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UNIT I - WORD PROCESSING
Introduction:MS-WORD or Word in short, is a comprehensive word processing software package.
It provides all the features of a most advanced electronic typewriter. In addition to
these, many other features are also available in Word .
Some of the important features are given below. You can
Insert characters, words, sentences, paragraphs or pages of text anywhere in
the opened file.
Alter, insert, delete, or correct any character, paragraph, page at any time in the
file.Move a selected portion of text to any location in the file using a few keystrokes
or mouse clicks.
Copy a section of text and insert it in any location using a few key strokes or
mouse clicks.
Find and replace a character, a word or phrase repeatedly.
View the document in its true form or in miniaturized form.
Insert pictures and objects in the existing text.
Check the spelling and correct the wrongly typed words.
Check the grammar in a portion or entire document in the file.
Check the words with similar and opposite meaning for a given word.
Create a multi column document.
Introduce numbering and bullet in the document.
Insert a table.
Use different fonts of different styles for a part/entire file.
Superscript or subscript.Draw shapes using available drawing tools.
Create borders and shades.
Create headers and footers.
Resize the pages and so on.
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Elements of Word Window
Word is built around a set of interactive windows (rectangular on-screen boxes)
through which you communicate with the Word Program .
Figure shows two windows on the screen, one nested within the other. They are
called
Application window and
Document window.
Application Window -Application window is the outer window that contains the
workspace for all word-processing procedures. Application window frames the
entire screen of the monitor. You use it to communicate with the Word program.
Document Window -Document window sits within application window. It is the
inner window where the text and images are entered.
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Opening a Document - In File menu,
Click New for opening a new document.
Click Open for the existing document
Otherwise the respective icons in the standard tool bar can be clicked.
If you click New , the New dialog box appears. In that, choose blank document (in
General tab option). Click OK . A blank document is opened with its name as
Document1, say, on the title bar. While saving this document, Save in dialog box
will appear. Choose the drive/folder/file‘s name and then click on the Save button.
The document will be saved with this new name.
If you click Open in the file menu, Open dialog box appears. Choose thedrive/folder/file to be opened and click on the Open button. The particular
document will be opened.
Entering Text -When the document is opened, the blinking insertion point it is
automatically positioned at the top of the document. The default margins are 1.25‖
on left and right, and 1‖ on top and bottom. The standard paper size is 8.5‖ by
11‖(Letter size), default font is 10-point regular Times New Roman . The default
document view is Normal .
In the following exercise, a detailed description of few facilities provided by
Word is discussed.
Type the following paragraph. As you key in, notice that the insertion point moves
to the right. At the end of one line(boundary fixed by the right margin), Word wraps
to move the insertion point automatically to the next line. If you make a mistake
while entering, leave it, as you can correct it later.
―Microsoft Word word-processor is being used to create this document. I amlooking forward to learning about some of the things that I can do with word so far.
I have read how to start and exit Word and how to work with some of the dialog
boxes. When I complete this section, I will have learned to display- the paragraph
marks and symbols that Word uses to organize my document and to select, delete
and replace text.‖
Press the tab key once and press Enter .
Press the Enter key again.
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Click on the Show/Hide ¶ button to display the tab stops , paragraph and space
markers in your document.
A paragraph can contain any amount of text or blank lines ending with a
paragraph marker. The document on your screen should consist of three paragraph
markers. The first paragraph contains the text just entered. The next two
paragraphs consist of blank lines. Space is displayed as a dot (•) and tab stop as
right pointing arrow ( ).
Note: The dot representing space and the paragraph marker and tab stops are
referred to as ‗Non printable characters‘. Though they appear on the screen, they
will not appear in print outs.
Edit and Format
Word offers too many ways to change the appearance of the document. One may
change the indents, adjust space between lines or paragraphs and so on. The work
of executing such jobs as above is called editing and formatting.
Editing Text- You can open an existing file for modifications, printing etc.
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Complete the following exercise to practice opening a file.
Invoke Word. Click theOpen button on theStandard toolbar or fromFile Menu, clickOpen to display
theOpen dialog box.
If necessary, open the Look in drop down list box by clicking on drop down
arrow.
Select the Folder in which the file is available.
Move the pointer into the File name text box and double-click to select the
current entry or Type Intro.Doc in that text box and press Enter .
Intro.Doc file now is opened. Verify that the Title bar of the window containsMicrosoft Word - Intro .
Open the File menu and click on the Save As option to get the Save As dialog
box. Then save the file as New .
Formatting Text :-
So far, you have entered only plain text. Altering the style or size of the characters
is called formatting. Formatting work includes all the functions which contribute
for change in appearance of the document.
Word offers many ways to change the appearance of the document. You can format
individual character, word, change the indents, change at paragraph level. You can
change the font type or size and so on. The Formatting toolbar contains a number
of formatting buttons.
