Understanding Microsoft 2007 This tutorial teaches the basic features of Microsoft速 Word, PowerPoint速, and Excel. Additionally, students learn how to organize their documents using folders and subfolders.
Table of Contents Organizing Managing Documents Saving files for 97-2003 Word Navigating in Word Working with Documents Editing Documents Editing Text Formatting Text Formatting Documents Inserting Objects Tools PowerPoint Navigating in PowerPoint Working with Presentations Editing Presentations Slide Master Speaker Notes Viewing Presentations Excel Navigating in Excel Working with Workbooks Editing Cells Formatting Cells and Workbooks Working with Data Creating Charts
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Organizing You can organize many different types of files in the My Documents folder on your desktop. Imagine this folder as a large filing cabinet, in which each drawer is labeled with its contents. Many folders can be placed within each drawer and folders can be placed inside of folders. My documents accomplishes the same thing; it opens and displays a number of folders, which may or may not contain folders inside of them. Click the right arrow above for directions on how to create, rename and delete folders in My Documents. Organizing Folders in My Documents Creating a New Folder
Double-click the My Documents folder on your desktop. The My Documents folder dialogue box will open. Click File. On the File menu, click New. Finally, click Folder. In the small box with the blinking insertion point, name the folder with a logical name.
Note: New folders can be created within folders. To display the following view, click on the Folders button on the My Documents Toolbar. The project folder opens and contains two folders; the left-hand pane displays two possible ways to organize course activities.
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Deleting a Folder in My Documents
Click on the folder intended for deletion. On the File menu, click Delete. A box will appear asking permission to send the folder to the Recycle Bin. Click Yes to delete the folder. Click No if the folder contents will be useful in the future. If Yes is clicked, the folder will disappear. Renaming Folders in My Documents
Click once on the folder to be renamed. Proceed to the File menu, and click Rename. The insertion point will blink allowing the text to be edited. Delete the original name and type a new name for the folder. Press Enter and the folder name will change. Saving a Document for 97-2003
Method: **Important note for 2007 Word: When initially saving a word document, the default file type is Word Document (*.docx). If a person you are sending this file to has a previous version of Word, you will need to save the file type as Word 97-2003 Document (*.doc).
On the Office button , click Save As. The Save As dialogue box will appear. Choose or create a folder that the document can be easily retrieved from. A common place to save documents is the My Documents folder. This folder can be selected from the icons on the left side of the save as window. Name your file in the File Name field. Just below the File Name field is another field named Save as Type. Click this drop down arrow and then select Word 97-2003 Document (*.doc). Click the Save button. This allows anyone using any version for Word 97 or later to open this file. To save additional changes after the document has been initially saved, go to the Office button and click Save. The changes will be saved to the same location, with the same file type and name, and without opening the dialogue box. Saving a Presentation for 97-2003
Method: **Important note for 2007 PowerPoint®: When initially saving a PowerPoint® presentation, the default file type is PowerPoint Presentation (*.pptx). If a person you are sending this file to has a previous version of PowerPoint®, you need to save the file type as PowerPoint 97-2003 Presentation (*.ppt).
On the Office button , click Save As. The Save As dialogue box will appear.
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Choose or create a folder where the presentation can be easily retrieved. A common place to save presentations is the My Documents folder. This folder can be selected from the icons on the left side of the save as window. Name your file in the File Name field. Just below the File Name field is another field named Save as Type. Click this drop down arrow and then select PowerPoint 97-2003 Presentation (*.ppt). Click the Save button. This allows anyone using any version for PowerPoint® 97 or later to open this file. To save additional changes after the presentation has been initially saved, go to the Office button and click Save. The changes will be saved to the same location with the same file type and name, and without opening the dialogue box. Saving a Workbook for 97-2003
Method: **Important note for 2007 Excel: When initially saving an Excel workbook, the default file type is Excel Workbook (*.xlsx). If a person you are sending this file to has a previous version of Excel, you need to save the file type as Excel 97-2003 Workbook (*.xls).
On the Office button , click Save As. The Save As dialogue box will appear. Choose or create a folder where the workbook can be easily retrieved. A common place to save workbooks is the My Documents folder. This folder can be selected from the icons on the left side of the Save As window. Name your file in the File Name field. Just below the File Name field is another field named Save as type. Click this drop down arrow and then select Excel 97-2003 Workbook (*.xls). Click the Save button. This allows anyone using any version for Excel® 97 or later to open this file. To save additional changes after the workbook has been initially saved, go to the Office button and click Save. The changes will be saved to the same location with the same file type and name and without opening the dialogue box.
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UNDERSTANDING WORD
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Word Microsoft® Word is a word processing program that allows you to create many types of professional documents. This section of the tutorial teaches the following:
Navigate the Word environment Edit text Format text and documents Insert graphics Use available tools
To open Microsoft® Word, click on the Start menu and click Programs. Then, click Microsoft® Office and click Microsoft® Word. Click the right arrow above to learn about navigating the Word environment Navigating in Word Start this tutorial to familiarize yourself with the basic navigation tools necessary for working in Microsoft® Word. To use this tutorial, move the arrow cursor over different parts of the screen. Moving it over an important feature presents a box explaining how the feature helps create and format professional documents. Click below to begin navigating in Word. Word® – Working with Documents Creating, Saving, and Opening Documents Creating a New Document Method 1:
On the Office button , click New. Choose the New Blank Document icon Click Create A new document will open.
