and drop the horizontal bar to the row just below where you want to

move the fields.

Deleting a Field from a Table

You can delete a field from a table at any time.

To delete a field from a table:

• In the table’s Design view, select the row containing the field you want to

delete.

• Press the Del key, or choose Delete Row from the Edit menu.



Primary key

Primary Key: - is one or more fields that uniquely identify each record in a table. In

the same way that a license plate number identifies a car, the primary key uniquely

identifies a record. (See fig.7

1. Types of Primary Key

There are three types of primary Keys; single- field, auto-number and multiple-field.

Single-field primary key:- Most table have a single- field primary key. Microsoft

Access won’t allow duplicate values in this field. For example, in the Customers

table (see fig.7), no two customers can have the same customer ID.

Auto number primary key: - you can automatically assign sequential numbers to

the records in your table by using an auto numbered field as the table’s primary key.

In the Employees table (see fig.7), the first employee is automatically assigned the

number “1”, the second employee “2” and so on.

Multiple- field primary key:- If a table has more than one primary key field,

Microsoft Access can not accept duplicate combinations of values. In the Order

Details table (see fig 7.) an order can list many products, but each product can be

listed only once per order. The primary key of this table consists of two fields, Order

ID and product ID.

2. Defining primary key

To define primary key

• In the table deign view, select the field (s) you want to assign as

primary key

• From the toolbar click on the Primary Key button or from Edit menu

choose Primary Key.



Adding and Editing Data

To add a record using a Datasheet:

• If you are in Table Design View, switch to the Datasheet View

(see fig.8) by clicking on the Datasheet View button from the toolbar

(Make sure to select Yes to save the design before you switch to the

Datasheet), or

• From Database Window highlight the table into which you want to

enter the record and click on Open button.

Type each field entry in the corresponding column

To delete a record:

• In the datasheet view, select the record you want to delete.

• Press the Del key or choose Delete from the Edit menu.

Microsoft Access prompts you to confirm the deletion.

• Choose Yes to delete the record permanently.

Editing a Files Data Type and properties

You can edit a field Data Type and properties any time you want. To do so,

• If you are in Datasheet view, click on the Design View button from the

toolbar

• From Database Window highlight the table you want to edit and click on

Design button

• Perform the edition you want, and then save the changes.



Selecting Fields and Records

To Select Do this

A single record Click the recorded selector.

Several records Drag down the record selectors.

All records Click the top record selector or choose Select All Records from

the Edit menu.

A single column Click the field selector.

Multiple columns Drag across the field selectors.

Single cell Click inside the left edge of the cell.

Multiple cells Drag the pointer across the cells, starting inside the left edge of a

cell.

Undoing last action

MS – Access lets you undo most of last actions performed accidentally, such as,

deleting field, moving field and son on.

To undo the last action:

• From the Edit menu, choose Undo< Action>. Note that Action is a

variable that represents the action you performed, for example, delete, or

• If you are prompted for confirmation, select NO or Cancel to revert the

action.

Freezing and Unfreezing Columns

In a datasheet, three are often more columns than you can view in the window at one

time. To help you view your data, you can “freeze” one or more columns on the left

side so that they don’t scroll off the screen.



To freeze a column:

• Click anywhere in the column, or click the field selector of the column

you want to freeze.

• From the Format menu, choose Freeze Columns.

To unfreeze column:

• From the Format menu, choose Unfreeze All Columns option.

Hiding and Unhanding Columns

You can temporarily hide columns in a datasheet. This is useful for removing

extraneous data from the screen without running or rerunning a query and for

copying and pasting data in specific columns:

To hide columns:

• Click anywhere in the column, or click the field selector of the column you

want to hide.

• From the Format menu, choose Hide Columns.

To unhide columns:

• From Format menu, choose Unhide Columns.

• Microsoft Access displays the Unhide columns dialog box. Exposed columns

have a check mark next to them.

• Check the column you want to unhide and click on Close button.



5.3. Organizing your Data

Using Microsoft Access’s sort feature you can sort the records in Ascending or

Descending order.

To sort records:

• In Datasheet view, select the column on which you want to base the sort.

• Click the Sort Ascending or Sort Descending button on the toolbar, or

• From Records menu choose sort, and then choose Ascending or

Descending.

5.3.1. Filtering Records

Using criteria you supplied, a filter can temporarily narrow your focus to a particular

set of records.

To filter records:

• In datasheet view, choose Filter from the Records menu.

• Select one of the Filter options, (Filter by From, Filter by Selection or

Advanced Filter/Sort)

Filter by Form: - Displays a datasheet where you enter the filter criteria. Enter the

criteria in the field column, which is used as filter criteria.

Note: - If you want to use multiple criteria for filtering, enter each criteria in its

corresponding column within the same row, for AND and for OR enter the first

criteria, then by clicking on Or tab enter the next criteria and continue doing the

same for the rest.



Filter by Selection:- Selects the records by the highlighted (selected )field.

Advanced Filter /Sort:- Displays window with two portions. The top portion of

the window contains a field list for the underlying table or query and the lower

portion displays the grid in which you specify the filter criteria.

Add the field or fields for which you want to specify criteria in the grid by double-

clicking it from the top portion of the window.

Enter the criteria for the fields you have included in the defined area.

Note:- For multiple criteria related with AND, enter the criteria in the same row,

whereas for criteria related with OR, enter the criteria in different rows.

If you want to sort the filtered records, click the sort box of the fields on which you

want to base the sort, click the arrow, and then choose Ascending or Descending.

To apply the filter, click the Apply Filter/Sort button on the toolbar, or

Choose Apply Filter/Sort from the Records menu.

5.3.2. Entering Criteria

Criteria is an instruction you use to tell Microsoft Access to display the records you

want. You can enter criteria for on e or more fields.

To enter criteria:

• In the Filter window, click the first Criteria cell beneath the field for which

you want to set criteria.

• Enter the criteria expression by typing it or by using the Expression Builder.

• To enter another expression in the same field or in another field, move to the

appropriate criteria cell and enter the expression. (For AND and OR relations

see the notes in Filtering Records section).



5.3.3. The AND and OR Relations

If you want to use multiple- criteria to select records, you relate the criteria either

with AND or with OR.

• To relate criteria with AND enter all criteria you need in the same row.

Note: - If the criteria are related with AND unless all conditions are fulfilled the

record will not be selected.

• To relate criteria with OR enter each criteria in different rows.

Note:- If the criteria are related with OR, the record will be selected if at least one

condition is fulfilled.

5.3.4. Inserting Column or Row

To insert a column (field):

• Click anywhere in the column to the right of where you want the new column

to be inserted.

• From the Insert menu, choose Column.

To insert a row (record):

• From Insert menu, choose Record.

5.3.5. Deleting Column or Row

To delete a column (field):

• Select the column by clicking its column selector or click any where in the

column

• Choose Delete Column from the Edit menu.

To delete a row (record):

• Select the row by clicking its row selector or click anywhere in the row



• Choose Delete Record from Edit menu.

5.3.6. Removing a Filter

When you remove a filter from a table or form, Microsoft Access redisplays all the

records from the underlying table or query in their original order.

To remove a filter:

• Click the Apply Filter/Sort button 0 on the toolbar, or

• Select Remove Filter/Sort option from Records menu.

5.3.7. Saving a Filter as a Query

You can save a filter as a query for later use. The query will contain the criteria and

sort order you entered in the Filter window.

To save a filter as a query:

• In the Filter window, click the right mouse button, and then choose Save As

Query from the shortcut menu or choose Save As Query from the File

menu.

• Type a name for the query.

• Click on OK. The new query appears in the Database window within the

Queries tab.

5.3.8. Copying and Moving Microsoft Access Objects or

Text

To copy a database object:

• In the Database window, select the object you want to copy.



• From the Edit menu, choose Copy.

• If you are copying the object into a different database, close the current

database and open the database into which you want to past the object.

• From the Edit menu, choose paste.

5.3.9. Printing a Datasheet

Microsoft Access prints a datasheet as it appears on the screen.

For large datasheets, Microsoft Access prints from left-to- right and then from top-

to- bottom. For example, if Your datasheet is three pages wide and two pages long,

Microsoft Access prints the top three pages first, then the bottom three pages. You

can preview your datasheet before printing by choosing print preview from the

File menu.

To print a datasheet:

• Display the table, query or form datasheet.

• If you intend to print selected records. To print all the records, select

nothing.

• Click the print button on the toolbar, or choose print from the File menu.

• In the print dialog box, under print Range, choose one of the following

options:

• Define the number of copies you want to print

• Click on OK.



5.3.10. Renaming a Database Object

To rename a database object:

• In the Database window, select the object from the appropriate object list.

• From the Edit menu, choose Rename.

• Type a new name for the object, following Microsoft Access standard naming

Conventions, and then click on OK.

This option Prints

All All of the records in the table.

Selection The selected records.

Pages Specific pages from your table. Specify the page numbers of the first

and

Last pages you want to print.



5.4. Queries

You use queries to view, change and analyze data in different ways. You can also use

them as the source of records for forms and reports.

5.4.1. Types of Queries

In Microsoft Access there are six types of queries available. (Select query, Crosstab

query, Maketable query, Update query, Append query and Delete query). The

Maketable, Update, Append and Delete queries are called Action Queries.

Select Query:- Retrieves data from one or more tables using criteria you specify

and then displays it in the order you want.

Crosstab Query:- Displays summarized values( Sums, Counts, Averages and so on)

from one field in a table and groups them by one set of facts listed down the left side

of the datasheet and another set of facts listed across the top of the datasheet.

Marketable Query:- Creates a new table from all or part of the data in one or

more tables.

Update Query:- Makes global changes to a group of records in one or more tables.

For example, you can raise the salaries by 5% for employees with in a certain job

category.

Append Query:- Adds a group of records from one or more tables to the end of

one or more tables.

Delete Query:- Deletes a group of records from one or more tables. Once you

delete records using a delete query, you can’t undo the operation. Make sure

you have selected only the records you want to delete before running your

query. It is advisable to have backup copies of your at all times, so that if you

delete the wrong records, you can retrieve them from your backup copies.



