MS Office 2007 - Notes

8/22/2019 MS Office 2007 - Notes

1/89

Hardware concepts

TABLE OF CONTENTS

PRIMARY COMPONENTS OF COMPUTER SYSTEM

INPUT DEVICES

PROCESSING

MOTHERBOARD

MEMORY

SECONDARY STORAGE DEVICES

OUTPUT DEVICES

SOFTWARE

SHORTCUT KEY


2/89

Hardware concepts

- 2 -

Introduction to Computers

The computer as we know it is a group of pieces of hardware put together

to get a job done faster. To accomplish its various tasks, the computer is made of

different parts, each serving a particular purpose almost independent of, or inconjunction with, other parts. You don't necessarily need to know how these parts

operate, at least not at this time, but you should be aware of their co-dependence to

take advantage of their various characteristics.

The "computer" is an ensemble of different machines that you will be using to

get your job done. A computer is primarily made of the Central Processing Unit

(usually referred to as the computer), the monitor, the keyboard, and the mouse.

Other pieces of hardware, commonly referred to as peripherals, can enhance or

improve your experience with the computer.

To use the computer, the first thing you should find is the power switch that is

used to put the unit on. Nowadays, it is usually located in front of the computer.

Pushing it would start the computer. Therefore, before using a computer, you must

first turn it on.

Practical Learning: Starting a Computer

To turn the computer on, find its Power button and press it

When the computer starts, it will show welcome screen

Click on Trainees

BASICS OF COMPUTERS

Hardware Devices

Software Program/instructions

Heart ware-- Users or Personnel

Data is a collection of facts figures supplied to the computer to generate meaningful

information.

Data cycle- Input Data Processing Meaningful Information

Computer Hardware consists of the devices & the equipment that make up a

computer system. Stated simply, if you can touch it, it is computer Hardware.

The three primary functions of a computer system are INPUT, PROCESS &

OUTPUT. Before information can be processed & output, the data must be entered

into the system. This data before it is processed is referred to as input data.
http://www.functionx.com/windows/Lesson01.htmhttp://www.functionx.com/windows/Lesson01.htmhttp://www.functionx.com/windows/Lesson01.htmhttp://www.functionx.com/windows/Lesson01.htm


3/89

Hardware concepts

- 3 -

Since the input data is the beginning point for the processing, the output can be no

more accurate than the input. Bad input data gives us the term GIGO Garbage in

Garbage out. If you input Garbage or incorrect data into the computer system you

should expect garbage or incorrect information as output from the computer system.

INPUT DEVICES

Input devices allow you to enter raw data into the computer system. The function of

any input device is to convert an electronic form that can be understood by the

computer. Input devices can be divided into three major categories: -

(I) The first category is touch devices

1. Keyboard: is used to for typing

2. Mouse: The mouse is one of several pieces of hardware you will be usingwhen interacting with the computer. It works by its pointing on the screen.

A mouse is primarily made of three parts: the buttons, the handling area, and the

rolling object. By default, a mouse has two buttons: left and right. Most mice

nowadays are also equipped with a wheel on top:

a. Left mouse button : For normal selectionb. Right Mouse button : For context sensitive menu options

Mouse movementa) Click Selection of objectb) Double click - Object / window openedc) Drag & Drop - For dragging the object & fix up at other place.

3) Touch Screen

4) Light pen

(II) Visual or optical devices

a) Bar code Scannerb) Optical mark readers (OMR)c) Magnetic ink character Recognition (MICR)

(III) Sound devicesd) Microphone

PROCESSING

The key to all the processing that occurs is the Central Processing Unit

(CPU); which is often referred to as a "Computer on a chip" because it is containedon an electronic circuit chip. The CPU is housed in the system unit. The system unit
http://www.functionx.com/windows/Lesson02.htmhttp://www.functionx.com/windows/Lesson02.htm


4/89

Hardware concepts

- 4 -

is a cabinet that houses many electronic components & serves as the main

connecting point for other devices.

C.P.U.

The most important part, also called the Central Processing Unit or CPU. It ismade up of two components; the control unit & the Arithmetic logical unit. These

pieces, inside of the box, perform the jobs of the computer. One of the assignments

of this unit is to join all the other pieces connected to it. Another job of this unit is to

perform calculations, exactly the same types of calculations you were performing in

primary school, except that this box can handle them very (extremely) fast, so fast

that there is no human being who can match that speed. Besides the calculations,

this unit also performs other assignments that it receives from various sources

including you and the external units that are connected to the CPU.

THE MOTHER BOARD

The main electronic circuit board, located in the system unit cabinet called the

motherboard. The C.P.U. chip is plugged into a special socket on the main electronic

circuit board and it is connected to every device installed in the system because the

C.P.U. handles all operations in the computer.

The Motherboard also provides connection for the Computer's keyboard, disk

drives, monitor and other devices. It also provided various expansions socket on the

main electronic circuit board and it is connected to every device installed in the

system because the C.P.U. handles all operations in the Computer.

The Motherboard also provided connection for the computer's keyboard, disk

drives, monitor and other devices. It also provides various expansions socket or

ports that allow you to plug in special devices such as a mouse or printer. It also

provides special sockets where additional memory or primary storage can be added.

MEMORY

It is the place or area that holds programme & the data being manipulated whilethey are being used. There are two types of memory:-

- Primary or Main Memory.

- Secondary or permanent memory.

Primary or Main Memory: There are two types of primary memory.

1. RAM (Random Access Memory)

It is volatile or temporary memory. It will lose its contents when the computer's

power is shut off. The purpose of RAM is to hold programs & data while they are in

use. It is also known as Read/Write memory.
http://www.functionx.com/windows/Lesson01.htmhttp://www.functionx.com/windows/Lesson01.htm


5/89

Hardware concepts

- 5 -

2. ROM (Read only Memory)

It is non-volatile or permanent memory. It always holds same data, the data in

them cannot be changed. The data in these chips can only be read & used.

Computer needs ROM so that it knows what to do when the power is first turned onROM contains a set of startup instructions, which ensure that the rest of memory is

functioning properly, check for hardware devices & check for an operating system

on the Computer's disk drivers.

3. Cache Memory

It is a special type of high-speed memory that resides between the CPU &

RAM in a computer. It stores data and instructions that the CPU is likely to need

next. The CPU can retrieve data or instructions more quickly from cache that it can

from RAM or a disk.

SECONDARY MEMORY:

Once data is input it needs to be storage of data requires two components:

the storage device & the storage media. The most common storage devices are

floppy drives & Hard disk drives & CD.

1. Hard Disk

The primary object used to hold information in a computer is called the hard

drive. Hard disk is non-flexible, non-removable secondary storage device. They are

built into the computer. They can store very large amount of data & are also much

faster than floppy.

It is made of a pack of aluminum platters and every platter has read/write

head associated. Hard disk is enclosed in a metallic box which has vacuum inside.

It is not portable

2. Floppy Disk

Floppy disks are small & portable. There are two sizes in which a floppycomes.

5 Capacity 1.22 MB

3 Capacity 1.44 MB

It is made up of myler flexible plastic & it is coated with iron oxide (Fe2O) and

enclosed in a plastic jacket. Floppy disk made up of tracks (80) and sectors to store

data.

3. CD

CD Stands for Compact Disk. The primary use of this type of media is for

storing huge amount of pre-recorded data. It can hold 700 MB of data


6/89

Hardware concepts

- 6 -

4. DVD

DVD is Short fordigital versatile disc ordigital video disc, a type of optical

disk technology similar to the CD-ROM. A DVD holds a minimum of 4.7GB and

maximum 17 GB of data, enough for a full-length movie. DVDs are commonly used

as a medium for digital representation of movies and other multimedia presentationsthat combine sound with graphics.

5. USB flash drive

It is a small, portable flash memory card that plugs into a computers USB port

and functions as a portable hard drive. USB flash drives are touted as being easy-to-

use as they are small enough to be carried in a pocket and can plug into any

computer with a USB drive. USB flash drives have less storage capacity than an

external hard drive, but they are smaller and more durable because they do not

contain any internal moving parts.

USB flash drives also are called thumb drives, jump drives, pen drives, key

drives, tokens, or simply USB drives.

STORAGE CAPACITY

Bit - 0 or 18 bits 1 byte1024 bytes 1 KB

1024 KB 1 MB1024 MB 1 GB

C: Parent folder or Root folder represents Hard DiskA: folder for floppy 3 B: Second floppy 5 D: Folder for CD-ROM

OUTPUT DEVICES

Output is the third step in the Input-Process-Output cycle. In order to output

information you must have an output device. There are many different types ofoutput devices. We will group these output devices into three categories:-- Visual, touch & sound

1. VISUAL

a) Monitor

CRT (Cathode Ray Tube) LCD (Liquid Crystal Display).


7/89

Hardware concepts

- 7 -

CRT model requires continues supply of electricity whereas LCD are used inlaptop, palmtops etc and power is given by battery. It is portable.

PROPERTIES

1. Size- Two commonly used sizes are 15'' & 17'' diagonally.17'' are required fordesigning software.

2. Resolution No. of pixels on the screen. Pixel is the Phosphor dot onscreen.

3. Refresh rate No. of times the electron gun strikes at phosphor dot.

Monitor communicates to the CPU using video controller card called VGA (VideoGraphic Adapter)

b) Screen Image Projectors:Are used to display the computers images on avoid projection screen. These devices are excellent for presentations &demonstrations.