Method 2:
Click the New Document A new document will open.
icon on the Quick Access Toolbar.
Note: If you do not see this icon on your Quick Access Toolbar, click here to learn how to customize your Quick Access Toolbar.
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Saving a Document Method 1:
On the Office button , click Save As. The Save As dialogue box will appear. Choose or create a folder that the document can be easily retrieved from. A common place to save documents is the My Documents folder. This folder can be selected from the icons on the left side of the save as window. Name your file in the File Name field. Click the Save button. To save additional changes after the document has been initially saved, go to the Office button and click Save. This will save the changes to the same location, with the same file type and name, and without opening the dialogue box.
Method 2:
Click the Save icon on the Quick Access Toolbar. If this is the first time you are saving the document, it is treated as a Save As command and you can follow the steps in Method 1. If this is not the first time you have saved this document, the changes will save to the same location, with the same file type and name, and without opening the dialogue box.
**Important note for 2007 Word: When initially saving a word document, the default file type is Word Document (*.docx). If a person you are sending this file to has a previous version of Word, you need to save the file type as Word 97-2003 Document (*.doc). Instruction to save for 97-2003 are below. Saving a Document for 97-2003 Method:
**Important note for 2007 Word: When initially saving a word document, the default file type is Word Document (*.docx). If a person you are sending this file to has a previous version of Word, you will need to save the file type as Word 97-2003 Document (*.doc).
On the Office button , click Save As. The Save As dialogue box will appear. Choose or create a folder that the document can be easily retrieved from. A common place to save documents is the My Documents folder. This folder can be selected from the icons on the left side of the save as window. Name your file in the File Name field. Just below the File Name field is another field named Save as Type. Click this drop down arrow and then select Word 97-2003 Document (*.doc). Click the Save button. This allows anyone using any version for Word 97 or later to open this file.
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To save additional changes after the document has been initially saved, go to the Office button and click Save. The changes will be saved to the same location, with the same file type and name, and without opening the dialogue box. Opening a Document
Method 1:
On the Office button, click Open. An Open dialog box will open. Choose the location of the folder the document you want to open is located in. A common location is the My Documents folder located on the left side of the Open dialog box. Select the file. Click Open.
Method 2:
Click on the Open icon on the Quick Access Toolbar. An Open dialog box will open. Choose the location of the folder the document you want to open is located in. A common location is the My Documents folder located on the left side of the Open dialog box. Select the file. Click Open.
Note: If you do not see this icon on your Quick Access Toolbar, click here to learn how to customize your Quick Access Toolbar. Word® - Editing Text Selecting Text The text must be selected before using editing and formatting features. Method 1:
Place your mouse pointer in front of the text. Using the mouse, left-click the selection and drag until the appropriate amount of text is selected. Release the mouse and choose the editing or formatting features you want to apply to the selected text.
Method 2:
Place the insertion point in front of the selected text. Hold the Shift key and press the right and down arrow keys to begin selecting. When finished, release the keys and continue editing or formatting the text.
To select all text in a document:
Hold the Control key down and press the letter A.
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Deleting Text
To delete a small section of text, place the insertion point at the end of the text you want to delete and press the Backspace key. If the insertion point is before the text you want to delete, press the Delete key. When deleting a large section of text, select what you want to delete and press Delete. Clipboard
When cutting, pasting, or copying text, it may help to open the clipboard. If the clipboard is not open, only the last cut or copied item can be accessed.
Go to the Home tab. Click on the Dialog Box Launcher icon in the bottom right corner of the clipboard group to see more options. All items cut or copied into the clipboard appear on the left side of your document in the clipboard window. Cutting Text
Cutting text removes it from the document. The cut text is available for use again during a session when using the clipboard. Method 1:
Select the text to cut. Go to the Home tab. On the clipboard grouping, click the Scissors icon.
Method 2:
Select the text to cut. Right-click the selection. Select Cut.
Method 3:
Select the text to cut. Hold down the Control key, and press the letter X. This adds the selected text to the clipboard. Copy Text
Copy text to repeat a section of text within the document or to transfer information from another file or Web site to a document. Method 1:
Select the text to copy. Go to the Home tab.
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On the Clipboard grouping, click the Copy icon.
Method 2:
Select the text to copy. Right-click the selection. Select Copy.
Method 3:
Select the text to copy. Hold down the Control key, and press the letter C. This adds the selected text to the clipboard. Pasting Text
A selection of text recently copied or cut can be pasted back into the document or into another file. Method 1:
Place the insertion point where you want the text to appear. Go to the Home tab. On the clipboard grouping, click the Paste icon. The text should be inserted.
Method 2:
Place the insertion point in the desired location. Right-click the selection Select Paste. The text should be inserted.
Method 3:
Place the insertion point where you want the text to appear. Hold down the Control key, and press the letter V. The text should be inserted. Undo and Redo:
The last few changes in a document can be undone on repeated. Method 1:
Hold down the Control key and press the letter Z to undo or hold down the Control key and press the letter Y to redo.