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Fonts and its sizes- To change the type or size of the fonts, select the text.Then click
the drop down font list on the Formatting toolbar.Select the font from the drop
down list, to change the type.
Font type in the selected passage immediately changes. Now select size drop
down list. Choose the size and click. The change is effected immediately.
Then, for illustration click B and observe.
Then click I and see.
Then click U and notice.
All the tree boxes are highlighted and the text now assumes bold, italic and
underlined. Click B, I and U one by one again. The text assumes original shape and
style.
These operations can be done fromFormat menu also.
Click Format menu.
Select Font .
Choose a font, type and size . This box provides few more facilities also as described
in the following.
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Superscripts and Subscripts and other effects
To get the superscripts or subscripts and other effects, select the appropriate check
box in the Font dialog box.
Bold Face, Italic and Underline - When you select any of these along with font, you
get a preview with valuable information displayed below that box.
Other options can also be selected. See the effects in the preview window.
Getting Italic letters- Select the text and then click I button in Formatting tool bar.
Copying Font Styles- After font formatting you can apply the font formatting
of the selected text to other paragraphs easily and repeatedly.
Select the new text paragraph- Choose Repeat Font formatting from Edit Menu and click on it or Press F4 .
Changing Case- To change the case of the selected text click on the Format Menu.
Select Change Case and click on it. This opens the change case dialog box, which
offers the following five choices.
Sentence Case: Changes the first letter of each sentence into capital.
Lower Case: Changes all the selected text into lower case.
Upper Case: C hange the selected text into the upper case.
Title Case: Changes the first letter of each selected into Capital letter.
Toggle Case: Changes the upper case into lower and lower case into upper.
Formatting Paragraph- Margins define the upper, lower, left, right page boundaries
of entire document. Indents define the left and right boundaries of the selected
paragraph/line with in the document. By default a paragraph‘s left and right
indents align with left and right margins.
Let us correct the paragraph you have typed using the following tools/facilities
provided by Word. At the end of this process, you will become familiar with
deleting, inserting and replacing a portion of text. For this, you should know how to
control the cursor. The following table shows the functions of Arrow keys and
Special keys. These keys can be used as an alternative to the mouse also.
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Cursor control keys and action
Key press Action
Moves insertion point up one line
Moves insertion point down one line
Moves insertion point one character to the
right
Moves insertion point one character to the left
Ctrl + Moves insertion point one word to the right
Ctrl + Moves insertion point one word to the left
Ctrl + Moves insertion point to the beginning of the
current paragraph
Ctrl + Moves insertion point to the beginning of the
next paragraph
Home Moves insertion point to the beginning of the
line.
End Moves insertion point to the end of the line.
Page up Moves insertion point up in the screen.
Page Down Moves insertion point down in the screen.
Ctrl +Home Moves insertion point to the top of the
document
Ctrl +End Moves insertion point to the end of the
document
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Place the I-Beam pointer before „h‟ in “have read ‖ and click.
Point the I beam behind „d‟ in “read” .
Keep the shift key pressed. Click once.
Press Delete key once.Key in the word ‗ know‟.
Keep the insertion point in front of the word ―display- ”.
Double click on disabled OVR in the Status bar.
Note that this enables over writing mode and OVR appears in Status bar. But it is
always better to keep the OVR disabled.
Type the word identify.
Double click on OVR in the Status bar to disable it.
Inserting Text
Place the insertion point after the word “this ‖.
Press space once and key in lesson.
Note: OVR in Status bar must be in disabled mode.
Deleting Text
Place the I beam pointer before ‗ w‟ in the word “word processor” in the first line andclick. The insertion pointer appears just in front of w. Press Delete key five times to
remove word- . You can press back space key also for this operation. Then place the
insertion pointer after ‗ learning‟ in the second line and press backspace key thrice.
The backspace key deletes one character to the left of it and the delete key removes
a character to the right.
Complete the following steps to correct the other errors in any document, in
general.
Read the document on the screen and locate the errors.
Use either the cursor keys or the mouse to position the insertion point next to
your first error, use the Backspace or the Delete key to remove incorrect
letters, then enter your correction. Repeat this step as needed to correct the
document.
Selecting and Replacing Text- Changing a string of text (letters, words, sentences,
paragraphs or entire document) is usually a two step process. The first step is to
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identify the text to be changed by selecting it. Selected text appears in reverse video
(or highlighted).The second step is keying in the new text.
Complete the following exercises to practice selecting, and replacing text.
Move the I-beam pointer after the word about in second line.
Click to position the insertion pointer and then select the text some of the things
I can do with word so far by dragging the mouse pointer across the words until
they appear in reverse video. Release the mouse button once the text is selected.