5.4.2. Creating a Query with a Wizard

With a Query Wizard, you can quickly create advanced queries.

To create a query with a Wizard:

• In the Database window, click the Queries Tab, or

• Choose Queries from the database Objects submenu under the View menu.

• Click the New button.

• From New Query dialog box, choose the Wizard type you want, then click

on OK

• Follow the instructions in the Wizard dialog boxes.

5.4.3. Creating a Custom Designed Query

To create a custom designed query:

• In the Database window, click the Queries Tab, or

• Choose Queries from the View menu.

• Click the New button.

• From New Query dialog box select Design View and click on OK.

• The Show Table dialog box will be displayed as follows:

Fig.10 The Show Table dialog box



• Select the table or query you want to use and click on Add button.

• Multiple selections is possible.

• Close the show table dialog box. The query design screen will be displayed

as follows:

• Double-click the field you want to use in the query from the upper part of

the query design screen. The field will be added in the Design Gird (the

lower part of the query design screen). You can select and drag on field

or several fields, as described below.

To select Do this

A field Click the field name. (You can also double-click the name

in the field list or select a field directly from the list box

in the Field row on the Design Grid.)

A block of fields Hold down the Shift key and select the first and last

fields in the block.

Non- contiguous fields Hold down the Ctrl key as you select the fields.

All fields Double-click the title bar of the field list.

The whole table or

query

Click the asterisk (*).

Note: - If you want to remove a field after you added it in the Design Grid,

select the field by clicking its column selector, then press the Del key, or choose



Delete Column from the Edit menu.

• Select the query type you want to apply from the Query menu

• Enter additional information you need, depending on the type of query

you are creating

• When you finish click on Run button, to execute the query, or

• Save the query by clicking on save button and giving a name to the

query.

5.4.4. Expressions in Queries and Filters

You can use expressions in queries and filters to specify criteria, update values

in a group of records, or create query fields that are based on a calculation.

You can type an expression in several places in the Design grid.

The table below shows where to type an expression to perform these operations.

Type in To

A Criteria cell Specify criteria for a select, cross tab, or action query.

An Update To

cell

Update records according to the results of the expression

(update queries only).

A Field cell Create a calculated field.

When you are designing a filter, you can type an expression in a Criteria cell or

a Field cell.



5.4.5. Creating Select Query

To create a select query:

• In the Query Design View, choose Select from Query menu. (Select Query is

the default query).

• Refine your query by entering criteria, sorting, creating calculated fields, and

so on.

• When you finish run and /or save query.

5.4.6. Creating Make table Query

To create a make table query:

• In the query’s Design view, choose Make-Table from Query menu.

• Type the name of the new table in the Table Name box, or select the table

from the list if you want to replace the data in the selected table with the data

from the new table.

• Click on OK

• Set criteria just as if you are creating a select query to select the records you

want to create the table with.

• Click the Run button on the toolbar, or choose Run from the Query menu.

• Microsoft Access displays a confirmation box that tells you how many records

will be pasted to the new table.

• Choose OK to confirm the displayed prompt.

A new table with the selected records will be created.



To view table with the selected records will be created.

• Click the Database Window button or select Database Objects from

view menu, to display the Database window.

• Click the Tables Tab to display the list of tables, and then double-

click the name of the table you just created or click on the table

and click on Open button.

5.4.7. Creating an Update Query

To update records:

• In the query’s Design vies, select Update from the Query menu


want to update.

• In the Update To cell for the field you want to update, use the Expression

Builder or type an expression or a value to change the data. For example, to

reduce prices by 20 percent in a Cost field, type {cost} *.8.


• Microsoft Access displays a confirmation box that tell you how many records

will be updated in the table.

• Click on OK to confirm the update.

To view the results of an update query:

• From the Query menu, choose Select:

• Click the Datasheet View button on the toolbar to see your updated

records in Datasheet view.



5.4.8. Creating an Append Query

To append records to a table:

• In the Query's Design view, select Append from the Query menu.

• In the Append dialog box, type the name of the table you want to append

the records to in the Append To list box, or select table name from the list.

• Choose OK when you finish.

Microsoft Access adds the Append To row to the Design Grid of the Append

Query window.


want to append.

• Select from the list, the field names of the table you are appending records to

in the Append To row, matching them to the fields in the Filled row.


• Microsoft Access displays a confirmation box that tells you how many records

will be added to the table.

• Choose OK to confirm the displayed message.

5.4.9. Using a Calculated Field in a Query

You can create fields in a query by using an expression to calculate values.

To create a calculated field in a query:

• In the query's Design view, click the right mouse button in an empty cell, in

the Field row.

• Select Build.

• In the Expression Builder dialog box, type the field name for the new

calculated field to be created, then type colon (:).



Note: - that, if you don't enter a field name in the Expression Builder, Microsoft

Access assigns names such as Expr1, which may be meaningless for the field you

are creating.

• Enter the expression (formula) you want. For building the expression you can

use fields from the Database Objects, Built- in functions, numbers and other

operators and constants, directly from the Expression Builder dialog box.

• When you finish click on OK.

5.4.10. Editing a Query

You can modify a query or save it with a new name to create a new query.

To insert fields:

• In the query's Design view, drag the fields from the field list to the column in

which you want them inserted in the Design grid.

• The field currently shown in that column and all fields to its right move one

column to the right.

To delete fields:

• In the query's Design view, click the column selectors of the fields you want

to delete.

• Press the Del key, or choose Delete Column from the Edit menu.

To move fields:

• In the query's Design view, click the column selectors of the fields you want

to move.

• Click the column selectors again, and drag the fields to their new location.

The displaced field and all fields to its right move to the right.



5.5. Forms

Forms are used for data entry, to open other forms, to accept user input and then

carry out an action based on that input.

5.5.1. Types of Form Views

Microsoft Access offers four types of form views; Design View, print preview,

Datasheet View and Form View.

5.5.2. Creating A Quick form

To create a quick form:

• In the Database window, click the Forms tab.

• Click on New button

• Select the table or query on which you want to base the form.

• Select one of the Quick Form options (Columnar, Tabular or

Datasheet), displayed in the New Form dialog box.

• Click on OK.

Microsoft creates the form type you selected automatically.

5.5.3. Creating A Form Using A Wizard

With a Wizard, you can quickly create a basic form that shows all the fields

and records in a Form View.

Note:- You can modify the form created using the Wizard any time you want.



To create form without a Wizard:




• Select Form Wizard from the New Form dialog box

• Click on OK.

Follow the instructions of the Wizard's dialog boxes and perform the needed tasks

5.5.4. Creating A Custom Designed Form

To create a form without a Wizard:




• Select Design view from New Form dialog box

• Click on OK.

• The Form Design View will be displayed.

fig. 14 The Form Design View



• Click on Field List button from the toolbar

• Drag the Field you want on the Form Design View

• Apply the formatting you want using the Formatting toolbar and the

Toolbox

Perform other tasks you want. When you finish, Click on Form View button o to

view the appearance of the form.

5.5.5. Making a Form Read-Only

You can prevent data from being accidentally changed, inserted in, or deleted from a

table by setting the Allow Edits property for a form.

To make a form read-only:

• In the form's Design view, display the properties box for the form.

• Set the Allow Filter, Allow Edits, Allow Deletions and Allow

Additions properties to NO.

Validating Fields and Records in Forms A Validation Rule sets limits on the values you can enter in a field. If the rule is

violated, Microsoft Access displays an error message that you define in the

Validation Text property.

To create a validation rule for a control on a form:

• Display the properties box

• From the form, select the field for which you want to set a validation rule.

• In the properties box, enter the Validation Rule and the Validation

Text properties for the selected field.



Property Description

Validation Rule Tests data before it's stored in a table.

Validation Text Specifies the error message displayed when the

expression in the Validation Rule property

evaluates to False.

5.5.6. Creating a Form with multiple Screens or pages

For a form used in Form view, you can add a page break to mark the start of a

new screen.

For printed forms, you can add a page break to start a new page n the middle of a

section.

To create a multi screen or multi page form:

• In the Design view of your form, display the toolbox and properties

box if they are not already displayed.

• Choose the page break tool in the toolbox, and then click on the form

where you want a new screen or page to start.

5.5.7. Adding a Label and Editing Label Text

A label is a type of control you can place on your form to add information.

To draw a freestanding label:

• Click the label tool in the Toolbox.

• Click where you want to place the label.

• Type the label you want.

To Edit text in a label:



• Click the label you want to edit.

• Click the label again.

• Add the new text or delete the text you want from the label.

5.5.8. Changing the Appearance of Text

To change the text appearance

• Click on the label.

• Select the format type you want, such as font, size, font style, and so on, from

the Formatting toolbar.

• If the label text doesn't fit in its box, you can resize it as you do with any other

boxes.

You can change the visual style of the label to give it a better look.

To change the visual style of a label:

• Click on the label.

• Display the properties box.

• Click on the Format tab in the properties box.

• Click the option that refers to the style you want to apply. For example,

Special Effect, border Style, Back Color, and so on.

• Click on the corresponding drop-down arrow of the style you want to apply,

then select the option you want.

• Close the properties box.

• To change the color, and other formats of the label, use the Formatting

toolbar buttons.



5.6. Reports

Report is an effective way to present your data in a printed format. Because you have

control over the size and application of everything on a report, you can display the

information the way you want to see it.

5.6.1. Generating a Quick Report

To create a quick report:

• In the Database window, click Reports Tab.

• Click on New button.

• Select the table or query on which you want to base the report, from the New

Report dialog box.

• Select one of the two Auto Report options (Columnar or Tabular).

• Click on OK.

• Microsoft Access will create the report for the table or query you have

selected automatically.

5.6.2. Generating a Report using a Wizard

With a Wizard, you can quickly create a basic report that shows all the fields and

records in a table or query, or you can create a custom report that displays data from

selected fields in a particular format such as mailing labels.

To generating a report with a wizard:

• In the Database window, click the Reports Tab.

• Click on New button.