Method 2:
Click the Undo
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or Redo
buttons on the Quick Access Toolbar.
Word® - Formatting Text Bold, Italicize, or Underline Using font styles can enhance the impact of words or phrases. Method 1:
Select the text to enhance. Go to the Home tab. Locate the Font group.
Click one of the font style buttons.
To bold the text, click the Bold button.
To italicize the text, click the Italicize button.
To underline the text, click the Underline button.
Method 2:
When you select the text to enhance you will see a grayed box hovering over the selected text. Place your mouse over the grayed box. The box will fully appear.
To bold the selected text, click the Bold button.
To italicize the selected text, click the Italicize button. Note: This pop up does not offer the option to underline.
Method 3:
Select the text to enhance. To bold the selected text, hold down the Control key, and press the letter B. To italicize the selected text, hold down the Control key, and press the letter I. To underline the selected text, hold down the Control key, and press the letter U.
If you use the font styles when beginning to type text, you do not need to select the text. You need to turn off the font styles when you are ready to go back to the normal font. Change Font and Font Size Font pertains to the actual appearance of the characters. There are many different fonts to choose from. Academic writing, however, should use Times New Roman or Courier New with a 12 pt font. Method 1:
Select the text to change. Go to the Home tab. Locate the Font group.
Click the Font type drop down arrow or Font size drop down arrow and select the font or size.
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Method 2:
Select the text to change. When you select the text you will see a grayed box hovering over the selected text. Place your mouse over the grayed box. The box will fully appear. Click the Font type drop down arrow or the Font size drop down arrow to select the font or size.
If you choose the font or font size prior to typing, all the following text will be formatted with the desired font and font size, unless you make changes. Change the Font Color Color can be used to enhance font and emphasize certain words or phrases. Color in academic writing should be avoided. Method 1:
Select the text to change. Go to the Home tab. Locate the Font group. Under the font color section, select the desired font color.
Method 2:
Select the text to change. When you select the text you will see a grayed box hovering over the selected text. Place your mouse over the grayed box. The box will fully appear. Click the Color drop down arrow to select the color. Word - Formatting Documents Change the Font Spacing
For readability purposes, most academic writing should be double spaced. Method:
Select the text. Go to the Home tab Locate the Paragraph group.
Click the Line Spacing drop down (located on the bottom row of commands). Select the desired spacing. Aligning Text
Alignment pertains to how the text appears in relation to the margins. Method:
Select the text.
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Locate the Paragraph group. The icons for alignment look like small pages with writing on them. The first button from the left shows left alignment, the second button shows center alignment, the third button shows right alignment, and the last button shows the Justify command. The Justify command aligns text to both the left and right margins, adding extra space between words as necessary. Insert a Page Break
Page breaks are used when you want to keep information separated on different pages. To insert a page break: Method 1:
Go to the Insert tab Locate the Pages group Click the Page Break command.
Method 2:
Go to the Page Layout tab. Locate the Page Setup group. Click the Breaks drop down arrow. Select Page. A page break is inserted where you cursor is located. Setting Tabs
The tab key is used to indent a paragraph. The tab should be set to 0.5”. To check your tab settings: Method:
Go to the Page Layout tab. Locate the Paragraph group. Click on the arrow in the bottom right corner of the paragraph group. This arrow is called the Dialog Box Launcher. Click on the Line and Page Breaks Tab at the top of the window. Click on the Tabs button in the lower left corner of the window. Change the default tabs stop to desired number.
This means that when you press the tab key, the line will be indented 0.5 inches. Right and Left Indent Right and left indents set the distances from the left or right side of a paragraph to the page margin. Method:
Go to the Page Layout tab. Locate the Indent commands in the Paragraph group. Change the left indent by clicking the up and down arrow.
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Change the right indent by clicking the up and down arrow. Hanging Indent
With a hanging indent the first line is not indented but the subsequent lines are indented. Hanging indents are often found on the reference page of an academic paper. To create a hanging indent:
Select the text where the hanging indent should be. Go to the Page Layout tab. Locate the Paragraph group. Click on the Dialog Box Launcher button in the bottom right corner of the paragraph group. A paragraph dialog box will appear. Under the indentation section, find the drop down menu labeled special. Select Hanging from the drop down menu. Margins
Margins are the white space along the four sides of your paper and can be adjusted. Most academic writing require all margins to be at 1 inch. To adjust your margins:
Go to the Page Layout tab. Locate the Page Setup group. Click on the Margins command Choose from the list of preset margin settings or click the Custom Margins option at the bottom. Under Custom Margins, it may be helpful to click the Default button in the lower left hand corner so you do not have to adjust these with every academic assignment.
Bullets and Numbering Bulleted Lists Method 1:
Go to the Home tab. Locate the Paragraph group. Click the drop down arrow to the right of the bullet icon. You can choose which type of bulleted list you would like. When you click on the Bullet command, the first bullet appears for you. Press Enter to get to the next bullet. To add details to an item, press the Tab key. Doing this indents the bullet.
Method 2:
Place your cursor on the line you want the bullet to appear.