2) TOUCH

a) Printer: Are commonly used Output device. They provide information in a

permanent readable form. They produce printed output of results, programs & data.

Printers are classified as follows:

1. Character printer that prints one character of the text at a time.

2. Line printer that prints one line of the text at a time.

3. Page printer that prints one page of a text at a time.

There is one more classification, which depends on the technology used in the

manufacture.

1. Impact printers Use electro mechanical mechanism that causes hammers

or pins to strike against a ribbon and paper to print the text. Speed

measured on the basis of dpi dots per inch

2. Non Impact Printers Use thermal chemical electro static laser beam or

ink jet technology for printing the text. Speed measured in PPM pages per

minute. They are faster than impact printer but can produce single copy of

the text where as impact printer produces multiple copy of the text.

b) PlottersThey are use to produce precise a good quality graphics and drawings undercomputers control. They use ink pen or inkjet to draw graphics or drawings.

Plotters are used by engineers, Drafters, Mapmakers, architects & otherprofessionals who require precise detail in their graphic output.


8/89

Hardware concepts

- 8 -

3. Sounda. Speaker

SOFTWARE

Are the electronic instructions that tell the Computer what to do? There are two typesof software

1. System software2. Application software

The system software includes operating system, which is a collection of

programs, which controls the overall operation of a computer. These programs

written to assist humans in the use of the Computer system. These programs are

general programs.

An operating system is a collection of programs that helps the computer

manage its resources and that acts as the interface between the user and the

computer. The three main functions of an operating system are to control hardware

manage information and run application software. Hardware control consists of

coordinating the different parts of the computer system so that all parts work

together, this includes coordinating the flow of data (to and from the system unit and

to and from input and output devices like the keyboard and the display screen,

information, management consists of controlling computer system resources and

includes providing the means to manage and store information on the computerrunning application software consists of loading programs designed for specific uses,

such as Word Processing, Graphics and spreadsheet analysis. Ex: DOS, Window

98, Windows NT, UNIX, Linux, OS/2.

System software user interface E.g. O.S. Dos, windows, UNIX, Linux

Application software E.g. MS Office, AutoCAD, Adobe Photoshop

OPERATING SYSTEM UTILITIES:

1. User interface

2. Memory management

3. Handling system interrupts

4. I/O Device management

Application Software: is designed for specific uses or applications such as word

processing, graphics or spreadsheet analysis.


9/89

MICROSOFT WINDOWS

TABLE OF CONTENTS

FILES &FOLDERS OVERVIEW

DESKTOP COMPONENTS

CONTROL PANEL

CREATE FILE & FOLDER

COPYING AND MOVING

RENAMING &DELETING

CREATING SHORTCUTS

CONTROL PANEL

SEARCH FEATURE


10/89

Windows

- 10 -

With Windows you have faster access to information, and you are able to accomplishtasks more quickly and easily.

Windows makes it easier to:

Work with files. Find information. Personalize your computing environment. Work on the Web. Work remotely.

FILES AND FOLDERS OVERVIEW

Most Windows tasks involve working with files and folders. File:A complete,named collection of information, such as a program, a set of data used by aprogram, or a user-created document. A file is the basic unit of storage that enables

a computer to distinguish one set of information from another. It is a collection ofdata that a user can retrieve, change, delete, save, or send to an output device, suchas a printer or e-mail program. Folder: - A container for programs and files ingraphical user interfaces, symbolized on the screen by a graphical image (icon) of afile folder. A folder is a means of organizing programs and documents on a disk andcan hold both files and additional folders

Windows uses folders to provide a storage system for the files on yourcomputer, just as you use manila folders to organize information in a filing cabinet.

Folders can contain many different types of files, such as documents, music,

pictures, videos, and programs. You can copy and move files from other locations,such as another folder, computer, or the Internet, to folders you create. You caneven create folders within folders.

The work you do with files and folders falls into three categories:

Organizing and managing files and folders

You can perform basic file and folder tasks, such as creating, deleting, copying, andmoving files and folders, and more advanced tasks, such as changing file and folder

properties and managing shared folders

Searching for files and folders

You can narrow the focus of your file and folder searches by including additionalsearch criteria, such as the date, type, file size, or case sensitivity. You can alsobroaden the scope of your file searches by using wildcard characters, and specifyingliteral text or regular expressions.

DESKTOP-is the first screen in Windows OS


11/89

Windows

- 11 -

DESKTOP COMPONENTS-

My computer My Computer is used to explore the content of your computer and todo other routine things.

My documents - is the default folder for all the application files.

Recycle Bin- When you get rid of (delete) some things on your computer (folders orfiles), they go to an area called the Recycle Bin where you still have a chance ofrecalling (retrieving or restoring) them.

My Network Places: You use My Network Places to communicate with othercomputers if yours is part of a network.

Internet explorer- It is aWeb Browser to view and explore websites.

TASK BAR:-It shows how many programs are opened or the tasks in hand. You can

click the taskbar buttons to switch between programs. Task bar is movable by

dragging it with mouse pointer.

TO OPEN AN EXISTING FILE OR FOLDER

1. Open My Computer (Right Click on its Icon Click on Open)

2. Right-click the drive that contains the file Click on Open

3. Right-click the file or folder you want to open Click on Open

TO CREATE A NEW FOLDER

1. Open My Computer (Right Click on its Icon click on Open)

2. Open desired drive (Right click on it (D: or E:) Click on Open)

3. Right click on blank area, go to New

4. Click on Folder

5. Type a name for the new folder

6. Press ENTER key

TO CREATE NEW FILE

1. Open your own folder

2. Right click on blank area

3. Go to New


12/89

Windows

- 12 -

4. Click on Microsoft Office Word OR Microsoft Office Excel OR Microsoft OfficePowerPoint

5. Type appropriate name for the file

6. Press ENTER key

TO COPY OR MOVE A FILE OR FOLDER

1. Open My Computer (Right Click on its Icon Click on Open)

2. Open desired drive (Right click on it Click on Open)

3. Right Click the file or folder you want to copy or move.

4. Click Copy ( or Press Ctrl + C) OR Cut (or Press Ctrl + X)

5. Right click the folder or disk where you want to copy or move the item.6. Click Paste.

Notes

To select consecutive files or folders to copy or move, click the first item,press and hold down SHIFT, and then click the last item.

To select files or folders that are not consecutive, press and hold down CTRL,and then click each item.

You can also move a file or folder by dragging it to the desired location.

TO COPY A FILE OR FOLDER TO A FLOPPY DISK OR PEN DRIVE

1. Insert the floppy disk into the disk drive or attach Pen drive in appropriate port

2. Open My Computer or Windows Explorer.

3. Right click the file or folder you want to copy.

4. Point to Send To

5. Click 3 Floppy (A) or USBPRO (pen drive)

To copy CDs or Pen Drives or Floppys contents to your Hard disk:

1. Insert CD in CD Drive OR Floppy in Floppy Drive OR attach Pen Drive to

appropriate USB Port and Open My Computer

2. Right click on CD drive OR Floppy Drive OR Pen Drive and Click on Open

3. Right click on desired folder(s) or file(s) to be copied

4. Click on Copy (or Press Ctrl + C to copy)

5. Switch to Hard disc (D: or E:)


13/89

Windows

- 13 -

6. Right click on destination folder

7. Click on Paste ( or Press Ctrl + V to paste copied item)

TO CHANGE THE NAME OF A FILE OR FOLDER

1. Open My Computer

2. Right click the file or folder you want to rename.

3. Click Rename.

4. Type the new name, and then press ENTER.

Notes

You do not need to open the file or folder to rename it.

A file name can contain up to 255 characters, including spaces. However, it isnot recommended that you create file names with 255 characters. Mostprograms cannot interpret extremely long file names. File names cannotcontain the following characters: \ /: *? " < > |

TO DELETE A FILE OR FOLDER

1. Open My computer

2. Right click the file or folder you want to delete.

3. Click Delete (or select the file to be deleted and press delete key)

4. Click on Yes or press Enter

Note: - When you delete a file or folder it will go to Recycle Bin.

TO DELETE OR RESTORE FILES IN THE RECYCLE BIN

1. On the desktop, Right click on Recycle Bin Click on open2. Do one of the following:

To restore an item, right-click it, and then click Restore. To delete an item, right-click it, and then click Delete.

To delete all of the items, on the File menu, click Empty Recycle Bin.

Notes:

Deleting an item from the Recycle Bin permanently removes it from yourcomputer. Items deleted from the Recycle Bin cannot be restored.

Restoring an item in the Recycle Bin returns that item to its original location.


14/89

Windows

- 14 -

To retrieve several items at once, hold down CTRL, and then click each itemthat you want to retrieve. When you have finished selecting the items that youwant to retrieve, on the File menu, click Restore.

If you restore a file that was originally located in a deleted folder, the folder is

recreated in its original location, and then the file is restored in that folder.

TO SEARCH FOR A FILE OR FOLDER

1. Click Start

2. Click Search.

3. Click All files and folders.

4. Type All or part of file or foldername, or type a Word or phrase that is in the

file.