• Select the table or query on which you want to base the report, from the New Report

dialog box.

• Select Report Wizard, and then click on OK.

• Follow the instructions in the Wizard dialog boxes.



5.6.3. Generating a Custom Designed Report

To create a report without a Wizard:

• In the Database window, click the Reports Tab.

• Choose the New button.

• Select the table or query on which you want to base the report, from the

New Report dialog box.

• Select Design View, then click on OK.

• A blank report appears in Design view. You can add controls, sorting and

grouping levels, and other design features according to your specifications.

• Click on Field List button from the toolbar

• Drag the Field you want on the Report Design View

• Apply the formatting you want using the Formatting toolbar and the

Toolbox.

5.6.4. Changing a Form or Report's Underlying Table or

Query

Microsoft Access stores the name of the table or query from which a form or report

gets its data in the Record Source property. To change the underlying table or

query, reset the Record Source property.

To change the underlying table or query for a Form report:

• In the form or report's Design view, display the properties box for the form

or report.

• In the Record Source property box, select or type the name of a table or

query.



5.6.5. Creating a Sub report

A report within another report is a subreport.

You can use sub reports to

• Display summary data or detail records related to the information in a main

report.

• Combine two or more unrelated reports in an unbound main report.

To create a subreport:

• Create a report that you want to use as a subreport and save it.

• Open the main report in Design view.

• Press F11 to display the Database window.

• From the Database window, drag the report you created to the appropriate

section in the main report. For example, to print the report the report before

each group, drag it to the group header.

• Move the subreport control to the desired location and adjust the size of the

section, if necessary.

• If the data in the subreport is related to the data in the main report, ensure

that the subreport prints the correct records for each group by linking the

subreport control to the main report.

To link the subreport to the main report

Display the properties box for the subreport control, then set Link Child Fields

and Link Master Fields properties. In most cases, Microsoft Access will set these

properties automatically.

Lining a Subform/ Subreport Control to a Main Form or Report

When you use a subform or subreport, you want to make sure that it displays the

records that correspond to the record in the main form or repot. To synchronize the



records, you specify the linking fields or controls in the main form or report and the

linking fields in the subform/ subreport.

To link a subform/ Subreport control to a main form or report:

• In Design view of the main form or report, open the Properties box for the

Subform/subreport control.

• Set the Link Child Fields property to the linking fields in the Subform or

subreport.

• Set the Link Master Fields property to the linking fields or controls in the

main form or report.

5.6.6. Changing the Layout of a Subform or Subreport

To facilitate making changes to a sub form’s or sub report's design, you can open it

from the main form or report in which it was inserted.

To change the layout of a subform or subreport:

• In Design view of the main form or report, make sure the subform or

subreport control is not selected. (To cancel the selection, click any where in

the main form or report outside the subform or subreport control.)

• Double- click within the subform or subreport control.

• Make changes to the design.

• Save and close the subform or subreport.

• On the main form or report, click inside the subform or subreport control.

• Press Enter to load the changed subform or subreport.



5.6.7. Sorting and Grouping Data in Reports

You can print data in a specified order. If you want to highlight or summarize certain

information, you can divide data into separate groups and sort records within the

groups.

To sort data:

• In the report's Design view, display the Sorting and Grouping box, by clicking

on the Sorting and Grouping button, from the toolbar.

The sorting and grouping dialog box appears.

Fig 18 Sorting and Grouping dialog box

• In the First row of the Filed/Expression column, select a field name, or type

an expression.

• To change the sort order, select Descending from the Sort Order list.

• When you finish close the dialog box.

To group data:

• Set the sort order for the data in the report as specified above.

• Click the field or expression whose group properties you want to set.

• Set the group properties listed in the following table, in the Group

properties section.



Use this property To

Group Header Add or remove a group header for the field or expression.

Group Footer Add or remove a group footer for the field or expression.

Group On Specify how you want the values grouped. The options you

see depend on the data type of the field on which you're

grouping. If you group on an expression, you see all the

options: Text, Data/ Time, and numeric fields.

Group Interval Specify any interval that is valid for the values in the field or

expression you're grouping on.

Keep Together Determine whether Microsoft Access prints all or only part of

a group on one page.

5.6.8. Changing Sorting and Grouping Order

You can change how the data in a report is sorted and grouped by changing the order

in which the fields or expressions are listed in the Sorting and Grouping box.

To change sorting and grouping order:

• In the Report's Design view, click on the Sorting and Grouping button from

the toolbar.

• In the Sorting and Grouping box, click the selector of the field or expression

you want to move.

• Click the selector again, and drag the row to a new location in the list.

Note:- If the groups you're rearranging have headers or footers, Microsoft Access

moves the headers, footers, and all the controls in them to their new positions.

However, you must adjust the locations of the controls in the headers and footers

yourself.



To insert an additional sorting or grouping field or expression:

• In the Sorting and Grouping dialog box, click the selector of the row

where you want to insert the new field or expression, and then pass the

Ins key.

• In the Field/ Expression column of the blank row, select the field you

want to sort on, or type an expression.

• In the Sort Order column, select Ascending or Descending.

To delete a sorting or grouping field or expression:

• In the Sorting and Grouping box, Click the Selector of the field or

expression you want to delete, and then press the Del key.

• Choose OK to delete the sorting or grouping level, or choose Cancel to keep

it.

5.6.9. Hiding Duplicate Data on a Report

In grouped reports, you can display the name of each group either above the detail

records in the group header or beside the detail records in the detail section.

To hide duplicate data:

• Add a text box (bound to the field you're grouping on) to the report's detail

section.

• Display the properties box for the text box.

• Click on Format tab of the properties box.

• Set the Hide Duplicates property to Yes.



5.6.10. Adding or Removing Headers and Footers on a

Report

You can add or remove report, page, and group headers and footers on a report.

To add or remove a report header and footer:

• In Design view, choose Report Header/Footer from the View menu.

To add or remove a page header and footer:

• In Design view, choose page Header/Footer from the View menu.

Note:- If you want a page or report header but no footer, or vice versa, see the

section on sizing a header or footer later in this topic.

To add or remove a group header or footer:

• In Design view, click the Sorting and Grouping button on the toolbar, or

choose sorting and Grouping from the view menu.

• In the sorting and Grouping dialog box, click the field name, or type the

expression for which you're creating a header or footer.

• To add a group header or footer, set the Group Header or Group Footer

property to Yes. To remove a group header or footer, set these properties to

NO.

To size a header or footer:

• Move the pointer to the bottom or right edge of the header or footer until

the pointer turns into a plus sign with an arrow at its top and bottom tips.

• Drag the bottom edge up or down to change the height, and drag the right

edge in or out to change the width.



To set properties for a header or footer:

• In Design view, select the header or footer.

• Display the properties box if it isn't already displayed.

• Set the properties for the headset or footer.

5.6.11. Sizing Sections in a Form or Report

You can increase or decrease the height of form or report sections individually.

However, a form or report has only one width. When you change the width of one

section, you change the width of the entire form or report.

To change either height or width:

• In the form's or report's Design view, change either the height or the width by

placing the pointer on the bottom edge or right edge of the section. The

pointer changes to a double-headed arrow.

• Drag the pointer up or down to change the height of the section.

• Drag the pointer left or right to change the Width of the section.

To change both height and width:

• To change the height and width simultaneously, place the pointer in the

lower- right corner of the section. The pointer changes to an arrow- head

cross. Drag the pointer in any direction to adjust the size of the section.

5.6.12. Adding page Numbers to a Form or Report

You can display page numbers and the total number of pages in a form or report by

using the page and pages properties.



To add page numbers to a form or report

• In Design view, add a text box by clicking the text box button the toolbox, to

the section (usually the page header or footer) where you want the page

number to appear.

• Display the properties box for the text box.

• In the Control Source property box, type a page number expression, or

Use the Expression Builder to produce the results you want.

5.6.13. Adding the Current Date and Time to a Form or

Report

You can have Microsoft Access automatically display the date and time that is stored

in the system clock on a form or report.

To add the current date or time to a from or report:

• In the form or report's Design view, add a text box to the section in which

you want the date or time to appear.

• Display the properties box for text box.

• In the Control Source property box, type = followed by an expression

using the Now or Date function.

For example: = Date ( ), or

• Crate the expression by using the Expression Builder.

• Use the Format property to display a date in a predefined format. For

example, to display a date such as 5- May-97, type = Date ( ) in the Control

Source property box, and set the Format property to Medium Date.



• Use the Format or Format$ function to display a date in a format you define in

an expression. For example, to display a date such as 5- May -97, type =

Format (Date( ), "dd-mmm-yy") in the Control Source property box,

and leave the Format property box blank.

5.6.14. Drawing Lines and Rectangles on Forms and Reports

You can create controls on a form or report and then draw lines and rectangles

around them; or you can draw the lines and rectangles first and then create controls

on top.

To draw a line:

• In Design view of your form or report, display the toolbox, and then select

the line tool

• Draw the line to the desired length, by dragging the mouse and then release

the mouse button.

Note:- To draw straight, horizontal or vertical lines, press the Shift key before you

click the Line tool. Continue pressing the Shift key while you draw the line.

To draw a rectangle:

• In Design view of your form or report, display the toolbox, and then select

the rectangle tool

• Draw the rectangle. Once you have drawn it, you can move or resize it.

5.6.15. Previewing a Report

When you preview a report to see how it will look on the printed gage, you can

choose from two views: Use print preview to check the data or to see the entire

report exactly as it will be printed. Use Sample preview to take a quick look at your

report and check its font, font size, and general layout.



To preview an entire report from Design view:

• Click the print preview button, or

• From the File menu, choose print preview.

To preview a report from the Database window:

• Click the Reports Tab.

• Select the report you want to preview.

• Click the preview button, or

• From the File menu. Choose print preview.

To see an overall view of the report:

• In print preview, place the pointer on the report, and then click the mouse

when the pointer turns into a magnifying glass.

• Click again to return the report to its original size, or

• Click the Zoom button on the print preview toolbar to enlarge or reduce

the view.