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When you select the text to enhance you will see a grayed box hovering over the selected text. Place your mouse pointer over the grayed box. The box will fully appear. Click on the Bullet icon. Numbering
Follow the same steps for bullets except use the drop down on the numbering icon instead of the bullet
icon. Press Enter to get to the next number. To add details to an item, press the Tab key. Doing this indents the numbering.
Sample
Topic1 Topic 2 o Detail about topic two (use the tab key to indent) o Detail about topic two Topic 3 (Press Shift +Tab to get back to the original bullet level)
Headers and Footers Use headers and footers to input information, such as the date or page numbers, in the top and bottom margins of the document. Method1:
Go to the Insert ribbon.
Click on the Header icon located the Header and Footer Group. Choose a Header style from the drop down window. Type in Header.
You will notice a new Contextual Tab titled Header and Footer Tools appears on the top right of the title bar. This Contextual Tab provides a new Design ribbon for Headers and Footers. On the Design Ribbon locate the Header and Footer Group. Click on Page Number. Hover the cursor over Bottom of Page menu and click on a Number style. Click the Close Header and Footer icon on the Design ribbon.
Method2:
Go to the Insert ribbon. Click on the Header icon located on the Header and Footer Group. Select Edit Header on the drop down menu. Type in Header. Move the cursor to where you want to insert page number. On the Design Ribbon locate Header and Footer Group. Click on Page Number. On the Page Number drop down menu hover your cursor over Current Position.
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Click on a Number style. Click the Close Header and Footer icon on the Design ribbon.
Word - Inserting Objects Inserting Pictures Various types of graphics can be inserted into documents. Do not use pictures or graphics in academic writing unless creating a table or chart as a supplement.
Go to the Insert menu and choose picture. Select a picture type from the menu. Format the picture if needed. Word® - Tools Spell Check and Grammar Check
Spell check and grammar check are tools that help correct common spelling and grammatical errors. These tools identify common misspelled words but not misused words. If a word is drastically misspelled, the spell check will suggest alternative words close in spelling but not meaning. Consult a dictionary when doubts arise. Spell check can be a useful tool but must be used with discretion. To use spell check:
Go to the Review tab On the proofing grouping, choose Spelling and Grammar. A dialogue box will open. In the top box is a word or phrase that indicates the type of error. The bottom box indicates suggestions made by the program. There are some options on what to do with that feedback. The suggestions can be Ignored for one occurrence of the word or for all occurrences. Suggested changes can be Accepted. Sometimes the program identifies words or names with unusual spelling as misspelled. If there is no doubt that the word is spelled correctly, Add it to the dictionary and it will no longer appear as a misspelled word. Use this feature with caution. Word Count
Word count counts the number of words in a document or selected section of text.
Go to the Review tab
On the proofing grouping, click on the Word count icon. Remember that when writing an academic paper, the word count only applies to the body of the paper. Do not include the title page and reference page in the word count Select the body of the document if a title page or reference page is present. A dialogue box will appear with a number of statistics about the paper, such as number of words, characters, and paragraphs in the document. This technique can also be used to find the word count of a particular paragraph.
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Thesaurus To use the thesaurus:
Go to the Review tab On the proofing grouping, click on the Thesaurus command. The task pane will open. Type a word in the Search For box. A list of synonyms will appear in the main window of the task pane.
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UNDERSTANDING POWERPOINT
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Power Point PowerPoint® allows you to create professional presentations for school or work. This section of the tutorial teaches the following:
Navigate the PowerPoint® environment Identify best practices for effective presentations Create a basic presentation with multiple slides Enhance presentation with multimedia
To open Microsoft® PowerPoint®, click on the Start menu and click Programs. Then, click Microsoft® Office and click Microsoft® PowerPoint®. Click the right arrow above to learn about navigating the PowerPoint® environment. Navigating in PowerPoint Start this tutorial to familiarize yourself with the basic navigation tools necessary for working in Microsoft® PowerPoint®. To use this tutorial, move the arrow cursor over different parts of the screen. Moving it over an important feature presents a box explaining how the feature helps create and format professional presentations. Click below to begin navigating in PowerPoint®. PowerPoint® – Working with Presentations Creating, Saving, and Opening Presentations Creating a New Presentation Method 1:
On the Office button , click New. Choose the Blank Presentation icon. Click Create. A new presentation will open.
Method 2:
Click the New Presentation A new presentation will open.
icon on the Quick Access Toolbar.*
*Note. If you do not see this icon on your Quick Access Toolbar, click here to learn how to customize your Quick Access Toolbar.
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Method 1:
On the Office button , click Save As. The Save As dialogue box will appear. Choose or create a folder where the presentation can be easily retrieved. A common place to save presentations is the My Documents folder. This folder can be selected from the icons on the left side of the Save As window. Name your file in the File Name field. Click the Save button. To save additional changes after the presentation has been initially saved, go to the Office button and click Save. This will save the changes to the same location with the same file type and name, and without opening the dialogue box.
Method 2:
Click the Save icon on the Quick Access Toolbar. If this is the first time you are saving the presentation, it is treated as a Save As command and you can follow the steps in Method 1. If this is not the first time you have saved this presentation, the changes will save to the same location with the same file type and name and without opening the dialogue box.