5. If you do not know either piece of information or want to narrow your search

further, select one or more of the remaining options:

a. In Look in, click the drive, folder, or network you want to search.

b. Click When was it modified? to look for files that were created or

modified on or between specific dates.

c. Click What size is it? to look for files of a specific size.

6. Click Search.

Notes: If you get too many results, try using additional search criteria to make yoursearch more specific.

CREATING A SHORTCUT

A shortcut is a quick way to start a program or open a file or folder withouthaving to go to its permanent location in Windows Explorer. Shortcuts are especiallyuseful for programs, files, and folders you use frequently

TO PUT A SHORTCUT ON THE DESKTOP

1. In My Computer or Windows Explorer, click the item, such as a file or folder forwhich you want to create a shortcut

2. Right Click on its Icon

3. Click on Send to

4. Click on Desktop (Create Shortcut)

TO CREATE PROGRAMS OR APPLICATIONS SHORTCUT:

1. Click on Start Button


15/89

Windows

- 15 -

2. Go to All Programs

3. Point to desired program of which you want to create shortcut.

4. Right click on it

5. Click on Send to

6. Click on Desktop(create shortcut)

CONTROL PANEL: It manages Date& Time settings, Regional Settings, add/RemovesHardware and soft wares.

Start Control Panel OR Start Settings Control Panel

TO CHANGE DATE FORMAT FROM CONTROL PANEL:

1. Click Start button

2. Click Control Panel

3. Double click Regional and Language Options

4. Click on Customize button

5. Click on Date heading

6. Select Short Date Format and if needed change it according to your

requirement.

7. Select Long Date Format and if needed change it according to yourrequirement.

8. Click on Apply button

9. Click on OK

10. Again click on OK

TASK MANAGER:

Task Manager provides information about programs and processes running on yourcomputer. You can end running task which are not responding due to which your

computer stops working (Hang).

USING TASK MANAGER:

1. Press Ctrl + Alt + Del OR

Right click on Taskbars blank area and then click on Task Manager

2. The Windows Task Managers window will appear


16/89

Windows

- 16 -

3. Click on Application tab, the list and status of running programs will be

displayed

4. Click on program name which is not responding under Task heading

5. Click on End Task button at the bottom of Task Managers window

6. Close the Task Manager

WINDOWS TERMS:

Graphical User Interface:- A design that uses graphical objects called ICONS,Which represent the items you can select to activate the feature.

Abbreviated GUI (pronounced GOO-ee). A program interface that takes advantageof the computer's graphics capabilities to make the program easier to use. Well-designed graphical user interfaces can free the user from learning complexcommand languages.

Graphical user interfaces feature the following basic components:

Desktop: The area on the display screen where icons are grouped is oftenreferred to as the desktop because the icons are intended to represent realobjects on a real desktop.

Windows: You can divide the screen into different areas. In each window,you can run a different program or display a different file. You can move

windows around the display screen, and change their shape and size at will. Menus : Most graphical user interfaces let you execute commands by

selecting a choice from a menu.

Insertion Point or Cursor:- A solid blinking vertical line that is displayed inareas where you enter text. It shows you where the next character you typewill appear.

Multitasking:- The capability of the operating system to run multipleapplication and inserted or stored in another application.

Clipboard:- An area of memory that temporarily stores information to becopied or moved within or between files and applications.
http://www.webopedia.com/TERM/G/program.htmlhttp://www.webopedia.com/TERM/G/interface.htmlhttp://www.webopedia.com/TERM/G/computer.htmlhttp://www.webopedia.com/TERM/G/graphics.htmlhttp://www.webopedia.com/TERM/G/Graphical_User_Interface_GUI.htmlhttp://www.webopedia.com/TERM/G/command_language.htmlhttp://www.webopedia.com/TERM/G/desktop.htmlhttp://www.webopedia.com/TERM/G/desktop.htmlhttp://www.webopedia.com/TERM/G/Graphical_User_Interface_GUI.htmlhttp://www.webopedia.com/TERM/G/run.htmlhttp://www.webopedia.com/TERM/G/menu.htmlhttp://www.webopedia.com/TERM/G/menu.htmlhttp://www.webopedia.com/TERM/G/menu.htmlhttp://www.webopedia.com/TERM/G/run.htmlhttp://www.webopedia.com/TERM/G/Graphical_User_Interface_GUI.htmlhttp://www.webopedia.com/TERM/G/desktop.htmlhttp://www.webopedia.com/TERM/G/command_language.htmlhttp://www.webopedia.com/TERM/G/Graphical_User_Interface_GUI.htmlhttp://www.webopedia.com/TERM/G/graphics.htmlhttp://www.webopedia.com/TERM/G/computer.htmlhttp://www.webopedia.com/TERM/G/interface.htmlhttp://www.webopedia.com/TERM/G/program.html


17/89

Windows

- 17 -

KEYBOARD SHORTCUTS

GENERAL KEYBOARD SHORTCUTS

Press To

CTRL+C Copy.

CTRL+X Cut.

CTRL+V Paste.

CTRL+Z Undo.

DELETE Delete.

SHIFT+DELETEDelete selected item permanently without

placing the item in the Recycle Bin.CTRL while dragging an item Copy selected item.

CTRL+RIGHT ARROWMove the insertion point to the beginning of thenext word.

CTRL+LEFT ARROWMove the insertion point to the beginning of theprevious word.

CTRL+DOWN ARROWMove the insertion point to the beginning of thenext paragraph.

CTRL+UP ARROWMove the insertion point to the beginning of theprevious paragraph.

CTRL+SHIFT with any of thearrow keys Highlight a block of text.

SHIFT with any of the arrowkeys

Select more than one item in a window or on thedesktop, or select text within a document.

CTRL+A Select all.

F3 Search for a file or folder.

ALT+F4 Close the active item, or quit the active program.

CTRL+F4Close the active document in programs thatallow you to have multiple documents open

simultaneously.ALT+TAB Switch between open items.

F6Cycle through screen elements in a window oron the desktop.

CTRL+ESC Display the Start menu.

ALT+Underlined letter in amenu name

Display the corresponding menu.

Underlined letter in a commandname on an open menu

Carry out the corresponding command.

F10 Activate the menu bar in the active program.


18/89

Windows

- 18 -

RIGHT ARROWOpen the next menu to the right, or open asubmenu.

LEFT ARROWOpen the next menu to the left, or close asubmenu.

BACKSPACE

View the folder one level up in My Computer or

Windows Explorer.ESC Cancel the current task.

WINDOWS EXPLORER KEYBOARD SHORTCUTS

Press To

ENDDisplay the bottom of the activewindow.

HOME Display the top of the active window.

NUM LOCK+ASTERISK onnumeric keypad (*)

Display all subfolders under theselected folder.

NUM LOCK+PLUS SIGN onnumeric keypad (+)

Display the contents of the selectedfolder.

NUM LOCK+MINUS SIGN onnumeric keypad (-)

Collapse the selected folder.

LEFT ARROWCollapse current selection if it'sexpanded, or select parent folder.

RIGHT ARROWDisplay current selection if it's

collapsed, or select first subfolder.


19/89

MICROSOFT WORD 2007

TABLE OF CONTENTS

BASIC FILE OPERATIONS

CREATING,SAVING,CLOSING AND OPENING A FILE

EDITING A DOCUMENT

CUT,COPY,PASTE,SPELLING &GRAMMAR CHECK,

FIND AND REPLACE AND CHANGE CASE

FORMATTING

FONT,PARAGRAPH AND PAGE FORMATTING

WORKING WITH TABLES

MAIL MERGE

VIEWS IN WORD

PASSWORD PROTECTION

PRINTING


20/89

Microsoft Word is a word processing* application used to create, edit, format & printa document. MS Word file is commonly known as document file and extension ofdocument file is .docx

*Word Processing includes typing in text and manipulating it, so as to give a verysystematic and organized look to your document.

MS Word provides many features in word processing like correcting spellingmistakes and grammatical errors, align text within the margins offers a variety of fontstyles and font sizes, shows a preview of the text that you have typed in or wanted toprint.

HOW TO OPEN MSWORD:


2. Point to All Programs

3. Point to Microsoft Office

4. Click Microsoft Office Word 2007

Introducing the new interface

There is a new look for Office Word 2007, the new Office Fluent user interface,

which replaces menus, toolbars, and most of the task panes from earlier versions of

Word with a single mechanism that is simple and discoverable. The new OfficeFluent user interface is designed to help you be more productive in Word, more

easily find the right features for various tasks, discover new functionality, and be

more efficient.

Office Fluent user interface

The primary replacement for menus and toolbars in Office Word 2007 is the Ribbon,

a component of the Office Fluent user interface. Designed for easy browsing, the

Ribbon consists of tabs that are organized around specific scenarios or objects. The

controls on each tab are further organized into several groups. The Office Fluent

Ribbon can host richer content than menus and toolbars can, including buttons,

galleries, and dialog box content.

1. Tabs are designed to be task-oriented.

2. Groups within each tab break a task into subtasks.

3. Command buttons in each group carry out a command or display a menu ofcommands.


21/89

Tabs that appear only when you need them

In addition to the standard set of tabs that you see on the Ribbon whenever you start

Office Word 2007, there are two other kinds of tabs, which appear in the interfaceonly when they are useful for the type of task that you are currently performing.

Contextual tools Contextual tools enable you to work with an object that you

select on the page, such as a table, picture, or drawing. When you click the object,

the pertinent set of contextual tabs appears in an accent color next to the standard

tabs.