Chapter 6: Microsoft Power Point

6.1. Introduction To Power Point

Microsoft PowerPoint is a software product used to perform computer-based

presentations. There are various circumstances in which a presentation is made:

teaching a class, introducing a product to sell, explaining an organizational structure,

etc.

6.2. Starting PowerPoint

One easy way to start PowerPoint is to select it from the Start menu. Depending on

your Windows version and the way Windows is set up, PowerPoint may appear at

the top of the Start menu, or it may require you to open the All Programs (or

Programs) menu to find it.

1. Click on Start. The Start menu will appear.

2. Click on Microsoft Office PowerPoint 2003 if it appears on the Start

menu's top level. PowerPoint will open, and you can skip the rest of these

steps. Otherwise, continue to step

3. Move the mouse pointer to All Programs (or Programs). The

Programs menu will appear.

Note The difference in wording in step 3 is due to the Windows version.

Windows XP uses All Programs; all other versions use Programs.

4. Move the mouse pointer to Microsoft Office. A menu of Microsoft

Office applications will appear.



5. Click on Microsoft Office PowerPoint 2003. PowerPoint will open and

will display a new, blank presentation.

Tip You can force PowerPoint to always appear at the top of the Start menu by

"pinning" it there. In step 4, instead of clicking on Microsoft PowerPoint, right-

click it and choose Pin to Start menu. From then on, a shortcut to PowerPoint

will appear at the top of the Start menu, and you'll never have to open the All

Programs menu again to locate it.

6.3. Creating a Desktop Shortcut for PowerPoint

If you use PowerPoint often, you might want to put a shortcut to it on the desktop.

You can double-click it to start PowerPoint instead of going through the Start menu

each time.


2. Move the mouse pointer to All Programs (or Programs). The

Programs menu will appear.

3. Move the mouse pointer to Microsoft Office. A menu of Office

applications will appear.

4. Move the mouse pointer to Microsoft Office PowerPoint 2003.

PowerPoint will be highlighted.

5. Hold down the Ctrl key and drag Microsoft Office Power-Point 2003

to the desktop. A shortcut to Microsoft PowerPoint will appear on the

desktop.

Tip You can use these steps to create a desktop shortcut for any program that is

installed on the computer.



Starting PowerPoint and Opening a Saved File

If you already have a PowerPoint presentation started, you can start PowerPoint by

opening that file. PowerPoint files have a .ppt extension, and the icon matches the

PowerPoint 2003 icon (orange).

The following steps are for Windows XP, and they assume that your existing file is

stored in the My Documents folder. If you have an earlier version of Windows, or if

your file is located somewhere else, see the notes following the steps.


2. Click on My Documents. The My Documents folder will appear.

3. Double-click on the presentation file. PowerPoint will start, and that

presentation will open within PowerPoint.

Note Don't have Windows XP? Then double-click the My Documents icon on the

desktop instead of performing steps 1 and 2.

Note File stored in some other location? Open My Computer and browse for it. In

Windows XP, click Start and then click My Computer. In all other Windows

versions, double-click the My Computer icon on the desktop.

6.1 Exiting PowerPoint

When you're finished working with PowerPoint, you'll want to exit the program to

free up the system for other tasks, and to make your screen more tidy.

1. Click on Close in the upper-right corner of the PowerPoint window. If

there are no unsaved changes, PowerPoint will close immediately. If there are

changes, a Save dialog box will appear.

2. Click on No to discard your changes. PowerPoint will close.



Note Notice that there are several X buttons near the upper- right corner of the

window. The topmost button closes PowerPoint itself. The button directly

beneath that closes the open presentation only. The button about one inch

below those two closes the task pane.

Minimizing and Restoring PowerPoint

If you don't want to close PowerPoint but simply want to move it out of the way

temporarily, minimize it. Minimizing a window shrinks it down to an icon on the

Taskbar. You can then click that icon to reopen—restore—the window when you're

ready to use it again.

• Click on the Minimize button in the upper-right corner of the PowerPoint

window. PowerPoint will disappear except for its icon in the Taskbar.

• Click on the PowerPoint icon on the Taskbar. The Power-Point window

will appear again.

6.4. Understanding PowerPoint Views

PowerPoint operates in several different views. Each view is useful for a different

type of activity.

Normal view is the default view. In Normal view, you'll see the following panes:

• Slides pane. Thumbnail images of the slides in the presentation appear here.

The other tab at the top of this pane is for the Outline pane, "Organizing the

Presentation Outline."

• Current slide. A single slide at a time appears here. It's enlarged so you can

work on it.



• Notes pane. Any speaker notes you type for the slide appear here. These

notes aren't visible to the audience.

• Task pane. This pane changes depending on what you're doing. You can also

click its Close (X) button to give you more room.

6.4.1. Changing to a Different View

There are two other views: Slide Sorter and Slide Show. Slide Sorter view shows

thumbnail images of all the presentation slides at once. Slide Show view shows full-

screen images of each slide.

1. Click on the Slide Sorter View button. PowerPoint will switch to Slide

Sorter view. You might use this for a bird's-eye view of the presentation, or to

rearrange the slides more easily.

2. Click on the Slide Show View button. PowerPoint will switch to Slide

Show view.

3. Press the Esc key. Slide Show view will close and the screen will return to

Slide Sorter view.

4. Click on the Normal View button. PowerPoint will switch back to Normal

view.

5. Click on the Outline tab. The presentation outline will come to the front.



Working with the Task Pane

The task pane is an area that appears to the right of the other PowerPoint panes.

There are actually many different task panes, each one containing tools and

options appropriate for a certain activity. Most of the time, the correct task pane

will appear automatically when needed. For example, if you select the command

to change a slide's layout, the Slide Layout task pane will appear automatically.

Many people prefer to work with the task pane hidden so they have more space

onscreen. You can redisplay it when you need it.

1. Click on the Close button on the task pane. The task pane will disappear,

and the current slide will have more space available.

2. Click on the View menu. The View menu will appear.

3. Pause for a few seconds if there is a down-pointing arrow at the bottom of the

menu. The full menu will appear after a brief delay.

4. Click on Task Pane. The task pane will reappear.

Tip Instead of steps 2 through 4, you can press Ctrl+F1.

5. Move the mouse pointer over the border between the current slide's pane

and the task pane. The mouse will become a two-headed arrow. Then drag

to the left or right to resize the task pane.

Choosing a Different Task Pane

PowerPoint will often display a certain task pane based on what you're doing.

You can also choose which task pane you want to see at any given moment.



1. Click on the Task Pane down arrow. A list of available task panes

will appear.

2. Click on a task pane. The selected task pane will appear.

6.4.2. Working with Toolbars

A toolbar is a collection of buttons you can click to issue commands. Nearly all of

these buttons are shortcuts to menu commands—alternatives to using the menu

system. Displaying the Standard and Formatting Toolbars on Separate Rows

By default, PowerPoint shows both the Standard and Formatting toolbars on the

same row. This causes some buttons on each toolbar to be obscured. Most people

prefer to display these toolbars on separate rows. (That's how they're shown in most

of the figures in this book.)

1. Click on the down-pointing arrow at the end of the Standard or

Formatting toolbar. A menu will appear.

2. Click on Show Buttons on Two Rows. The Formatting toolbar will

move to a new row below the Standard toolbar.

6.4.3. Moving a Toolbar

You may find that the location of toolbars is inconvenient for the way you work.

Toolbars can be moved to any location on the screen that's convenient for you. A

toolbar may be docked (attached to other toolbars), or it may float all by itself.



1. Move the mouse pointer over the toolbar handle (the set of dots at its left

edge). The mouse pointer will change to a four-pointed arrow.

2. Drag the toolbar handle to another location on the PowerPoint window.

The toolbar will move with the mouse.

Hiding or Displaying a Toolbar

There are many toolbars available in PowerPoint. Some of them appear automatically

when needed; others must be displayed manually.

Right-click on a toolbar. A shortcut menu appears.

Click on the name of the toolbar you want to display (if it's not already

checked) or hide (if it's already checked).

6.4.4. Turning off the Personalized Menus Feature

By default, the Personalized Menus feature is turned on in PowerPoint. When you

open a menu, only a few of the available commands appear. PowerPoint monitors

your usage, and if you've used a certain command before, it's on that short, initial

list. The rest of the commands appear after a few seconds, or when you click the

down arrow at the bottom of the menu.

The figures in this book have this personalized menu feature turned off to avoid

inconsistency between the book's pictures and your screen. To follow along more

closely with the figures in this book, we recommend that you turn this feature off,

too.



1. Click on Tools. The Tools menu will appear.

2. Click on Customize. The Customize dialog box will open.

3. Click on the Options tab. The Options tab will come to the front.

4. Click on the Always show full menus check box. A check will be

placed in the check box.

5. Click on Close. Your new setting will be applied.

6.5. Using the AutoContent Wizard

PowerPoint contains many sample presentations that can give you a quick start. You

can use these samples to learn how an effective presentation is built or as a starting

place for your own. All of them can be changed to suit your needs.

1. Click on the File menu. The File menu will appear.

2. Click on the New command. The New Presentation task pane will appear.

Note The New button on the toolbar starts a new, blank presentation, which is not what

we want right now.=

3. Click on From AutoContent wizard in the New Presentation task pane.

The AutoContent wizard will start.

4. Click on Next. The Presentation type page of the wizard will appear.

5. Click on the button for the category of presentation that you want to

create. A list of presentation types will appear on the right side of the dialog

box.

6. Click on a presentation type that closely matches the information that you

want to use in your presentation. The presentation type will be selected.

7. Click on Next. The Presentation style page of the wizard will appear.



8. Click on the option button for the method you will use to display the

presentation. The option will be selected. Select from one of these options:

9. Click on Next. The Presentation options page of the wizard will appear.

10. Click in the Presentation title text box and type a title for your

presentation.

11. Click in the Footer text box and type the text that you want to appear in

the footer area at the bottom of each slide, if any.

12. Click in the Date last updated check box if you do not want to display

the date when you last made updates to the presentation. (This information is

found in the footer area of a slide.) The check box will be cleared.