**Important note for 2007 PowerPoint®: When initially saving a PowerPoint® presentation, the default file type is PowerPoint Presentation (*.pptx). If a person you are sending this file to has a previous version of PowerPoint®, you need to save the file type as PowerPoint 97-2003 Presentation (*.ppt). See the instructions for Saving a Presentation for 97-2003 below. Saving a Presentation for 97-2003 Method: **Important note for 2007 PowerPoint®: When initially saving a PowerPoint® presentation, the default file type is PowerPoint Presentation (*.pptx). If a person you are sending this file to has a previous version of PowerPoint®, you need to save the file type as PowerPoint 97-2003 Presentation (*.ppt).
On the Office button , click Save As. The Save As dialogue box will appear. Choose or create a folder where the presentation can be easily retrieved. A common place to save presentations is the My Documents folder. This folder can be selected from the icons on the left side of the save as window. Name your file in the File Name field. Just below the File Name field is another field named Save as Type. Click this drop down arrow and then select PowerPoint 97-2003 Presentation (*.ppt). Click the Save button. This allows anyone using any version for PowerPoint® 97 or later to open this file. To save additional changes after the presentation has been initially saved, go to the Office button and click Save. The changes will be saved to the same location with the same file type and name, and without opening the dialogue box.
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Opening a Presentation Method 1:
On the Office button, click Open. An Open dialog box will appear. Choose the location of the folder containing the presentation you want to open. A common location is the My Documents folder located on the left side of the Open dialog box. Select the file. Click Open.
Method 2:
Click on the Open icon on the Quick Access Toolbar.* An Open dialog box will appear. Choose the location of the folder containing the presentation you want to open. A common location is the My Documents folder located on the left side of the Open dialog box. Select the file. Click Open.
*Note. If you do not see this icon on your Quick Access Toolbar, click here to learn how to customize your Quick Access Toolbar. Power Point - Editing Presentations Typing Text Click inside the placeholders to add text. Choose a Slide Design Theme A slide design theme is a set of formats including background, fonts, colors, and effects. Users can choose from a number of design themes. Method:
Go to the Design ribbon and locate the Themes group. A number of slide designs appear in the Themes group. Hover the cursor over the theme to preview the slides. You can also click on the up and down arrows on the right side of the Themes group to view more themes. Click on the desired theme. The theme will apply to all slides. Icons offered in the Themes group on the Design ribbon also allow you to change the Theme colors, Theme fonts, and Theme effects.
Note. It is usually a good idea to use only one design theme for a presentation. Using multiple themes can be distracting.
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Change the Layout of a Slide PowerPoint® has preset slide layout options; for example, title slide layout, title and content layout, two-content layout, and title only layout. Method:
Go to the Home ribbon by clicking on the Home tab. Locate the Slides group Click the Layout button. Choose an appropriate layout for the content on the slide. Bullets
Bullets organize information on the slide and many slide layouts typically include bullets. Method 1:
In the text placeholder, start typing after the first bullet. The first bullet should support the title of the slide. Press Enter to proceed to the next bullet. If there are details to add about the first bullet, press Tab to move the bullets to the next indention level. Press Enter and add another detail. To move back a level, hold the Shift key down and press Tab.
Method 2:
In the text placeholder, start typing after the first bullet. The first bullet should support the title of the slide. Press Enter to proceed to the next bullet. If there are details to add about the first bullet, use the Increase Indent button group on the Home ribbon to increase the indent level. Press Enter and add another detail. To move back a level, use the Decrease Indent button to decrease the indent level.
in the Paragraph
in the Paragraph group on the Home Ribbon
Insert an Object Method 1:
Go the Insert ribbon by clicking on the Insert tab. Choose the object you would like to insert from any of the various groups. For example, on the Illustrations group you can choose Picture, Clipart, Photo Album, Shapes, Smart Art, or Chart. These items should enhance the presentations, not overwhelm the audience.
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A content placeholder contains six icons to insert: tables, charts, Smart Art graphics, picture from file, clipart, or a media clip. If your slide layout has a content placeholder, you can click on the any of the six icons to insert an object. If your slide layout does not have a content placeholder, you can add one using the slide layout command. See Change the Layout of a Slide example for instructions. Add a content placeholder to your slide. Select the appropriate icon to insert an object. Insert a New slide
Method:
Go to the Home ribbon and locate the Slides group On the Slides group, click New Slide. A new slide will be inserted after the selected slide in the slide pane. Refer to “Change the Layout of a Slide” if a layout change is needed. Delete a Slide
Method 1:
Go to the Home ribbon and locate the Slides group On the Slides group, click Delete. The selected slide will be deleted.
Method 2:
Right-click on the slide in the slide tab pane on the left side of the screen. Choose Delete Slide. Rearrange Slides
Method 1:
In the slide tab pane on the left side of the screen, click and drag a slide to a different location. A line will appear near the mouse pointer indicating where the slide will be placed.
Method 2:
Go to the View ribbon and locate the Presentation Views group. In the Presentation Views group, click on Slide Sorter. Click and drag a slide to a different location. A line will appear near the mouse pointer indicating where the slide will be placed.