Program tabs Program tabs replace the standard set of tabs when you switch to

certain authoring modes or views, including Print Preview.

Menus, toolbars and other familiar elements

In addition to tabs, groups, and commands, Office Word 2007 uses other elements

that also provide paths for accomplishing your tasks. The following elements are

more like the menus and toolbars that you are already familiar with from earlier

versions of Word.

Microsoft Office Button: This button is located in the upper-left corner of the Word

window and opens the menu shown here.

Quick Access Toolbar The Quick Access Toolbar is located by default at the top

of the Word window and provides quick access to tools that you use frequently. You

can customize the Quick Access Toolbar by adding commands to it.

Dialog Box Launchers Dialog Box Launchers are small icons that appear in some

groups. Clicking a Dialog Box Launcher opens a related dialog box or task pane,

providing more options related to that group.

Horizontal ruleror scale to set left & right page margins and Indents (Paragraphmargins)

Text area: blank area for writing text or inserting other elements like pictures, tablesetc. Text area has vertical blinking bar called Cursor or Insertion point where thetyped text appears.

Vertical rulerat the left side of Text area

Vertical scroll barat the right side of Text area used to scroll a document upwardand downward.
http://office.microsoft.com/client/helppreview.aspx?AssetID=HA100625841033&ns=WINWORD&lcid=1033#2http://office.microsoft.com/client/helppreview.aspx?AssetID=HA100625841033&ns=WINWORD&lcid=1033#2


22/89

Status barat the bottom most of Words window: displays information about currentposition of Cursor in a document and on/off status of some keys.

TO CREATE NEW FILE:

The following procedure creates a new, blank document.

1. Click the Microsoft Office Button, and then click New.2. Click on Blank Document3. Click on Create button at the bottom right

OR

1. Press Ctrl + N

TO SAVE A FILE INYOUR OWN FOLDER:

1. Press Ctrl + S OR Click the Microsoft Office Button, Click Save As, the Save

As window will appears

2. Type appropriate name for the file inside File Name Box at the bottom

3. Click inside Save in Box at the top, Click desired drive letter C: or D:

4. Double click on your own folder

5. Click on Save Button at the Bottom left

TO CLOSE A FILE CURRENT FILE:

1. Click the Microsoft Office Button, Click Close

OR

1. Click on button at the upper right of the window

TO OPEN AN EXISTING FILE:

1. Press Ctrl + O OR Click the Microsoft Office Button, Click Open, the open

window will appears

2. Click inside Look in box at the top, click desired drive letter C: or D:3. Double click on your own folder

4. Double click on File name to be opened

EDITING

Making corrections in an existing document is called editing. Like deleting existingtext, inserting new text between words, spelling and grammar checking, find oldwords and replace new words in place of old words, copy or move block of text toanother location in a document.


23/89

You can undo the very last action you took by just clicking Undo on the QuickAccess toolbar or press Ctrl + Z.

If you later decide you didn't want to undo an action, click Redo on the QuickAccess toolbar or press Ctrl + Y.

INSERTING TEXT

There are two modes of inserting text

1. Insert mode: insert new characters between existing text2. Overtype mode: replaces existing characters as you type

The OVR indicator in Status bar at the bottom indicates the type of mode using theinsert key on the keyboard, we can switch between the modes using Insert key.

COPY OR MOVE TEXT

Copy command is used to create duplicate of selected text and Cut command isused to move selected text from its original location to another location.

TO COPY OR MOVE TEXT:

1. Select desired text (text to be copied) using mouse or Shift and Four arrowkeys (left, right, up & down)

2. Click HOME Tab

3. In the CLIPBOARD Group, Click Copy / Cut OR Press Ctrl + C to Copy and Ctrl

+ X to Cut4. Place the cursor where you want to Paste the specified text.

5. Click Paste tool OR Press Ctrl + V

CHECK SPELLING AND GRAMMAR ALL AT ONCE

You can check spelling and grammar automatically as you type or all at once.

When the spelling checker encounters a word it doesn't recognize, it

determines which words in its dictionary are similarly spelled and displays a list ofthose words, with the most likely match highlighted. The contents of the list aredetermined only by spelling, so any instances of terms that seem inappropriate incontext are completely coincidental.

Note: MS Word indicates spelling mistakes with Red Wavy Underline and Grammarmistakes with Green Wavy Underline.

1. Select the desired text (text to be checked).

2. Click REVIEW Tab


24/89

3. In the PROOFING group click on Spelling and Grammar command button ORPress F7 function key.

4. Spelling and Grammar window will appears, Misspelled word and grammarerror will displayed and also the correct nearest suggestions. It also displays typeof mistake.

5. Select the word from the Suggestions list

6. Either click Change. (If you want to fix the error by using one of the suggestedwords.)

OR

Click Ignore Once (I want to ignore this misspelled word and move on to

the next misspelled word.)

OR

Click Add to Dictionary. (The misspelled word is actually a real word that

I use. I want all of the Microsoft Office programs

to recognize this word and not treat it as a

misspelling.)

7. Click No

FIND AND REPLACE TEXT

1. Click HOME Tab

2. In the EDITING group click Replace.

3. Type desired word in Find What box.

4. In the Replace with box, enter the replacement text.

5. Click Find Next, It will highlights the specified word, click Replace to replace

highlighted occurrence or click Find Next, or Click Replace All to replace

specified word in the entire document at one click.

CHANGING CASE

To change the case of selected text does the following

1. Select the text that you want to change the case of.

2. Click on HOME tab, in the FONT group, click Change Case command button, andthen click the capitalization option that you want.

Note: You can use Shift + F3 to switch between cases.
http://togglediv%28%27divexpcollasst_55%27%29/http://togglediv%28%27divexpcollasst_55%27%29/http://togglediv%28%27divexpcollasst_58%27%29/http://togglediv%28%27divexpcollasst_58%27%29/http://togglediv%28%27divexpcollasst_58%27%29/http://togglediv%28%27divexpcollasst_57%27%29/http://togglediv%28%27divexpcollasst_57%27%29/http://togglediv%28%27divexpcollasst_57%27%29/http://togglediv%28%27divexpcollasst_57%27%29/http://togglediv%28%27divexpcollasst_57%27%29/http://togglediv%28%27divexpcollasst_57%27%29/http://togglediv%28%27divexpcollasst_57%27%29/http://togglediv%28%27divexpcollasst_57%27%29/http://togglediv%28%27divexpcollasst_58%27%29/http://togglediv%28%27divexpcollasst_58%27%29/http://togglediv%28%27divexpcollasst_55%27%29/http://togglediv%28%27divexpcollasst_55%27%29/


25/89

FORMATTING

Enhancing the appearance of a document to make it more attractive and readable iscalled formatting. Formatting is last stage of document development. There are threetypes of formatting in MS Word:-

(a) Font or Character formatting(b) Paragraph formatting(c) Page formatting.

Font or Character formatting

You can change looks or appearance of single character. Font formatting includesType of character, Color, Size and Styles of a character.

TO APPLY FONT FORMATTING:

1. Click on HOME tab2. In the FONT group

FONT TYPE:1) Select desired text using mouse or keyboard

2) Click drop down arrow to displays list of Fonts

3) Click desired font to apply on selected text

FONT SIZE:1) Select desired text using mouse or keyboard

2) Click drop down arrow to display list of font size no.

3) Click desired no to apply on selected text

FONT STYLES:1) Select desired text using mouse or keyboard

2) Click to bold , Click to Italic & Click

FONT COLOR:

1) Select desired text using mouse or keyboard

2) Click to display color library

3) Click on desired color

PARAGRAPH FORMATTING

Paragraph is the total matter written without pressing enter. To create a paragraphpress enter key. Paragraph formatting means formatting apply to the entire

paragraph.


26/89

ALIGNMENT:Alignment is how text is positioned between margins. There are fourtypes of alignments:

1. Left Alignment - it aligns selected paragraph(s) from left side only.

2. Centre Alignment - it centers the entire paragraph between margins.

3. Right Alignment - it aligns the entire paragraph from right margin.

4. Justify - It aligns paragraph from both the sides.

TO APPLY ALIGNMENT1. Select desired paragraph(s)

2. Click on HOME tab

3. In the PARAGRAPH group

4. Click on desired alignment command button

INDENTS: Paragraph Margins

Paragraph margins are called indents. There are four types of indents. By default allthe four paragraph margins are set at 0 on horizontal ruler.

1. Left: Indents the entire paragraph from the left page margin.

2. Right: Indents the entire paragraph from the right page margin.

3. First Line: Indents only the first line of a paragraph from the left page margin

leaving all the following lines aligned with left page margin.

4. Hanging: Indent all the following lines from the left page margin except the

first line of a paragraph.

CREATE A FIRST-LINE INDENT

1. Select the paragraph you want to indent.

2. Click on HOME tab / PAGE LAYOUT tab

3. Click the Paragraph Dialog Box Launcher of PARAGRAPH group, the

paragraph window will appear

4. Click on drop down arrow under Indent Special heading

5. Click on First line

6. Increase or decrease no. according to your requirement

7. Click on OK button at the bottom right

INCREASE OR DECREASE THE LEFT INDENT OF AN ENTIRE PARAGRAPH

1. Select the paragraph you want to change.2. Click on HOME tab

3. In the PARAGRAPH group, click Increase Indent or Decrease IndentMicrosoft Word increases or decreases the indent by one tab stop.