13. Click in the Slide number check box if you do not want to show the slide

number in the footer area. The check box will be cleared.

14. Click on Next. The Finish page of the wizard will appear.

15. Click on Finish. The presentation will appear in the PowerPoint window.

6.6. Starting a New Presentation using a Template

You don't need to be an artist to create a good-looking presentation, complete with a

background and other images. There are several design templates bundled in

PowerPoint that will be pleasing to both you and your audience. Take a look at some

of the design templates from which you can choose, and see if any of them suit your

needs.

1. Click on the File menu. The File menu will appear.

2. Click on the New command. The New Presentation task pane will appear.

3. Click on the From design template hyperlink. The Slide Design task

pane will appear.



4. Click on a design. It will be applied to the slide, so you can see what it looks

like.

5. Repeat step 4 until you find the design you want.

6. Click on the Close button for the task pane. The task pane will close.

6.7. Starting a Blank Presentation

If you are not sure what design or content you want, you might wish to start with a

completely blank presentation with no text and no formatting.

1. Click on the New button on the toolbar.

Previewing the Presentation Onscreen

As you're working on a presentation, you may want to see how each slide will look

when displayed onscreen in Slide Show view.

1. Display the slide you want to preview.

2. Click on the Slide Show View button.

Note In step 2, you can also use the View, Slide Show View command or the Slide

Show, View Show command, or you can just press F5. The only difference is that

they all start with the first slide rather than the currently displayed one.

a. Click the left mouse button to move to the next slide. Continue through the presentation.

OR

b. Press the Esc key to return to PowerPoint.



6.8. Printing the Presentation

When you want a paper copy of a presentation, send the file to a printer. Let’s just

print a single copy of the presentation with each slide on a separate page.

1. Click on File. The File menu will appear.

2. Click on Print. The Print dialog box will open.

3. Click on OK. The presentation file will be sent to the printer using the

default print settings.

6.9. Working with Presentation Files

Before you get too involved in developing a presentation, you'll need to save the

presentation file. Remember to save the file often so that you don't lose your

valuable efforts. Then, once you've started on the presentation, you'll want to see

how you are progressing. You can easily preview the presentation or print it.

Saving Your Presentation

It can never be stressed enough that you must save your work often while you are

working on a presentation. Also, you may want to back up the presentation file to a

floppy disk, a Zip disk, or a recordable CD, in case you run into a computer

problem.

1. Click on the Save button on the Standard toolbar. The Save As dialog box

will open.

2. Click on the Save in drop-down list arrow and select the folder in

which you want to store the file. The folder will be selected.

3. Click in the File name text box and type a name for the presentation.



4. Click on Save. The presentation file will be stored in the designated folder,

and the file name will appear in the title bar of the PowerPoint window.

Note After you've saved the presentation file the first time, you can save your changes by clicking on the

Save button.

Closing the Presentation

When you've finished working on a presentation, close the presentation file. You can

close a presentation file without closing the PowerPoint program, or you can close

both at once.

a. Click on the Close button for the presentation. The presentation

file will close and PowerPoint will stay open. OR

b. Click on the Close button for the PowerPoint program. The

program will close.

Opening a Recently Used Presentation

PowerPoint keeps a list of the saved files you've worked with recently. This list is

found at the bottom of the File menu.


2. Click on the presentation file in the recently used file list. The

presentation will appear in the PowerPoint window.



Opening any Saved Presentation

If the presentation you want to open does not appear at the bottom of the File

menu, you can use the Open dialog box to select and open it.

1. Click on the Open button on the toolbar. The Open dialog box will

appear.

2. Click on the Look in drop-down list arrow and select the

folder in which you want to look for the file. The folder will be

selected.

3. Click on the file name for the presentation.

4. Click on Open. The presentation file will open in the PowerPoint

window.

Note You can also open a presentation file and start PowerPoint at the same time by double-

clicking the presentation file in a Windows file management window.

6.10. Displaying Outline View

Much of the activity in this chapter takes place in the Outline pane. If it does not

appear in Normal view already, you can display it easily.

1. Click the Normal View button. If any other view is in use, it will be

replaced by Normal.

2. Click on the Outline tab. The presentation outline will appear.

Note If the Outline tab is not already showing, it will not have the word "Outline" on it.

Instead, it will have some horizontal lines representing text.



Displaying the Outlining Toolbar

1. Click on View. The View menu will appear.

2. Move the mouse pointer to Toolbars. A list of available toolbars will

appear.

3. Click on Outlining. The Outlining toolbar will appear along the left side of the PowerPoint window.

6.1.1 Outlining a Presentation

The most important part of a presentation is the outline, which will keep your

presentation organized and on track. Before you start adding graphics,

animations, and transitions, make sure you have a solid foundation for your

presentation.

Note If you've created an outline in Microsoft Word, you can import it into PowerPoint. To

learn how, see the "Sharing Outlines with Microsoft Word" section later in this chapter.

Creating Slides in the Outline Pane

If you used the AutoContent Wizard to start your presentation, an outline has

already been started for you (as shown in the preceding figures). It is a simple

matter of editing the outline by changing a few words or adding a few new slides.

If you started with a blank presentation, you'll need to create each new slide by

adding text to the outline.

1. Click to the right of the slide icon. The cursor will move there.

2. Type the text that you want to appear as the title of the first slide.

3. Press the Enter key. A new slide icon will appear on a new line.



4. Click on the Demote button on the Outlining toolbar, or press Tab. The

new line will be demoted in importance so that it represents text on the

preceding slide.

Note Each time you press Enter, a new line appears at the same outline level as theprevious line. Since you were typing title text in step 2, pressing Enter in step 3started a new slide. Demoting the line makes it part of the preceding slide.

5. Type additional text for the slide.

6. Press the Enter key. Another line on the same slide will appear for typing.

7.

a. Return to step 5 to type additional text. OR

b. Click on the Promote button on the Outlining toolbar, or press Shift+Tab. The new line will be promoted in importance so that it represents a new slide title.

8. Type the text for the title of the second slide and press Enter.

9. Continue adding text until all the topics that you want to cover in the

presentation appear in the outline.

Promoting and Demoting Lines

Once you've added the topics that you want to cover in the presentation, you

may want to change the level at which some outline items appear.

1. Click on the line that you want to promote or demote. The

insertion point will appear in it.

2.

a. Click on the Promote button or press Shift+Tab. The

text will be promoted to a higher outline level. Or



b. Click on the Demote button or press Tab. The text

will be demoted to the next outline level.

Promoting to the highest level makes the text into slide title text on a separate

slide. Demoting a slide title makes it a bullet point on the previous slide.

Rearranging Outline Text

Each paragraph in the outline is either a slide title or a bullet point on the body of a

slide. You can move individual paragraphs or groups of them up or down in the

outline.

Alternative-1:

a) Click on a slide icon. The entire slide and all its subordinate text will be selected. Or

b) Click to the left of an individual paragraph. Only that paragraph will be selected.

Note To select multiple slide icons or multiple paragraphs, hold down Shift as you click onadditional ones.

Alternative-2:

a. Click on the Move Up button or drag the selection upward.

The selection will move higher in the outline. Or

c) Click on the Move Down button or drag the selection

downward. The selection will move lower in the outline.



Sharing Outlines with Microsoft Word

If you use the outlining feature in Microsoft Word, you may find it easier to create

the outline in Word and then import it into PowerPoint. If you started an outline in

PowerPoint, you can export it into Word and edit it there.

Importing an Outline

1.

a. Start a new, blank presentation. A new presentation with a single

Title slide will appear. Or

b. Select the slide after which the imported outline text will appear.

2. Click on Insert. The Insert menu will appear.

3. Click on Slides from Outline. The Insert Outline dialog box will appear.

4. Display the folder in which you've stored the Word outline file. The folder

will appear in the Look in list box.

5. Click on the file that contains the outline that you want to add to the

presentation. The file will be selected.

6. Click on Insert.

Exporting an Outline

You can also send a PowerPoint outline to Word and save it as a Word document.


2. Click on Send To. The Send To submenu will appear.

3. Click on Microsoft Office Word. The Send To Microsoft Word dialog

box will open.



4. Click on the Outline only option, if it is not selected already.

5. Click on OK. The outline will open in Microsoft Word.

From Word, you can edit or save the outline normally.

Printing the Outline

Before you print a presentation outline, display the items in the Outline tab that you

want to print. If an item is collapsed (that is, hidden), it will not print. Use the

Outlining toolbar to expand and collapse the outline.


2. Click on Print. The Print dialog box will open.

3. Click on the Print what drop-down list arrow and select Outline

View from the list. The option will appear in the list box.

4. Click on OK. The outline will be sent to the printer.

6.11. Inserting Slides from another Presentation

If you want to add an existing presentation to a presentation you're working on

right now, just insert the slides from the existing presentation. You can insert the

entire presentation or just a group of slides.

1. Click on the Slide Sorter View button. The display will change to

Slide Sorter view.



2. Click in the space where you want the slides from the other presentation

to appear. The insertion bar will appear in the selected location.


4. Click on Slides from Files. The Slide Finder dialog box will open.

5. Type the path and file name of the presentation that contains the slides

that you want to add to the open presentation.

6. Click on Display if the slides do not appear automatically. A preview of

the presentation slides will appear in the Select slides area.

7. Click on the slides that you want to insert into the presentation. The

slides will be selected.

8. Click on Insert. The selected slides will be inserted into the open

presentation.

9. Click on Close. The Slide Finder dialog box will close.

6.12. Editing Text

Once the basic outline structure is in place, you can make any changes you want to

the outline. You may need to change a few words or add a few new words.

6.1.2 Selecting Text

Before you can edit or format text, you'll need to select the text. Selected text

appears inside a boxed background. The selected text can be a single letter or word,

or several words. Here are a few tips for selecting text.

• To select a paragraph, triple-click it.

• To select the entire outline, press Ctrl+A.



• To select a block of text, click and hold at the beginning of the text,

and then drag the mouse pointer to the end of the text. Release the

mouse button.