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Power Point - Formatting a Presentation with Many Slides Slide Master Formatting a presentation with many slides can be tedious and time-consuming. Instead of formatting changes in each slide of your presentation, you can use Slide Master to change the format for many slides at one time. The Slide Master is primarily used to accomplish two tasks: To make the global formatting change to every slide in a presentation, and to format slides associated with the same layout. To use the slide master:
Go to the View ribbon and locate the Presentation Views group. In the Presentation Views group, click on Slide Master. A list of master slides appears on the left pane. Those slides control the format of the presentation. Hover the cursor over each master slide to see which slides it controls. Click on the first master slide on the list, which controls the global formatting of the entire presentation. Click on one of the placeholders on the first master slide and use commands on the home ribbon to change color or other formats. You will see the format changes applied to other slides as well. To exit Slide Master, click the Slide Master tab to get back to the Slide Master ribbon. Click Close Master View in the Close group. Check your presentation to make sure you correctly apply format changes to the desired slides. If you would like to format several slides associated with one layout, use other master slides in the Slide Master view to make desired changes. Power Point - Speaker's Notes View Speaker’s Notes
Click on the blue bar beneath the slide. The mouse pointer will change to a double bar with an up and down arrow. Click and drag upward to display speaker’s notes. Begin typing narrative text or notes for the presentation delivery. Power Point - Viewing Presentations Viewing a Presentation
Go to the View ribbon by clicking on the View tab. Normal view allows users to edit text, enter notes, and rearrange and format slides. In the Slide Sorter view, users can rearrange slides and change the design and layout. The Notes view shows the slides with notes. Users can add notes in this view. The Slide Show view is used when delivering or previewing the presentation. Users cannot make changes in this view.
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Exiting a Presentation Method 1: To exit a presentation, left click the mouse after the last slide and it will return you to the Normal view. Method 2: Press the Esc key on your keyboard Excel Excel creates professional spreadsheets and works with numerical data. This section of the tutorial teaches the following:
Navigate Excel environment Edit cells and worksheets Format cells and worksheets Use formula bar to perform basic calculations Create and format charts
To open Microsoft® Excel, click on the Start menu and click Programs. Then, click Microsoft® Office and click Microsoft® Excel. Click the right arrow above to learn about navigating the Excel environment.
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UNDERSTANDING EXCEL
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Excel Navigating in Excel Start this tutorial to familiarize yourself with the basic navigation tools necessary for working in Microsoft® Excel. To use this tutorial, move the arrow cursor over different parts of the screen. Moving it over an important feature presents a box explaining how the feature helps create and format professional workbooks. Click below to begin navigating in Excel. Excel® – Working with Workbooks Creating a New Workbook Method 1:
On the Office button , click New. Choose the Blank Workbook icon. Click Create. A new workbook will open.
Method 2:
Click the New Workbook A new workbook will open.
icon on the Quick Access Toolbar.*
*Note. If you do not see this icon on your Quick Access Toolbar, click here to learn how to customize your Quick Access Toolbar. Saving a Workbook Method 1:
On the Office button , click Save As. The Save As dialogue box will appear. Choose or create a folder where the workbook can be easily retrieved. A common place to save workbooks is the My Documents folder. This folder can be selected from the icons on the left side of the Save As window. Name your file in the File Name field. Click the Save button. To save additional changes after the workbook has been initially saved, go to the Office button and click Save. This will save the changes to the same location with the same file type and name, and without opening the dialogue box.
Method 2:
Click the Save
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icon on the Quick Access Toolbar.*
If this is the first time you are saving the workbook, it is treated as a Save As command and you can follow the steps in Method 1. If this is not the first time you have saved this workbook, the changes will save to the same location with the same file type and name and without opening the dialogue box.
**Important note for 2007 Excel®: When initially saving an Excel® workbook, the default file type is Excel Workbook (*.xlsx). If a person you are sending this file to has a previous version of Excel®, you can save the file type as an Excel 97-2003 Workbook (*.xls). See the instructions to “Saving a Workbook for 97-2003” below. *Note. If you do not see this icon on your Quick Access Toolbar, click here to learn how to customize your Quick Access Toolbar. Saving a Workbook for 97-2003 Method: **Important note for 2007 Excel: When initially saving an Excel workbook, the default file type is Excel Workbook (*.xlsx). If a person you are sending this file to has a previous version of Excel, you need to save the file type as Excel 97-2003 Workbook (*.xls).
On the Office button , click Save As. The Save As dialogue box will appear. Choose or create a folder where the workbook can be easily retrieved. A common place to save workbooks is the My Documents folder. This folder can be selected from the icons on the left side of the Save As window. Name your file in the File Name field. Just below the File Name field is another field named Save as type. Click this drop down arrow and then select Excel 97-2003 Workbook (*.xls). Click the Save button. This allows anyone using any version for Excel® 97 or later to open this file. To save additional changes after the workbook has been initially saved, go to the Office button and click Save. The changes will be saved to the same location with the same file type and name and without opening the dialogue box. Opening a Workbook
Method 1:
On the Office button, click Open. An Open dialog box will appear. Choose the location of the folder where the workbook you want to open is located. A common location is the My Documents folder located on the left side of the Open dialog box. Select the file. Click Open.