OR

1. Select the paragraph you want to indent.2. Click on PAGE LAYOUT tab


27/89

3. In the PARAGRAPH group, under Indent option increase or decrease indentsaccording to your requirement

BULLETS &NUMBERING

Bullets & Numbering is used to create ordered or itemized list and unordered list.

Bullets are used for unordered list. We can customize the bullet size, color andindent. Numbering is used for ordered list to make the sequence of events. We cancontinue the numbering or restart at any time.

Found on HOME tab PARAGRAPH group

To start Ordered list Click on numbering tool

To start unordered list click on bullets tool

TO FORMAT NUMBERED LIST OR BULLETED LIST

1. Select desired list


3. In the PARAGRAPH group

4. Click drop down arrow of Bullets & Numbering tool

5. The Bullets or Numbers Library will appear, click desired style

ADJUSTING LINE SPACING

Line spacing is vertical distance between lines of text of a paragraph. By default line

spacing is single. You can increase line spacing that suits your need.

TO INCREASE OR DECREASE LINE SPACING:

1. Select desired paragraphs2. Click HOME tab3. In the PARAGRAPH group click on drop down arrow of Line spacing tool4. Click on desired spacing

OR

1. Expand the PARAGRAPH group by clicking on Paragraph Dialog Box Launcher,

the Paragraph window will appears2. Type value for Line Spacing inside At Text box3. Click on OK

PAGE FORMATTING

PAGE BREAKWhen you fill a page with text or graphics, Microsoft Word inserts an automatic pagebreak (the point at which one page end and another begins) and starts a new page.To force a page break at a specific location, you can insert a manual page break.


28/89

To Insert New Page

1. Place the cursor at the end of the document2. Press Ctrl + Enter

OR

1. Click where you want to start a new page2. On the INSERT Tab

3. In the PAGES group click on PageBreak command button

TO REMOVE PAGE BREAK

1. Click on VIEW tab

2. In the DOCUMENTS VIEWS group click on Draft command button3. Page break is indicated by dotted line.4. Click on dotted line & press delete key

GO TO A SPECIFIC PAGE


2. In the EDITING group, click Find, click Go to

3. Enter desired page no in appropriate box

4. Click on Go To button OR press Enter key

5. Click on Close button

PAGE SETUP :MARGINS,PAGE ORIENTATION &PAPER SIZE

Page margins are the blank space around the edges of the page. In general, youinsert text and graphics in the printable area inside the margins (Margin: The blankspace outside the printing area on a page.). However, you can position some itemsin the margins for example, headers, footers, and page numbers.

1. Click PAGE LAYOUT tab

2. In the PAGE SETUP group, Click on MARGINS command button

3. Either click on preset margin option or click on Custom Margins, the Page

Setup window will appear

4. Set Top, Bottom, Left & Right Margins that suits your requirement.

5. Change page orientation from Portrait to Landscape if required. (By default

Orientation is Portrait )

6. Click on Paper / Paper Size Tab & from the Paper Size drop down list select

required paper size.

7. Click OK


29/89

HEADER &FOOTER

Header is a line or several lines of text that automatically appears on every page inTop Margin.Footer is a line or several lines of text that automatically appears on every page inBottom Margin.

TO INSERT HEADER &FOOTER:

1. Click INSERT tab

2. In the HEADER &FOOTER group click Header / Footer3. Either select built-in style OR click on Edit header/footer4. The dotted line for Header / Footer will appears in Top & Bottom Margins5. Type desired text in Header / Footer.

Note: To switch between Header & Footer Up / Down arrow can be used.

WORKING WITH TABLES

Table is a grid of Row & Columns. Table displays information in horizontal rows andvertical columns. Intersection row & column is called cell.To jump to the next cell Press Tab or Mouse click or Direction keys & to the previouscell Shift + Tab.

Microsoft Word offers a number of ways to make a table. The best way depends onhow you like to work.

TO INSERT TABLE:

1. Click INSERT tab

2. In the TABLES group click on TABLE command button3. Select no. of rows and no. of columns.

The four-headed arrow appears at the top left corner of the table to move the table &

the square box appear at the bottom right corner of the table. Both the optionsappear only when the mouse pointer is over the table.

TO INSERT ROWS

1. Select no. of rows to be inserted2. Click LAYOUT tab3. In the ROWS &COLUMNS group

4. Click Insert above / Insert below command button

TO INSERT COLUMNS

1. Select no. of columns to be inserted


30/89

2. Click LAYOUT tab3. In the ROWS &COLUMNS group

4. Click Insert Left / Insert Right command button

TO DELETE ROW/COLUMNS

1. Select no. of Rows / Columns to be deleted2. Click LAYOUT tab3. In the ROWS &COLUMNS group

4. Click DELETE command button5. Click Columns/ Rows

TO INCREASE OR DECREASE COLUMN WIDTH

Click, hold and drag grey boxes found on horizontal Ruler

TO INCREASE OR DECREASE ROW HEIGHT

Click, hold and drag grey boxes found on vertical Ruler

Note: To move between Table cells Tab key or Mouse click or Direction keys areused.

TABLE PROPERTIES

To change a column width to a specific measurement,

1. Select desired columns to be resized.2. Click LAYOUTtab3. In the CELL SIZE group4. Fix desired value in 2nd tool (for column width)

To change a row height to a specific measurement

1. Select desired columns to be resized.2. Click LAYOUTtab3. In the CELL SIZE group4. Fix desired value in 1st tool (for row height)

Merge cells into one cell in a table

You can combine two or more cells (cell: A box formed by the intersection of a rowand column in a worksheet or a table, in which you enter information.) in the samerow or column into a single cell. For example, you can merge several cellshorizontally to create a table heading that spans several columns.

1. Select the cells you want to merge.


31/89

2. Click LAYOUT tab3. In the MERGE group click on MERGECELLS command button

To select:

A cell

Click the left edge of the cell

A row

Click to the left of the row.

A column

Click the column's top gridline or border.

Multiple cells, rows, or columns

Drag across the cell, row, or column.

Note: You can also select rows, columns, or the entire table by clicking in the table

and then using the Select command on the Layout tab, Table group.

To Split cells in multiple rows and columns:

1. Click in a cell, or select multiple cells that you want to split.

2. Click LAYOUT tab

3. In the MERGE group click SPLIT CELLS command button

4. Select the number of columns or rows you want to split the selected cells into.

5. Click OK

To change text alignment in a cell

By default, Microsoft Word aligns text in a table to the upper left of a cell. You canchange the alignment of text in a cell both the vertical alignment (top, center, orbottom) and the horizontal alignment (left, center, or right).

1. Select desired cells

2. Click LAYOUT tab

3. In the ALIGNMENT group

4. Click on desired cell alignment command button


32/89

AUTOMATICALLY FORMAT A TABLE

You can quickly give your table a professional design by using any of the built-intable formats.

1. Click the table.2. Click on DESIGN tab

3. In the TABLE STYLES group, click the format you want.

REPEAT A TABLE HEADING ON SUBSEQUENT PAGES

When you work with a very long, it must be divided where a page break occurs. Youcan make adjustments to the table to make sure than the information appears as youwant it to when the table spans multiple pages.

Repeated table headings are visible only in print layout view or when you print thedocument.

1. Select the heading row or rows. The selection must include the first row of the

table.

2. Click LAYOUT tab

3. In the DATA group click REPEAT.HEADER ROWScommand button

Note: Microsoft Word automatically repeats table headings on new pages that resultfrom automatic page breaks.

MAIL MERGE

When you want to send a letter to several persons at the same time, you canperform this task very quickly and easily using Mail Merge technique. For this youhave to create two different files (1) Data source: It contains address of recipients inthe form of Table only. (2) Main document: It contains actual message to be send toall the recipients.

STEPS TO PERFORM MAIL MERGE:

1. Open Main document (Seminar Invitation)

2. Click on Mailing Tab

3. In Start Mail Merge group, click on Start Mail Merge command button

4. Click on Letters option

5. In Start Mail Merge group, click on Select Recipients

6. Click on Use Existing List, the Select Data Source window will appear

7. Select desired data source file by double clicking (My computer, D:, Your ownfolder, Data Source file (Address diary))


33/89

8. Place the cursor where you want to insert recipients address

9. In the Write & Insert Fields group, Click on Insert Merge field command

button

10. Click on desired field name. Repeat step 9th and 10th to insert all the fields.

11. In the Finish group, click on Finish & Merge

12. Click on Edit Individual Documents, the Merge to New Document windowwill appear

13. Click on OK

VIEW IN MSWORD

Microsoft Word has different ways for you to get a good view of your work,depending on the task at hand.

Draft View: Work in normal view for typing, editing, and formatting text. Normal viewshows text formatting but simplifies the layout of the page so that you can type andedit quickly. In normal view, page boundaries, headers and footers, backgrounds,drawing objects, and pictures do not appear.

Print Layout: Work in print layout view to see how text, graphics, and otherelements will be positioned on the printed page. This view is useful for editingheaders and footers, for adjusting margins, and for working with columns anddrawing objects.