6.1.3 Revising Text

When you need to revise items in the outline, select the words that you want to

replace and add a few of your own.

1. Select the text that you want to replace. The text will be highlighted.

2. Type the new text. The selected text will be deleted and replaced with the

new text.

Adding Text to a Placeholder

If you have created some slide titles in the outline with no subordinate text beneath

them, you'll notice that on the slide is a "Click to add text" placeholder.

1. Display a slide that contains a text placeholder. The slide will appear in

Normal view.

Note Click the slide you want in the Slides or Outline pane.

2. Click on the text in the placeholder. The placeholder text will disappear,

and the cursor will appear in the text box.

3. Type the text that you want in the placeholder.

Deleting Text from a Slide

The process for deleting text from a slide is identical to deleting text from the

presentation outline.



1. Select the text that you want to delete. The text will be highlighted.

2. Click on the Cut button or press Delete. The text will be removed from

the slide.

Note Cutting and deleting are actually two different things. Cutting moves text to the

Clipboard; deleting simply deletes it. If you do not subsequently paste the text from the

Clipboard, however, the overall result is the same.

6.13. Using the Replace Feature

You can use the Replace feature to search for text, such as individual words, phrases,

or characters in a presentation, and then replace it with some other text.

1. Click on Edit. The Edit menu will appear.

2. Click on Replace. The Replace dialog box will open.

3. Type the text that you want to locate in the Find what text box.

4. Type the text to be used as the replacement in the Replace with text box.

5. Click on Find Next.

6.

a. Click on Replace. The text that is highlighted on the slide will be

replaced with the text specified in the Replace with text box. Or

b. Click on Find Next to skip that occurrence.

7.

b. Repeat steps 5 and 6 until all instances have been found. A

dialog box will appear stating that it is finished. Then click the OK

button. Or

b. Click on Close to end the search early.



6.14. Spell Checking the Presentation

Before your presentation makes its debut, run the spell checker. Not only will the

spell checker help you spot misspelled words, but it will tell you when you repeat

yourself.

1. Click on the Spelling button.

2. Click on the correct spelling in the Suggestions text box. The word

will be selected and will appear in the Change to text box.

3.

a. Click on Change. The misspelled word will be corrected, and the

next misspelled word will appear. Or

b. Click on Ignore. The word will be left as is, and the next

misspelled word will appear. When PowerPoint has checked the

last word in the presentation, a confirmation dialog box will

appear.

4. Click on OK. The presentation will be spell checked. You should save the

file so that the corrections are preserved.

6.15. Using the Research Tools

The research tools, new in PowerPoint 2003, work best when you are

connected to the Internet. They rely on Internet databases, such as

encyclopedias and news services.



6.16. Using the Thesaurus

The thesaurus enables you to find synonyms or antonyms for a word.

1. Double-click on the word you want to look up. It will be selected.

2. Click on Tools. The menu will appear.

3. Click on Thesaurus. The Research task pane will open.

4. Point to the desired replacement. A drop-down arrow will appear

beside it.

5. Click on the down arrow. A menu will appear.

6. Click on Insert. The selected word will be replaced by the new one.

6.17. Using Other Research Tools

The thesaurus is only one of Office 2003's research tools. To find extended

information about a topic, use the Research command.

1. Click on Tools. The menu will appear.

2. Click on Research. The Research pane will appear if it is not displayed

already.

3. Type the word or phrase to research in the Search for box. The word

or phrase will appear there.

4. Choose a source from the list of online reference sources.

5. Click on the article you want to read. A Web browser window will

display the article.



6.18. Working with Slides in Slide Sorter View

You don't have to work with just one slide at a time. The Slide Sorter view displays

all the slides as miniatures in neat rows across the screen. This is a good way to see

the big picture and view the progress of your presentation. Use this view to

rearrange, add, and delete slides.

1. Click on the Slide Sorter View button. The presentation slides will

appear in the Slide Sorter view.

6.18.1. Selecting Slides

Before you can perform certain functions with slides (such as deleting or moving),

you'll need to select the slides with which you want to work. You can select a single

slide, a contiguous group of slides, or random slides.

Here are a few tips for selecting slides:-

6.18.2. Inserting a Slide

While browsing in the Slide Sorter view, you may find a place where an extra slide is

needed. You can easily add a new slide.

1. Click in the space between the two slides where you want the new slide to

appear. The insertion bar will appear between the two slides.

2. Click on New Slide on the Slide Sorter toolbar.

Note To add text to the new slide, double-click on the slide to display it in Normal view.



6.18.3. Duplicating a Slide

When you want to make an exact copy of a slide, use the duplicate

command.

1. Click on the slide that you want to copy. The slide will be selected.


3. Click on Duplicate Slide. An identical slide will appear just after the

original slide. The duplicate slide will be selected.

6.18.4. Moving a Slide

The Slide Sorter view can also be used to reorganize slides. Slides can be moved

around to better present information with a simple drag and drop.

1. Click and hold on the slide that you want to move. The slide will be

selected.

2. Drag the mouse to where you want to move the slide. The insertion bar

will appear in the selected place.

3. Release the mouse button. The slide will appear in the new position.

6.18.5. Deleting Slides

You may find that you don't need a slide in a presentation. Here is how to delete

slides that you do not want.

1. Select the slide or slides that you want to delete. The slide(s) will be

selected.



2. Click on the Cut button on the Standard toolbar or press the Delete

key. The slide(s) will be removed from the presentation.

6.19. Changing the Design Template

A design template applies a preset font, color, background, and placeholder

arrangement to every slide in the presentation. You learned how to start a new

presentation using a design template "Learning About Presentations." You can

change to a different design template at any time.

1. Click on the Design button on the toolbar. The Slide Design task pane

will appear.

2. Click on the design template that you want to change to. The template

will be applied.

6.20. Changing the Color Scheme

Each design template comes with several different color schemes. You can switch

to one of its alternate schemes, or you can start with one of those schemes and

customize it to make your own color scheme.

Because the color schemes are associated with design templates, you should make

your design template choice first, and then choose the color scheme.

Selecting an Alternate Color Scheme

1. Click on the Color Schemes hyperlink in the Slide Design task pane. The

color schemes will appear for the chosen design template.

2. Click on the desired color scheme. The presentation will change to that

scheme.\



Customizing a Color Scheme

After selecting a color scheme, you may decide to change one or more of its

colors.

1. Click on the Edit Color Schemes hyperlink. The Edit Color Scheme

dialog box will open.

2. Click on the color you want to change. It will be selected.

3. Click on Change Color. A dialog box will appear for changing the

selected item.

For example, if you chose the background color in step 2, the box will be

called Background Color.

1. Click on the Standard tab if it is not already displayed.

2. Click on the desired color. It will be outlined.

3. Click on OK. The new color will appear in the Edit Color Scheme dialog

box.

4. Repeat steps 2 through 6 for additional colors, if desired.

5. Click on Add As Standard Scheme if you want to save this color

scheme. It will be added as a new color scheme on the Slide Design task

pane.

6. Click on Apply. The dialog box will close and the new color scheme will

be applied.



6.21. Working with Masters

The Slide Master is a template that applies to every slide in the presentation (except

slides that use the Title Slide layout, because those take their design from the Title

Master template). When you apply a design template, you are making changes to the

Slide Master and Title Master. You can also change those Masters manually to

customize the design.


2. Point to Master. The Master submenu will appear.

3. Click on Slide Master. The Slide Master view will appear.

4. Click on the Slide Master or Title Master to select the one you want to

edit.

5. Make changes as desired. Keep reading to find out some of the changes you

can make. You are limited only by how creative and artistic you want to be.

6. Click on the Close Master View button when you have finished.

6.22. Changing Text Formatting

You will learn how to format slide text on a single slide, such as adding bold or italic,

choosing a different font, or changing the size. You can do the same formatting to the

text on the Slide Master or Title Master to change all the slides at once.

1. Select the text that you want to format. The text will be highlighted.

2. Apply text formatting to the text.

Some of the formatting you can apply includes:



Moving and Resizing Text Placeholders

You can change the size of the Title Area, Object Area, Footer Area, Date Area, and

Number Area placeholders.

1. Click on a placeholder. A border will appear around the placeholder that

contains resize handles.

2. Click and drag a resize handle. A dotted line will show the new size of the

placeholder.

3. Position the mouse pointer over the placeholder. The mouse pointer will

become a four-headed arrow.

4. Click and drag the placeholder to a new location.

6.23. Working with Footers and Special Placeholders

The Slide Master contains placeholder boxes for date/ time, slide number, and

footer. These can be moved around or resized (see the preceding steps). You can also

turn them on or off.


2. Click on Header and Footer. The Header and Footer dialog box will

open.

3. Click in the Slide number check box if you want the slides to be

numbered.

4. Type text in the Footer box if you want footer text on each slide.

5. Click in the don’t show on title slide check box if you want to omit all

placeholders from title slides.



By default, the date/time does not appear, even though the placeholder is

turned on. That's because Fixed is the default setting, and the Fixed box is

blank.

6.

a. Type today's date in the Fixed box to make it appear on each slide.

Then skip to step 9. Or

b. Click on Update automatically to set up an automatic date/time

on each slide. Today's date will appear in the box beneath it.

7. Click on the down arrow next to the date. A menu will appear.

8. Click on the date format that you want. It will appear in the box.

9. Click on the Apply to All button. The footer information on the slide

master will be updated.

6.24. Applying a Slide Background

You have hundreds of choices for a slide background. You can use clip art from the

Microsoft Clip Organizer or that you've found on the Internet, scanned photographs,

or images you've created in a graphics program, such as Microsoft Photo Editor.

Explore your options.

1. Click on Format. The Format menu will appear.

2. Click on Background. The Background dialog box will open.

3. Click on the down arrow next to Background fill. A list of color

options will appear.

4.



a. Click on a placeholder color. A color will be used from the

current color scheme. If you change color schemes, the background

color will change. Or

b. Click on More Colors and then select a color from the

Background Color box. A specific solid color will be used. Or

c. Click on Fill Effects and then select a gradient, texture, pattern,

or picture as the background.