Method 2:
Click on the Open
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icon on the Quick Access Toolbar.*
An Open dialog box will appear. Choose the location of the folder where the workbook you want to open is located. A common location is the My Documents folder located on the left side of the Open dialog box. Select the file. Click Open. Excel® - Editing Cells Identifying a Cell
A cell is one box on the sheet. Cells are identified by the column letter above and the row number to the right. For example, the Cell A1 is in row one, column A.
Click on the cell. The cell location appears in the name box. Copy and Paste a Cell
Method 1:
Click on a cell to select it. Click on the home tab.
Locate the Clipboard group and click on the copy command. Select the cell in which you want the copied data to appear. Click on the Paste command to the left of the copy command.
Method 2:
Click on a cell to select it. Click the right mouse key and click Copy. Select the cell in which you want the copied data to appear. Click the right mouse key and click Paste. Copy and Paste a Range of Cells (See Copy and Paste a Cell for help)
Place the mouse pointer on the upper left most cell of the range, then click and drag to the right bottom most cell. Release the mouse key. Copy the data. Select the cell in which you want to paste the data. Paste the data. Selecting Disjointed Ranges
Disjointed ranges are ranges of cells that are not adjacent to the others. Selecting only row 5 and row 9 would be an example of selecting disjointed ranges.
Select the first range. Hold the control key down and select the next range.
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Adjusting Column Width Method 1:
Select the entire worksheet by clicking in the grey box to the left of column A and above row one. Double-click on a line between two column headings at the top of the columns; this makes columns large enough to accommodate text size in all cells. The cell width is not uniform. Drag the line between two column headings at the top of the columns to adjust column width. All cells will have the same width.
Method 2:
Select the entire worksheet by clicking in the grey box to the left of column A and above row 1. On the Home ribbon, go to the Cells group. Click the Format drop-down box. Select Column Width. Enter a numerical value. Adjusting Row Height
Method 1:
Select the entire worksheet by clicking in the grey box to the left of column A and above row one. Double-click on a line between two row headings at the right of the rows; this makes rows large enough to accommodate text size in all cells. The cell width is not uniform unless all text sizes are uniform. Drag the line between two row headings at the right of the rows to adjust row height. All cells will have the same height.
Method 2:
Select the entire worksheet by clicking in the grey box to the left of column A and above row 1. On the Home ribbon, go to the Cells group. Click the Format drop-down box. Select Row Height. Enter a numerical value. Copy and Paste a Column (See Copy and Paste a Cell for help)
Select a column by clicking the column heading. Copy the column. Click the first cell in the column in which you want the beginning of the data to appear. Paste the column. Deleting a Row
Method 1:
Select the row to delete by clicking the row number to the left of the row. On the Home ribbon, click the Delete drop down in the cells group. Select Delete Cells.
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Method 2:
Select the row to delete by clicking the row number to the left of the row. Click the right mouse button and click Delete. Inserting Columns
Select a column heading to the right of where you want the new column to appear. On the Home ribbon, click the Insert drop down in the cells group. Select Insert Cells. Formatting Cells Format Text in Cells
Method 1:
Select the cell or cell range you want to change. Go to the Home ribbon Locate the font group. Click on the commands you want to apply; for example, click on the Font drop down to change the font.
Method 2:
Select the cell or cell range. Right click on your mouse. Choose Format Cells. There are six tabs at the top. Choose the tab you want. For example, the Font tab will allow you to change font, font style, font size, and more. You can also choose the Alignment tab to change your text alignment in the cells. Add a Border
Method 1:
Select the cell or cell range. On the Home ribbon, go to the Cells group. Click the Format drop down. Choose Format cells.
Click the Border tab in the dialogue box that opens. To put a border around the outside of your data, click the Outline button. To create borders that separate each cell, click the Inside button. You can also apply borders to only one side of the selected cells.
Method 2:
Select the cell or cell range. On the Home ribbon, go to the Font group. Click the border drop down menu .
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Choose the borders you wish to add. Format Cells for Numbers
Method 1:
Select the cells to be formatted. On the Home ribbon, go to the Numbers group. Click the Numbers format drop down box. Choose the desired format.
Method 2:
Select the cells to be formatted. On the Home ribbon, go to the Cells group. Click the Format drop down. Choose Format Cells. Click the Number tab. Choose your Category
The Number tab can apply dollar signs, percentage signs, a date format, or other signs and formats to selected cells without having to type a sign or format in each cell. A sample will appear in the upper right-hand corner of the dialogue box. Auto formatting a Table
Select a set of data. Go to the Home tab. Locate the Styles group. Select Format as Table. A new window will appear with different formatting styles. Choose a style you would like to add. Working with Data Using the Fill Handle to Quickly Enter Data
The fill handle is a tool that can automatically apply a value to a number of cells so it does not need to be entered by hand. For instance, if all students received 100% on an assignment, the fill handle can be used to quickly give each student 100% on a grading sheet rather than entering the scores to each individual cell. The fill handle can also be used for a series of data such as days of the week or counting by fives. To use this feature:
Select a cell with data. In the lower right-hand corner of the cell is a very small black square. Move the mouse pointer over the black square until it changes to a black cross. Click and hold the left mouse key and drag to the desired stopping point. If unsatisfied with the appearance of the data, click the tag that appears next to the data and choose a different option.