Print Preview: In print preview (print preview: A view of a document as it will appearwhen you print it.), you can display multiple pages of a document in a reduced size.In this view, you can see page breaks and you can make editing or formattingchanges before you print the document.

To switch to print preview

1. Click the Microsoft Office Button2. Point to the arrow next to Print, and then click Print Preview.

To close print preview

1) Click Close Print Preview command button on print preview ribbon

Note: You can add Print preview command button to Quick Access toolbar.

INSERTING EXCEL'S WORKSHEET WITHIN AWORD DOCUMENT

When you create a new worksheet within a document, the worksheet is inserted in

the document as an embedded object.


34/89

1. Place the insertion point where you want to create the worksheet.2. Click INSERT tab3. In the TABLES group, click Table, and then click Excel Spreadsheet.

Note:- When you are working inside the worksheet the screen elements(Tabs,Command buttons)automatically change to Excel's screen elements.

TO PROTECT AN ACTIVE FILE:

1. Click the Microsoft Office Button

2. Point to Prepare Click Encrypt document

3. Type Password to open

4. Click on OK

5. Again type same password for confirmation

6. Click OK

PRINTING

1) Click the Microsoft Office Button

2) Click on Print

3) The print window will appears

4) Select name of the printer from Printers name drop down list (the printer you are

using to print your document)5) Select Page range means the no of pages to be print.

6) Select no of copies to be print

7) Click OK

TO CANCEL PRINTING

In case you want to cancel current print job

1) Turn off the printer (Power off)

2) Click on Start button

3) Point to Settings

4) Click on Printers and Faxes

5) Double click printers icon(current), it will displays jobs in queue

6) Right click on job to be canceled

7) Click Cancel printing


35/89

KEYBOARD SHORTCUTS

COMMON TASKS DONE IN A MICROSOFT WORD DOCUMENT

CTRL+B Make letters bold

CTRL+I Make letters italic

CTRL+U Make letters underline

CTRL+SHIFT+< Decrease font size

CTRL+SHIFT+> Increase font size

CTRL+C Copy the selected text or object

CTRL+X Cut the selected text or object

CTRL+V Paste text or an object

CTRL+Z Undo the last action

CTRL+Y Redo the last action

CREATE, VIEW, AND SAVE DOCUMENTS

CTRL+NCreate a new document of the sametype as the current or most recentdocument

CTRL+O Open a document

CTRL+W Close a document

CTRL+S Save a document

FIND, REPLACE, AND BROWSE THROUGH TEXT

CTRL+F Find text, formatting, and special items

CTRL+HReplace text, specific formatting, andspecial items

CTRL+G Go to a page

EDITING AND MOVING TEXT AND GRAPHICS

DELETE TEXT AND GRAPHICS

BACKSPACE Delete one character to the left

CTRL+BACKSPACE Delete one word to the left

DELETE Delete one character to the right

CTRL+DELETE Delete one word to the right


36/89

INSERT SPECIAL CHARACTERS

SHIFT+ENTER A line break (within same paragraph)

CTRL+ENTER A page break

CTRL+SHIFT+ENTER A column break

SELECT TEXT AND GRAPHICS

Select text by holding down SHIFT and pressing the key that moves theinsertion point.

SELECT MULTIPLE AREAS THAT AREN'T NEXT TO EACH OTHER

After making your first selection, hold down CTRL, and then select any otheritems you want.

EXTEND A SELECTION

SHIFT+RIGHT ARROW One character to the right

SHIFT+LEFT ARROW One character to the left

CTRL+SHIFT+RIGHT ARROW To the end of a word

CTRL+SHIFT+LEFT ARROW To the beginning of a word

SHIFT+END To the end of a line

SHIFT+HOME To the beginning of a line

SHIFT+DOWN ARROW One line down

SHIFT+UP ARROW One line up

CTRL+SHIFT+DOWN ARROW To the end of a paragraph

CTRL+SHIFT+UP ARROW To the beginning of a paragraph

SHIFT+PAGE DOWN One screen down

SHIFT+PAGE UP One screen upCTRL+SHIFT+HOME To the beginning of a document

CTRL+SHIFT+END To the end of a document

CTRL+A To select the entire document

MOVE THE INSERTION POINT

LEFT ARROW One character to the left

RIGHT ARROW One character to the right


37/89

CTRL+LEFT ARROW One word to the left

CTRL+RIGHT ARROW One word to the right

CTRL+UP ARROW One paragraph up

CTRL+DOWN ARROW One paragraph down

SHIFT+TAB One cell to the left (in a table)

TAB One cell to the right (in a table)

UP ARROW Up one line

DOWN ARROW Down one line

END To the end of a line

HOME To the beginning of a line

ALT+CTRL+PAGE UP To the top of the windowALT+CTRL+PAGE DOWN To the end of the window

PAGE UP Up one screen (scrolling)

PAGE DOWN Down one screen (scrolling)

CTRL+PAGE DOWN To the top of the next page

CTRL+PAGE UP To the top of the previous page

CTRL+END To the end of a document

CTRL+HOME To the beginning of a document

SHIFT+F5To the location of the insertion pointwhen the document was last closed

CHARACTER AND PARAGRAPH FORMATTING

APPLY CHARACTER FORMATS

CTRL+EQUAL SIGNApply subscript formatting (automaticspacing)

CTRL+SHIFT+PLUS SIGN Apply superscript formatting (automaticspacing)

SET LINE SPACING

CTRL+1 Single-space lines

CTRL+2 Double-space lines

CTRL+5 Set 1.5-line spacing


38/89

ALIGN PARAGRAPHS

CTRL+E Center a paragraph

CTRL+J Justify a paragraph

CTRL+L Left align a paragraphCTRL+R Right align a paragraph

CTRL+M Indent a paragraph from the left

FUNCTION KEYS

F1 Get Help or the Office Assistant

F3Insert an AutoText entry (afterMicrosoft Word displays the entry)

F4 Repeat the last action

F5 Choose the Go To command

F7Choose the Spelling command (Toolsmenu)

F8 Extend a selection

F9 Update selected fields

F12Choose the Save As command (Filemenu)


39/89

MICROSOFT EXCEL 2007

TABLE OF CONTENTS

INTRODUCTION OF EXCELS SCREEN ELEMENTS

BASIC FILE OPERATIONS

TYPES OF ENTRIES

AUTOFILL

FORMATTING WORKSHEET

SPREADSHEET COMPONENT

FUNCTIONS

DATABASE COMPONENTS

o SORTING

o SUBTOTALS

o FILTERS

CHART

PASSWORD PROTECTION

PRINTING


40/89

Excel is used to analyze business, personal, or financial data and create reports in a

table format that is used for sorting, organizing and manipulating data. It provides

many features like calculation, graphics tools, pivot tables, creating different types of

charts etc.

TO START MSEXCEL

1. Click on Start button

2. Point to All Programs

3. Point to Microsoft Office

4. Click on Microsoft Office Excel 2007

Excel file is commonly known as Workbook and extension of Excel 2007s file

is .xlsx. Workbook consists of Worksheets.

Worksheet is the work area for entering and calculating data made up of

columns and rows separated by gridlines. Also called a spreadsheet. The

Office Excel 2007 grid is 1,048,576 rows by 16,384 columns. The rows are

Elements of Excels screen:

Cell:A cell is the intersection of a column and a row on a worksheet.

Active cell: The active cell contains the cell pointer a dark outline around the cell.

Name box: It identifies the selected cell, chart item, or drawing object. In other

words it displays name of current selection.

Formula Bar:A bar that you use to enter or edit values or formulas in cells or charts.It displays the constant value or formula stored in the active cell.

Sheet Navigation buttons (tab scrolling buttons): Buttons that appear at thebottom of the workbook window. If you don't see the tab that you want, click the tabscrolling buttons to display the tab.

Sheet tabs: Tabs that appear at the bottom of the workbook window, which displaysthe name of each worksheet.

TO CREATE NEW WORKBOOK:

1. Click the Microsoft Office Button, and then click New.2. Click on Blank Workbook3. Click on Create button at the bottom right


41/89

OR

1. Press Ctrl + N

TO SAVE A FILE INYOUR OWN FOLDER:

1. Press Ctrl + S OR Click the Microsoft Office Button, Click Save As, the Save

As window will appears

2. Type appropriate name for the file inside File Name Box at the bottom

3. Click inside Save in Box at the top, Click desired drive letter C: or D:


5. Click on Save Button at the Bottom left

TO CLOSE A FILE CURRENT FILE:

1. Click the Microsoft Office Button, Click Close

OR

1. Click on 2nd button at the upper right of the window

TO OPEN AN EXISTING WORKBOOK

1. Press Ctrl + O OR Click the Microsoft Office Button, Click Open, the openwindow will appears

2. Click inside Look in box at the top, click desired drive letter C: or D:


4. Double click on File name to be opened

THERE ARE THREE TYPES OF ENTRIES IN MSEXCEL:

1. Text: It includes A - Z alphabets, 0 - 9 digits & Special characters. By defaultText entry is left aligned in cell.

2. Number or Numeric: It includes 0 - 9 digits & arithmetic operators. By defaultNumbers are right aligned in cell. It is constant entry.

3. Formula: It is used to perform calculations. It is always start with = signs. It isvariable value.

SELECTING CELLS:

1. Selecting Row: Click on Row Heading once.

2. Selecting Column: Click On Column Heading Once.

3. Selecting Entire Sheet: Press Ctrl+A, Right clicks on the Sheet Tab, then

select All Sheets.