5. Click on Apply to All after selecting a background. The background

will be applied to the Slide Master.

6.25. Using Slide Transitions

Moving from one slide to another is called a slide transition. It can be a simple

replacement of one slide for the next, or you can set up fancier transitions that move

between them.

1. Select the slide(s) to which you want to apply the transition effect. The

slide(s) will be selected.

If you want to apply it to all slides, it does not matter which slide(s) you

select.

2. Click on Slide Show. The Slide Show menu will appear.

3. Click on Slide Transition. The Slide Transition task pane will appear.

4. Click on a slide transition. The transition will be selected, and a preview

of the transition will appear if the AutoPreview check box is selected.



5. Click the Speed list box arrow and select the speed at which you want the

transition to play. The speed will appear in the list box.

6. Click the Sound list box arrow and select a sound to play during a slide

transition, if desired. The sound will appear in the list box.

Note The first time you select a sound, a box may appear prompting you to install the

Sound Effects feature. Click OK to do so.

7. Specify when the transition will occur:

8. Click on Apply to All Slides if you want all slides to use this transition. It

will be applied to all slides. If you don't do this, it will apply only to the slides

you selected in step 1.

9.

a. Click on Play. The transition effect will play in Normal view. Or

b. Click on Slide Show. The transition effect will play in Slide Show

view.

6.26. Applying an Animation Scheme

Whereas a transition moves from one slide to another, an animation moves an

individual object onto or off of the screen within a slide. PowerPoint comes with

many preset animation schemes that are designed for ease of use. You can also create

custom animations, as covered later in this chapter.

1. Display the slide to which you want to apply the animation. The slide will

appear in Normal view. If you want to apply the animation to several slides,

select the slides in Slide Sorter view.




3. Click on Animation Schemes. The Slide Design task pane will appear, and

the available slide animations will be listed.

4. Click on an animation scheme. The animation will be applied to the selected

slides.

5. Click on Apply to All Slides if you want every slide in the presentation to

use the same animation scheme.

6.27. Creating Custom Animation

Custom animation allows you to specify exactly what you want to animate and how it

should be done.

Tip You can start with an animation scheme from the preceding set of steps, and then

customize it.

1. Open the slide that contains the element that you want to animate. The slide

will appear in Normal view.


3. Click on Custom Animation. The Custom Animation task pane will

appear.

If you applied an animation scheme previously, the animation for it will be shown.



Adding an Animation Effect

Start with a slide that does not already have any animation effects for this procedure.

1. Click on the element on the slide that you want to animate. The element

will be selected.

This could be a title, a bulleted list, or a graphic object.

2. Click on Add Effect on the task pane. A menu will appear.

3. Point to a category of effects. A second menu will appear.

Note Entrance effects control how the object enters the slide. Emphasis effects make it do

something after its entrance. Exit effects control how it leaves the slide. A motion

path is an advanced feature that enables you to specify exactly where the object

travels.

4.

a. Click on one of the effects shown on the menu. It will be applied to

the object, and you are done. Or

b. Click on More Effects. A dialog box with a list of special effects will

open.

5. Click on an effect.

6. Click on OK when you have selected an animation effect. The animation will

be applied to the slide elements. You can now modify the animation.



Modifying an Animation

Do this on a slide that already has one or more animated objects.

1. Click on the animation effect in the task pane. It will be selected.

2. Select an event trigger from the Start list. On Click is the most common.

3. Select a direction from the Direction list.

The significance of Direction depends on the animation type. For example, if

it is an entrance effect, the object will enter the slide from the chosen

direction.

4. Select a speed from the Speed list.

Tip You can also right-click the animation on the task pane and choose Effect Options to open

a dialog box containing more choices. For example, you can enter a delay to be used with

the After Previous event trigger, and you can specify a sound that should play with the

animation.

Reordering Animations

Objects are animated on the slide in the order in which you created the animations

for them. You can rearrange them on the list to make them occur in a different

order.

1. Click on the animation you want to move in the task pane. It will be

selected.

2.

a. Click on the Up button to move it up on the list. Or



b. Click on the Down button to move it down on the list.

Removing an Animation

1. Click on the animation you want to remove. It will be selected.

2. Click on Remove. The animation will be removed.

6.28. Publishing the Presentation in Web Format

Publishing in Web format is useful when you are trying to reach an audience over a

network. This can include the Internet or an internal corporate intranet. The main

advantage of this distribution method is that the people viewing it do not need

PowerPoint installed on their PCs—or even a Windows-based operating system.


2. Click on Save as Web Page. A special version of the Save As dialog box

will open.

3. Click on the down arrow next to Save as type and select the type of

file you want.

4. Click on Change Title. The Set Page Title dialog box will open.

5. Enter the title you want in the Page title box. This title will appear in the

user's Web browser when he or she displays the presentation later.

6. Click on OK. The title will appear next to Page title in the Save As dialog

box.

7. Click on Save. The presentation will be saved in Web format.



Chapter 7: Types of Web Browsers

7.1. Internet Explorer

This is the most widely-used web browser by people around the world. It was

developed by Microsoft in 1994 and released in 1995 as a supportive package to

Microsoft Windows line of operating systems. It is presently known as Windows

Internet Explorer, was formerly called Microsoft Internet Explorer (MSIE), and

more is commonly known as IE. People have a misconception that browsing the

Internet is possible only through Internet Explorer. They are unaware of various web

browsers that are available. This simply proves that Internet Explorer is used by the

majority. According to statistics, its usage share from 1999 to 2003-04 was around

95%. Since then, there has been a lot of competition in the market, with many

software companies coming up with web browsers that challenge IE in their features

and usage. Microsoft occasionally releases updates to their previous versions of IE,

which have some enhanced capabilities. The latest version is Internet Explorer 8

which is a free update. The 'favicon', which is the favorites icon was introduced first

in IE, and was later adopted by many other web browsers. Initially, IE did not

support tabbed browsing, but today, it can be used even in the older versions, by

installing toolbars.

7.2. Mozilla Firefox

It is owned by Mozilla Corporation and was the result of an experimentation. This

browser has gone through many name changes due to name clashes with other

products. 'Mozilla Firefox' was officially announced in February 2004. It was earlier

named Phoenix, Firebird, and eventually Firefox. It is the second-most famous

browser after Internet Explorer, as there were around 100 million downloads within



a year of its release. Until November 2008, 700 million downloads were recorded.

Since the release of Firefox, the sale of Internet Explorer has gone down drastically.

It has around 22% of the market share at present. It has undergone many updates and

version changes that were made to improve usability to the universal users. It can be

used on most

operating systems, but was found to be more prone to vulnerabilities. However, the

problems were fixed in the newer versions. As it is an open source software, its

source code is available,thus allowing everyone to access the code. It supports tabbed

browsing that allows the user to open multiple sites in a single window. Session

storage is also an important feature of Firefox, which allows the user to regain access

to the open tabs after he has closed the browser window. Apart from these, there are

many user-friendly features that Firefox offers.

7.3. Safari

This is a web browser from Apple Inc., which is compatible with Mac OS X

operating system, Microsoft Windows, and the iPhone OS. Safari was released by

Apple in January 2003 as a public beta. As of March 2009, the market share of Safari

has gone up to 8.23%. The Safari 4 beta release claims to have many features like

VoiceOver Screen Reader, that reads aloud everything that takes place on the screen,

with text and web links. It also has features like CSS Canvas, LiveConnect, XML 1.0,

and JavaScript support, and Cover Flow. 'Grammar Checking' is an interesting built-

in feature, which performs a grammar check on the typed text and gives suggestions

to correct your sentence if wrong. If you need to fill an online form with your

personal information, AutoFill is a feature that automatically does that for you, with

the help of information that is stored in your address book or Outlook. Safari

supports all the functions that are available in other web browsers.



7.4. Opera

This web browser was developed by Opera Software in 1996. It is a well-known

browser that is mainly used in Internet-activated mobile phones, PDAs, and

smartphones. Opera Mini and Opera Mobile are the browsers used in PDAs and

smartphones. It is compatible with many operating systems such as Solaris, Linux,

Mac OS X, and Microsoft Windows. Though it is not a renowned computer web

browser, it is popular as a web browser in mobile devices. It is also compatible with

Symbian and Windows Mobile operating systems for smartphones and PDAs. Opera

9.64 which is the latest version, provides an e-mail client known as the Opera Mail.

The company claims that Opera is the fastest browser in the world. It also has some

common functions like zoom and fit-to-width, content blocking, tabs and sessions,

download manager with BitTorrent, and mouse gestures.

7.5. Netscape Navigator/Netscape

It was developed by Netscape Communications Corporation and was most popular in

the 1990s. Exceptional features were provided at the time of its release, which

helped it rise to fame with a market share of more than 50% in the 1990s. It was

compatible with almost every operating system. Since 2002, it has almost

disappeared from the market due to strong competition from rivals like Internet

Explorer, Mozilla Firefox, Safari, etc. It had undergone many version changes to

maintain its stake in the market, none of which were very successful.

Although there are many web browsers available and many more are likely to arrive

in future, only those which are exciting and user friendly will be able to survive

market competition and hold on to a substantial market share.



Chapter 8: How to Use Internet

8.1. Getting Started

To launch Internet Explorer

On a Windows PC, double-click on the Internet Explorer icon on your desktop.

You can also click on the Start menu and go to All Programs to select Internet

Explorer

To turn on the Menu Bar

Internet Explorer 7 does not display the Menu Bar by default.

1. Click on the Tools button on the upper right corner of the browser.

2. Then make sure Menu Bar is checked



URL of current webpage

The Internet Explorer 7 window displays a home page upon launch. The URL

(Universal Resource Locator) is the address of the webpage being viewed. Each

webpage has its own unique URL. Some URLs are case-sensitive and all have to be

typed exactly, including spaces or special symbols such as ~.

Navigate Backwards and Forwards

The Back button lets you return to the last webpage that you visited. If you click on

the downward facing triangle to the right of the button, you can see a menu of webpages

you have visited.