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Formulas Formulas use mathematical operations to manipulate data. There are six frequently used symbols for mathematical operations.
Use the plus sign (+) for addition. Use the minus sign (-) for subtraction. Use the asterisk (*) for multiplication. Use the forward slash (/) for division. Use the carrot (^) for exponents. Use parentheses ( ) to group computations.
Mathematical operations are computed based on a certain predefined order. Please click this link for more instruction on the order of operation. Perform Mathematical Computations with Numbers
Select a cell where the computation will occur. Press the equal sign key. The equal sign must be pressed or the computation will not be performed. Type a formula like =3+4. Press enter. The cell will display the answer. The formula you have entered is displayed on the formula bar. Perform Mathematical Computations with Cells
Computations can also be performed on cells. For instance, the values in A5 and A7 can be added together. Method 1:
Identify the cell(s) you want to compute and its name; for example, cell A1. Select an empty cell. Press the equal sign. Enter a formula like =3+A1. This formula means that the answer in the selected cell is the value of 3 plus the number in cell A1. If the data in cell A1 changes, the answer will also change in cells that use A1 in performing mathematical operations. Press enter. The cell will display the answer. The formula you have entered is displayed on the formula bar.
Method 2:
Select a cell where the computation will occur. Press the equal sign key. The equal sign must be pressed or the computation will not be performed. Select cell(s) to be used in the first part of the function; for example, click cell A1. Add your mathematical operation symbol. Select the next cell(s) to be used as part of the function. Repeat this until all of your values and symbols are entered correctly in the formula.
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Press Enter The cell will display the answer. The formula you have entered is displayed on the formula bar. Use a Function to Perform Mathematical Computation Functions are preset formulas, and must begin with an equal sign.
Common functions:
=SUM(A2:A10) =AVERAGE(A2:A10) =MIN(A2:A10) =MAX(A2:A10) =COUNT(A2:A10) Calculate the sum of cells A2 through A10. Calculate the average of cells A2 through A10. Find the smallest value in cells A2 through A10. Find the largest value in cells A2 through A10. Find the number of entries in cells A2 through A10. Use the Function Library Method 1:
Select a cell in which you want the answer to the formula to appear. Click the Formula tab. Locate the Function Library group. Choose your function from one of the drop down menus. Select a function. Notice that the equal sign is already in place. The function will appear in the formula bar. Select the cells to be included in the function. Press enter and the answer will be displayed in the cell. The function you have entered is displayed on the formula bar.
Method 2:
Select a cell in which you want the answer to the formula to appear. Type an equal sign. Type the function name (for example, sum). Type an open parenthesis. Select cells to be used in the function. Type a closed parenthesis. Press enter and the answer will be displayed in the cell.
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The function you have entered is displayed on the formula bar. Sort the Data Sorting data means putting it in a logical order. Data can be ordered numerically or alphabetically.
Method 1:
Select a cell in the column to be sorted. Go to the Data ribbon.
Click either the ascending
or descending
sort buttons in the Sort and Filter Group.
Method 2:
Select a cell in the column to be sorted. On the Data menu, click Sort. After the dialogue box opens, select how you want to sort the information. Click OK. Charts
Create a Chart
Select the cells to be included in the chart. Be sure to select any titles or headings you want to include in the chart. Under the Insert tab, select a chart type under the Charts group. The chart will be inserted into the page. You will notice that a new Contextual tab titled Chart Tools appears on the top right of the title bar. Contextual Tabs provide formatting ribbons for objects such as charts, pictures, and graphics. Chart Tools provides three new ribbons, Design, Layout, and Format. If you need to switch column and row, you can easily do so with the Switch Row/Column command in the Data group on the Design ribbon. The Switch Row/Column command can swap data over the axis. Data being charted on the X-axis will move to the Y-axis and vice versa. Formatting a Chart Move a Chart to a New Sheet
To move the chart to a new sheet, click on the Design tab under Chart Tools. Find the Location group. Select Move Chart. A new window will open. Select New sheet and press ok. You can go back to your original sheet using the sheet tabs on the bottom. Chart and Axis Titles
Select the Chart. Click on the Layout tab under the Chart Tools Contextual tab and locate the Labels group. Select the Axis Titles icon.
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Select either Primary Horizontal Axis title or Primary Vertical Axis title and choose the option you want. Type the title and press enter. Format Axis
Select the Chart. Click on the Layout tab under the Chart Tools Contextual tab and locate the Axes group. Select the Axes icon. Select either Primary Horizontal Axis or Primary Vertical Axis and choose the option you want to use. Format Data Series
Place the mouse pointer on a data point. This could be a bar in a bar graph or a data point in a line plot. Right click. Select Format Data Series. Select any formatting options you desire; for example, you can change the bar in a bar graph to have a gradient fill instead of a solid fill. Format Plot Area
Select the chart. A new Layout tab appears under Chart tools. Click on the Layout tab and locate the Background group. Select the Plot Area icon if it is available. If it is not available, use the Chart Wall and Chart Floor icons to change the plot area of your chart. Select the formatting you desire. For example, you can change the 3-D Chart Walls to be a solid color.
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