42/89

4. For non-consecutive selection of cells: Hold down the Ctrl key and click on

cells.

5. PressESCto cancel the previous entry.

CHANGE THE WIDTH OF COLUMNS/ HEIGHT OF ROWS BY USING THE MOUSE

To change the width of one column, drag the boundary on the right side of thecolumn heading until the column is the width that you want.

To change the row height of one row, drag the boundary below the rowheading until the row is the height that you want.

TO INCREASE OR DECREASE ROW(S) HEIGHT/COLUMN(S) WIDTH

1. Select Row(s)/Column(s) to be resized2. Click on HOMEtab3. In the CELLS group Click on Format command button4. Click on Height/Width5. Type desired value6. Click on OK

TO INSERT ROW(S)/COLUMN(S)

1. Select no. of Row(s)/Column(s) to be inserted2. Click on HOME tab3. In the CELLS group Click on Insert command button4. Click on Insert sheet rows/ Insert sheet columns option

TO DELETE ROW(S)/COLUMN(S)

1. Select no. of Row(s)/ Column(s) to be deleted2. Click HOME tab3. In the CELLS group Click on Delete command button4. Click on Delete sheet rows/ Delete sheet columns option

AUTO FILL

Using the fill handle the formula or the value of selected cell can be copied toadjacent cells. The fill handle is available at the bottom right corner of the cell. Themouse pointer normally appears as (broad plus sign). But the fill handle appears as

thin dark + sign. Auto fill feature can be used to generate odd no. series, even no.series, and names of days, months etc.

Fill in a series of numbers, dates, or other built-in series items


43/89

1. Select the first cell in the range that you want to fill.

2. Type the starting value for the series.

3. Type a value in the next cell to establish a pattern called increment value.

For example, if you want the series 1, 2, 3, 4, 5..., type 1 and 2 in the first twocells. If you want the series 2, 4, 6, 8..., type 2 and 4.

4. Select the cell or cells that contain the starting values.

5. Drag the fill handle across the range that you want to fill.

To fill in increasing order, drag down or to the right. To fill in decreasing order,

drag up or to the left.

Tips

You can also specify the type of series by using the right mouse button to dragthe fill handle over the range and then clicking the appropriate command on the

shortcut menu (shortcut menu: A menu that shows a list of commands relevant

to a particular item. To display a shortcut menu, right-click an item or press

SHIFT+F10.). For example, if the starting value is the date JAN-2007, click Fill

Months for the series FEB-2007, MAR-2007, and so on; or click Fill Years for

the series JAN-2007, JAN-2008, and so on.

If the selection contains numbers, you can control the type of series that you

want to create.

CELL FORMATTING

The format of a cell determines how that cells contents are displayed. When youchange a cells format, you change its appearance.

CHANGING NUMBER FORMATS

You can format the numbers in a cell by using the Currency Style, Percent Style, andComma Style buttons on the Formatting Toolbars or selecting the Format Cellsoption.

ADDING CURRENCY STYLE

1. Select the cells to be formatted2. Click the Currency Style buttonon the HOME tab NUMBER group

Note: Currency Style includes Currency sign & Comma Style & Decimal point & twodecimal places. For example, if you apply the Currency Style to the number 25000 itis displayed as $25,000.00

TO CHANGE CURRENCY FROM CONTROL PANEL:



44/89

2. Click Control Panel3. Double click Regional and Language Options4. Click on Customize button5. Click on Currency heading6. Type Rs. as currency symbol

7. Click on Apply button8. Click on OK9. Again click on OK

ADDING PERCENT STYLE

Note: Percent style when applied multiplies the cell value with 100 and displays theresult with percentage sign.

1. Select the cells to be formatted to the Percent Style2. Click the Percent Style button on the HOME tab NUMBER group

APPLYING COMMA STYLE

1. Select the cells

2. Click on the Comma Style command button on the Numbergroup.

Note: Comma style includes comma and two decimal places

INCREASING AND DECREASING DECIMAL PLACES

The number of places after the decimal point can be increased or decreased by

1. Selecting cell2. Clicking on Increase decimal command button or Click Decrease decimal

command button on Home tab Numbergroup

CELL ALIGNMENT

ROTATE TEXT IN A CELL

1. Select desired Cells

2. Click Home tab3. In the Alignment group

4. Click on Orientation command button, click on desired option

WRAP TEXT:Wrap text in multiple lines in a cell within fixed column width.

1. Select desired Cells

2. Click Home tab

3. In the Alignment group

4. Click on Wrap Text command button


45/89

MERGE CELLS

To combine or merge multiple cells in a single cell1. Select cells horizontally or vertically to be merged

2. Click Merge & Center command button on Home tab Alignment group

SPREADSHEET COMPONENTS

TO INSERT WORKSHEET:

To quickly insert a new worksheet at the end of the existing worksheets, click theInsert Worksheet tab at the bottom of the screen.

TO DELETE CURRENT WORKSHEET:

1. Right click on Sheet tab to be deleted

2. Click on Delete

3. It will displays confirmation message

4. Click on OK

TO RENAME CURRENT SHEET:

1. Right click on Sheet tab to be renamed

2. Click on Rename

3. The Sheet Tab at the bottom will be highlighted

4. Type new name

5. Press Enter

TO CREATE A DUPLICATE OF CURRENT SHEET WITHIN WORKBOOK:

1. Right click on sheet tab to be duplicated OR Click on Edit Menu

2. Click on Move or Copy Sheet at the bottom

3. Check Create a Copy

4. Click on OK


46/89

FUNCTIONS

Function is prewritten formula used to perform certain types of calculationsautomatically. Function simplifies formula. Like formula function is always start with =sign and always return in proper format called syntax. In function spaces are not

allowed.

=FunctionName(Arguments or Range)

Range:- Range is a group of cells. There are two types of range Adjacent & NonAdjacent. Adjacent range is group of adjoining cells and expressed by Colon (:)sign. Non-Adjacent range is group of random or non-consecutive cell and expressedby Comma (,) sign.

Cell addressing or Cell referencing: The reference of the cell that appears at theintersection of column B and row 3 is B3.There are mainly two types of Cell References:-

1. Relative: If the cell address changes with the fill handle. By default, newformulas use relative references. For example, if you copy a relativereference in cell B2 to cell B3, it automatically adjusts from =A1 to =A2.

2. Absolute or Fix: If the cell address does not change with the fill handle it isabsolute or fix address. By default, new formulas use relative references, andyou need to switch them to absolute references by pressing F4 function key.For example, if you copy a absolute reference in cell B2 to cell B3, it stays the

same in both cells =$A$1.

STEPS TO INVOKE FUNCTION WIZARD:

1. Click on cell where you want the result.

2. Click on fx command button on the left of formula bar

OR

Click on Formula tab, in the FunctionLibrary group click on Insert Function

command button

3. In the window that appears, select the category and the function.

4. Click on OK.

5. Enter all the parameters in respective text boxes.

6. Finally click on OK.

SUM

It adds given numbers

=Sum(A1:A10) - Adjacent Range

=Sum(A1,C6,G9,R7) - Non Adjacent Range


47/89

PRODUCT

It multiplies given numbers

=Product(A1:A10)

=Product(A1,C6,G9,R7)

ROUND

Rounds a number to a specified number of digits.

ROUND(number,num_digits)

Number is the number you want to round.

Num_digits specifies the number of digits to which you want to round number.

Examples

=ROUND(2.15, 1) equals 2.2

=ROUND(2.149, 1) equals 2.1

=ROUND(-1.475, 2) equals -1.48

SUMIFAdds the cells specified by a given criteria.

=SumIf(Criteria Range, Criteria, Sum Range)

=SumIf(A1:A6,">200",B1:B6)

=SumIf(A1:A5,"MP",B1:B5)

AVERAGE

It calculates average of given numbers.=Average(A1:A10)=Average(A1,C6,G9,R7)

MAXTo find highest no. of given range.=Max(A1:A10)=Max(A1,C6,G9,R7)

MINTo find lowest no. of given range.

=Min(A1:A10)=Min(A1,C6,G9,R7)

COUNTCounts the number of cells that contain numbers within the range.

=COUNT(value1,value2,...)=COUNT(A2:A8) Counts the number of cells that contain numbers in the list

COUNTACounts the number of cells that are not empty and the values within the list of

arguments.


48/89

=COUNTA(value1,value2,...)=COUNTA(A2:A8) Counts the number of nonblank cells in the list

COUNTIFThe COUNTIF worksheet function counts the number of number of cells of a given

range that meets specified criteria.

=COUNTIF(range, criteria)

=CountIf(A1:A10,">=40%")

The IF worksheet function

It is used to determine which one of two values to use, based on a condition that iseither true or false.

If the condition is true, the function returns one value; if the condition is false, thefunction returns another value.

=IF(logical_test,value_if_true,value_if_false)

For any salesperson's $8,000 invoice, the function (in cell C4) looks like this:

=IF(B4


49/89

DATABASE COMPONENTS

SORTING

Sorting is rearranging of worksheet data in ascending or descending order.To sort data on single field:

1. Select field on which you want to sort the entire table.2. Click on Home tab

3. In the Editing group click on Sort/Filter command button

OR

1. Click on Data tab2. In the Sort & Filtergroup

3. Click to sort table in ascending order or Click to sort table in descendingorder.

SUBTOTALS

1. First sort the table on which field you want to generate subtotals (Sorting is

must before subtotaling).