Reload and Stop Load Buttons

When displaying a webpage, IE transfers a copy of the webpage from the Internet onto

your computer. Therefore if the webpage changes, you can update the webpage in your

browser window by clicking the Reload button with the green arrows. If the webpage

is taking too long to load, you can stop the process by clicking on the Stop button

with the red X. Click on the Reload button to start the loading process again from the

beginning.

Home Button

The Home button lets you return to the home page that you set. You can change

the home page.

Search Engine / Search Provider

You can type in a word or a phrase to search the Internet. Putting a phrase in quotes will

search for that exact phrase. You can change the default search engine to Google

or something else.

Favorites Buttons

In order to save the webpage URL link for future web browsing sessions, you must save

it as a bookmark by clicking on the Add Favorites button . Clicking on the

View Favorites button , allows you to see all your favorites you have saved.

You can also export and import bookmarks.

Tab Browsing Features

The Tab Bar allows you to have multiple webpages open at once in a single window.

Each webpage will appear under a separate tab and you can simply click on the tab to

access that webpage. Read the tab browsing overview.



8.2. Using Internet Explorer 7 Overview

Below is a picture of the Internet Explorer window with important components

highlighted

.



8.3. Tabbed browsing overview

• Tabbed browsing allows users to open multiple websites in one Internet Explorer

window by clicking on the open New Tab button or pressing CTRL+T.

• Users can preview thumbnail images of all open tabs in a single view, by clicking on the

Quick Tab button (also see screenshot below).

• The Add Tab Group to Favorites feature allows users to save multiple tabbed windows

into one favorite tab group. For example, a user may have ten tabs open and instead of

saving each tab one-by-one, she can save them all at once into one group. Click on the

add favorites star icon and select Add Tab Group to Favorites. Then next to

Tab Group Name, type in a name (e.g. Disease Pathology websites visited Sept 1). Finally,

click Add.

8.4. To change your home page

your home page is displayed when Internet Explorer first opens or when you click

the Home button. You can choose any webpage to be your home page.



Option 1

1. Open Internet Explorer and go to the webpage you want to use as the home

page.

2. Click the down arrow to the right of the Home button , and then click

Add or Change home page.

3. In the Add or Change Home Page dialog box, click Use this webpage as

your only home page.

4. Click yes to save your changes.

Option 2

1. Go to Tools and select Internet Options.

2. In the General tab, under the Home page category, type in the URL you wish

to be your home page (e.g. http://www.wellesley.edu).

3. Click Apply to save your changes. Click OK.

8.5. To add a new search provider (search engine)

1. Click the down arrow to the right of the Search Options button .

2. Click Find More Providers.

3. Click the search provider you want to add. The Add Search Provider


4. If you want the provider that you just added to be used by default when

searching from the Address bar or search box, select the Make this my

default search provider check box.

5. Click Add Provider.



8.6. To remove a search provider (search engine)

1. Open Internet Explorer. Click the down arrow to the right of the Search

Options button.

2. Click Change Search Defaults.

3. Select the search provider you would like to remove. Click Remove and

then click OK.

8.7. To restore default settings in order to prevent IE7

crashes

Occasionally Internet Explorer may become unstable and start constantly crashing.

Before you consider uninstalling and reinstalling Internet Explorer, you can try

returning IE7 to its default settings.

1. In Internet Explorer 7, go to Tools > Internet Options. Click the

Advanced tab. (If your IE7 browser won't even open without crashing, you

can also right-click on your IE7 desktop icon and select Properties and then

click the Advanced tab.)

2. Click the Reset... button near the bottom. A window will appear explaining

to you what restoring your settings will do to your browser. For example,

your favorite bookmarks will not be erased. Your add-ons will be disable and

your temporary internet files and cookies will get erased. Most users will not

notice these items are gone or can easily re-enable them later. So if your

browser is unstable, we recommend that you reset your browser settings.

3. Click Reset.



4. You will be prompted to close and reopen your browser.

8.8. To fix error "SSL certificate REV failed [12057]"

You are on a Vista computer trying to access the Wellesley network, but you

cannot get through Cisco Clean Access. You get the message: Network Error!

SSL certificate REV failed [12057].

1. Open Internet Explorer 7.

2. Go to Tools > Internet Options > Advanced.

3. Go to the Security section and uncheck Check for server certificate

revocation. Click OK.

4. Try to log into CCA again. You may need to restart your computer.

8.9. To empty the Temporary Internet Files folder

(cache)

Every time you visit a webpage, Internet Explorer saves a copy of the webpage to

a folder called Temporary Internet Files. If this folder gets too full, Internet

Explorer may run more slowly and behave in an unstable way. Also, if a webpage

is not loading correctly and shows an error message (such as "Range not

satisfiable..."), a common solution is to empty the cache. You should clear the

cache at least once a month.

1. In Internet Explorer, click the Tools button, and then click Internet

Options.

2. In the General tab, under Browsing history, click Delete.



3. In the Temporary Internet Files category, click Delete files, and

then click Yes.

4. Click Close, and then click OK.

8.10. To clear the browsing history

The browsing history is a listing of all the recent websites you have visited within a

set period of time (e.g. two weeks). Clearing your history list does not affect your

bookmarks.


Options.

2. On the General tab, under Browsing history, click Delete.

3. In the History category, click Delete history, and then click Yes.

4. Click Close, and then click OK.

8.11. To save a picture from a webpage

1. In Internet Explorer, using the mouse, right-click the picture you want to

save.

2. Click Save Picture As.

3. In the Save Picture dialog box, browse to the folder where you want to save

the file, and then click Save.

8.12. To save a webpage onto your computer



1. In Internet Explorer, go to the webpage you want to save. Click the Page

button and then click Save As.

2. Navigate to the folder in which you want to save the webpage.

3. In the File name box, type a name for the webpage.

4. In the Save as type box, pick one of the following from the drop down menu:

o Webpage, complete: To save all of the files needed to display this

webpage, including graphics, frames, and style sheets, select

Webpage, complete. This option saves each file in its original

format.

o Webpage, HTML only: To save just the current HTML webpage,

click Webpage, HTML only. This option does not save individual

files of images, sounds, or video onto your computer. But it does save

all the HTML code information that would preserve formatting, text,

hyperlinks, and the pathways to images, sounds, and video.

o Web Archive, single file: To save all of the information needed to

display this webpage in a single file, click Web Archive, single file.

This option saves a snapshot of the current webpage. This option is

available only if you have installed Outlook Express 5 or later.

o Text File: To save just the text from the current webpage, click Text

File. This option saves the information on the webpage in text format.

5. Then click Save.

8.13. To open the webpage that you have saved

1. Launch Internet Explorer 7. Then go to the File menu and select Open.



2. Click on Browse to find and select the file you want to open.

3. Click Open and then click OK.

8.14. To make WebPages load without images or

sounds

Loading a webpage with no images or sounds can speed up the time that it takes the

webpage to load.


Options.

2. Click the Advanced tab.

3. In the Settings section, under Multimedia, uncheck the boxes next to

Play sounds in webpages and Show pictures. Click OK.

Notes: To view one image without downloading the other images, right-click on

the selected image and then click on Show Picture.

8.15. Bookmarks

Bookmarks provide a permanent and easy way to remember your favorite webpages.

They are only deleted when you delete them, not when you quit Internet Explorer

To create bookmarks (favorites)

1. Go to the webpage you want to bookmark.

2. Click on the Add to Favorites icon or go to the Favorites menu.

3. Then click on Add to Favorites.

4. Give the webpage a name (e.g. American Revolution Prints) or keep its original

name.



5. Select the folder you would like the bookmark to reside in.

6. Click Add.

To view and use bookmarks (favorites)

1. In Internet Explorer, click click on the View Favorites button and select

Favorites. (Another option is to click on the Favorites menu in the main

toolbar.)

2. From that list, click on the bookmark of the webpage you want to see.

To organize your bookmarks (favorites)

Internet Explorer lets you arrange your bookmarks in folders and change the order in

which they appear. You can also rename and delete your bookmarks.

1. In Internet Explorer, click on the Favorites menu and select Organize

Favorites.

2. The Organize Favorites window will let you create folders and place

bookmarks in those folders by using the New Folder and Move buttons.

You can delete and rename existing bookmarks by using the Delete and

Rename buttons. Dragging bookmarks around within the display window

will change the order in which they appear.

3. Click Close to save your changes.

Note: In the Favorites menu itself you may also drag bookmarks around to change

the order in which they appear or to move them into folders.



To import bookmarks (favorites) into Internet Explorer 7

First, you must have your bookmarks exported from your old web browser. In most

browsers, this is done by saving all your bookmarks into a file (you can name it

whatever you want, but it is usually called bookmarks.html). Detailed

instructions for backing up your bookmarks are available for specific

browsers such as Netscape, Safari, Firefox, and older versions of Internet Explorer.

After you have created a bookmarks file, do the following:

1. In Internet Explorer, click the Add to Favorites button , and then click

Import and Export.

2. The Import/Export Wizard will open up. Click Next.

3. Under Choose an action to perform, select Import Favorites. Click Next.

4. Under Import from a File or Address, select Browse.

5. Find and select your bookmarks file (e.g. bookmarks.html) and then click

Next.

6. Select the folder where you would like to place the imported favorites. Click

Next.

7. You have successfully imported your bookmarks. Click Finish.

To export bookmarks (favorites) out of Internet Explorer 7

1. In Internet Explorer, click the Add to Favorites button , and then click

Import and Export.

2. In the Import/Export Wizard, click Next.

3. Under Choose an action to perform, select Export Favorites. Click Next.

4. Then select which folder you want to export. Clicking Favorites will export

all your bookmarks.



5. Click on Browse to choose where you want to save your bookmarks, which

will be in a file named bookmark.htm (you can also name it something else

if you want). Click Next.

6. Click Finish. Click OK.

7. To import your bookmarks into a different browser such as Firefox, Safari, or an older version of

Internet Explorer, follow the directions on this webpage, under the heading, Restoring

Bookmarks.