2. Click a cell in the list.

3. Click on Data tab

4. In the Outline group, click on Subtotals command button

5. In the At each change in box, select the sorted field name on which you want

to generate subtotals.

6. From "Use Function" drop down list select desired function.

7. Check required fields in "Add Subtotals to". Fields to be calculated.

8. Clear the Replace current subtotals check box, and then click OK.

REMOVE SUBTOTALS FROM A LIST

When you remove subtotals from a list, Microsoft Excel also removes the outline andall page breaks that were inserted into the list when you inserted the subtotals.

1. Click a cell in the list that contains subtotals.


3. In the Outline group, click on Subtotals command button

4. Click on Remove All button at the bottom left


50/89

DATA FILTER

Filtering is a quick and easy way to temporarily hides rows you do not want

displayed. A filtered list displays only the rows that meet the criteria. A criterion is

conditions you specify to limit which records are included in the result set filter. For

example, the following criterion selects records for which the value for the Order

Amount field is greater than 30,000: Order Amount > 30000.

Microsoft Excel provides two commands for filtering lists:

AutoFilter, which includes filter by selection, for simple criteria

Advanced Filter, for more complex criteria

TO USE AUTOFILTER

1. Click any single item of the list2. Click on Home tab

3. In the Editing group, click on Sort/Filter command button

OR


2. In the Sort & Filtergroup, click on Filter command button

3. A dropdown arrow appears with every field, Click the arrow in the columnheader and select the desired criteria value to be filtered.

4. Only those records that match the given criteria will be shown.

TO REMOVE AUTO FILTER

1. Click on single item

2. Click any single item of the list

3. Click on Home tab

4. In the Editing group, click on Sort/Filtercommand button5. Click on Filteroption again

OR


2. In the Sort & Filtergroup, click on Clear command button


51/89

CHART COMPONENT

Charts are used to display series of numeric data in a graphical format to make iteasier to understand large quantities of data and the relationship between differentseries of data.

EXCEL PROVIDES MANY TYPES OF CHART:-

1. AREA CHARTThis chart is used to show the magnitude of change over time. It

is a stacked line chart with area between them filled with colors.

0

20

40

60

80

100

120

140

160

180

1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

North

West

East

2. BAR CHART-

i. Clustered bar chart - Relative comparison of two or more items

represented with horizontal bars.

ii. Stacked bar chart Data series bar are stacked over the other ormultiple segments represented with a single bar.

0 20 40 60 80 100

1st Qtr

2nd Qtr

3rd Qtr

4th Qtr

North

West

East

0 50 100 150 200

1st Qtr

2nd Qtr

3rd Qtr

4th Qtr

East

West

North

3. COLUM CHARTSeries of vertical column that allows relative comparison.

0

20

40

60

80

100

1st

Qtr

2nd

Qtr

3rd

Qtr

4th

Qtr

East

West

North

4. LINE (GRAPH) CHART -This is used to show trends. Each of the data series isequally spaced and it is used to produce a line on the chart.

0

50

10 0

15 0

20 0

1 st Q tr 2 nd Qtr 3 rd Qtr 4 th Qtr


52/89

5. PIE CHARTThis is circular chart divided into sectors, illustrating percents. In apie chart, the arc length of each sector (and consequently its central angleand area), is proportional to the quantity it represents.

6. EXPLODED PIE CHART -A chart with one or more sectors separated from the restof the disk is known as an exploded pie chart. This effect is used to eitherhighlight a sector, or to highlight smaller segments of the chart with smallproportions.

7. DOUGHNUT CHART-A doughnut chart displays category groups, series groups,

and values series as doughnut slices. The size of the slice is determined bythe series value as a percentage of the total of all values.

Note: All the above charts can also be created with a three dimensional effect inExcel, named as 3D chartslike 3DColumn chart, 3DPie chart etc.


53/89

STEPS TO CREATE CHART:-

1. Select only Series data including its heading.

2. Click Insert tab

3. In Charts group click desired chart type command button, the chart subtypeswill appear

4. Click appropriate Chart Sub type

5. The chart will be inserted in same worksheet

Note: When you create a chart, the chart tools become available and the

Design, Layout, andFormattabs are displayed. You can use the commands

on these tabs to modify the chart so that it presents the data the way that you

want.6. On Design tab In Data group, click on Select data command button, the

Select data source window will appear

7. Under Horizontal(category) X axis labels click on Edit button, the Axis labels

window will appear

8. Select Category data excluding its heading

9. Click on OK

10. Again click on OK

Formatting the chart

Change the layout of chart elements manually

1. Click a chart to display the Chart Tools, adding the Design, Layout, andFormat tabs.

Chart title: On the Layout tab, in the Labels group, click the Chart title command

button and select desired layout

Type text for chart title (the text will appear in formula bar)

Press Enter key

X and Y Axis titles

Click the Axis title command button, point to Primary Horizontal Axis

Title and select desired layout Type text for axis title (the text will appear in formula bar)


54/89

Press Enter key

Click the Axis title command button again, point to Primary VerticalAxis Title and select desired layout

Type text for axis title (the text will appear in formula bar)

Press Enter key

Click the Legend command button and select the desired position

Click the Data Labels command button and click on show

Click the Data Table command button and click on desired layout

To change chart location

1. Click a chart

2. Click Design tab

3. In the Location group, click Move chart command button, the move chartwindow will appear

4. Click New sheet

5. Click OK

Use Page Layout view to fine-tune pages before printing

Before you print a Microsoft Office Excel worksheet that contains large amounts of

data or charts, you can quickly fine-tune it in the new Page Layout view to achieve

professional-looking results. In this view, you can change the layout and format ofdata the way that you can in Normal view. But you can also use the rulers to

measure the width and height of the data, change the page orientation, add or

change page headers and footers, set margins for printing, and hide or display row

and column headers.

NOTE: Page Layout view is useful to get your data ready for printing. Page breaks

are more easily adjusted in Page Break Preview view. For an exact preview of how

the data will be printed, you can preview the worksheet pages in Print Preview view.

Use rulers in Page Layout view

In Page Layout view, Excel provides a horizontal ruler and a vertical ruler, so that

you can take precise measurements of cells, ranges, objects, and page margins.

Rulers can help you to position objects and to view or edit page margins directly on

the worksheet.

Change page orientation in Page Layout view

1. Click View tab2. In the Workbook Views group, click Page Layout View.


55/89

TIP: You can also click Page Layout View on the status bar.

3. Click Page Layout tab

4. In the Page Setup group, click Orientation

5. Click Portrait orLandscape.

Add or change page headers and footers in Page Layout view

1. Click View tab

2. In the Workbook Views group, click Page Layout View.

TIP: You can also click Page Layout View on the status bar.

3. To change a header or footer, click the header or footer text box at the top of

the worksheet page or at the bottom of the worksheet page that contains

header or footer text, and then type the desired text that.

To close the headers or footers, click anywhere in the worksheet, or press

ESC.

Set page margins

1. Click Page Layout tab

2. In the Page Setup group, click Margins

3. Click Normal, Narrow, orWide.

TIP: For more options, click Custom Settings, and then on the Margins tab,

choose the margin sizes that you want.

TO PROTECT AN ACTIVE FILE:

1. Click the Microsoft Office Button

2. Point to Prepare Click Encrypt document

3. Type Password to open

4. Click on OK

5. Again type same password for confirmation

6. Click OK

PRINTING IN EXCEL

PRINT AREA- We can define the selection as print area to take the printout .The sheet

is quite big so to take printout of a range we define the print area.


56/89

Steps to define Print Area-

1. Select the range

2. Click on Page layout tab

3. In the Page setup group click on Print area command button

4. Click on Set print area

5. Click on Office button , click on Print, the print dialog box will appear

6. Select printer name and click on OK

To clear the print area-

1. Click on Page layout tab

2. In the Page setup group click on Print area command button

3. Click on Clear print area


57/89

KEYBOARD SHORTCUTS

WORK WITH WORKSHEETS

SHIFT+F11 or ALT+SHIFT+F1 Insert a new worksheet.

CTRL+PAGE DOWN Move to the next sheet in the workbook.

CTRL+PAGE UP Move to the previous sheet in the workbook.

MOVE AND SCROLL WITHIN WORKSHEETS

Arrow keys Move one cell up, down, left, or right.

HOME Move to the beginning of the row.

CTRL+HOME Move to the beginning of the worksheet.

CTRL+ENDMove to the last cell on the worksheet, in thebottom-most used row of the rightmost usedcolumn.

PAGE DOWN Move down one screen.

PAGE UP Move up one screen.

KEYS FOR SELECTING DATA AND CELLS

SELECT CELLS, ROWS AND COLUMNS, AND OBJECTS

CTRL+SPACEBAR Select the entire column.

SHIFT+SPACEBAR Select the entire row.

CTRL+A Select the entire worksheet.

EXTEND A SELECTION

SHIFT+ arrow key Extend the selection by one cell.

SHIFT+HOMEExtend the selection to the beginning of therow.

CTRL+SHIFT+HOMEExtend the selection to the beginning of theworksheet.