When the proper text selected, enter the words the power of Word . The selected
text is deleted when the first keyboard letter is pressed, and also the remaining
text moves to maintain the proper spacing.
An easy way to select one word is to double-click on it. Locate the word will in the
last sentence. Place the I-beam anywhere the word will and double-click for
selecting. Type the word would. Double click on the word ―section ‖. Press Delete to
remove it.
For selecting a word, double click in the word. For selecting an entire line, move the
mouse pointer to the left hand side near the margin area. The Mouse pointer
changes to laterally inverted arrow. Now click. The entire line will be selected. To
select the entire paragraph, move the Mouse pointer to the left hand side to the left
margin area and double click, after the mouse pointer changes to arrow. The entire
paragraph will be selected. To select the entire document, do the same operation as
you have done for selecting a paragraph but click three times.
In the Edit menu, click Select All to select the entire document.
Undo and Redo- While working in a document, you would have committed many
operations.. A click on the Undo button on the Standard tool bar will cancel thelatest committed operations one by one. Click on Redo will cancel the last Undo
operation.
Clicking on the underlined down arrow (also called a drop-down arrow) by the sides
of the Undo and Redo buttons, displays a list of actions committed (undone or
redone).
Complete the following exercise to practice using the Undo and Redo buttons.
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Find the Drives‘ list in the Save in text box. Drop down the menu to choose the
drive.
Click either on the name of the drive shown in the Save in textbox, or on the
drop-down arrow. Choose one from the list.If necessary, use the scroll bar to select the name of the drive.
Locate the directory from the list below the Save in text box. Click on the
appropriate folder.
Click on the Save button to save the file.
After the file has been saved, note that the title bar on the window now reads
Microsoft word-Intro .
Modifying and Saving the Document- You have saved the document as Intro.doc. But
still the document is open. Make some changes or go to the end of the document by
pressing Ctrl key and then End key. Enter you name there at the end.
You can save this document as a new file also. If you save this document as
MyFirstWord , say, your name will appear in MyFirstWord .doc only. The Intro.doc
will be left unchanged.
To save it as Intro.doc itself,
Click on the save button on the Standard Toolbar. No dialog box is presented. To save it as MyFirstWord , say,
In the File menu, choose Save Asoption and complete the operations.
Closing a Document and Exiting Word - If the current file is not saved and if you try
to close it, a dialog box appears with options whether to save the changes in the file
or not. Choosing Yes saves the file under its current name and closes it. If the
document is new and has not been saved earlier, Yes option displays the Save As
dialog box and complete the operations.
If you choose the option Exit in the File menu to close the program and exit before
saving the document, the same dialog box with options to save the changes
appears. Opting Yes and Nowill close the program. Do the following.
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including the "Normal.dot" template. The image below shows the list of templates
on this computer:
As you can see, there is only one template listed - Normal.dot. You may have more
in yours. But take a look at where Microsoft Word will store your template:
If you have Windows XP, Word will store all your templates in this folder:
C:\Documents and Settings\user\Application Data\Microsoft\Templates
If you have W98 or WME, word will store all your templates in this folder on your
computer:
C:\Windows\Application Data\Microsoft\Templates
But locations do vary.
But don't worry: you don't have to search your entire computer to open yourtemplate! Word stores them in this folder for a reason. Which we'll see now.
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After you have set the "Save as type" box to Document Template, type in a name
for your template. Then click the OK button. You document is now saved as a
template.
To open it up very quickly, do the following. Before you follow this, though, clickFile from the menu bar. From the drop down list click on Close. This will close the
letterhead you had opened, but won't close down Microsoft Word.
To open up your template, then, do this (Word 2000. The process is slightly
different for version of Word later than this):
Click on File from the menu bar
From the drop down list, click New
The New dialogue box appears
The crucial thing to notice here is that your letterhead has been added to the type
of New documents that you can open. To open your document, click on whatever
name you called your template. In the box above, LetterHeadAddress is the name
of a document you can open. After you have clicked on your document, click the
OK button. Your letterhead will open up in Microsoft Word.
Once your letterhead is open, click on File > Save As again. Notice the Save as
type box at the bottom.
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Entering Text in Cells
Key in the text in a cell. To move to next cell, press Tab key. To move backwards,
hold the Shift key and press Tab or take the mouse I beam wherever you want and
click.
Deleting Text in a cell
For deleting the contents of a cell, Select the cell and press Delete key.
Selecting a cell
To select a cell, move the mouse printer to the left corner of the cell. The
mouse pointer changes into arrow. Click the mouse to select the cell.Selecting Rows
Using a mouseMove the mouse pointer to the left extreme of the row next to the table border,
when the mouse pointer changes into arrow, click the mouse. The entire row is
selected.
You can select multi rows also. First select one row hold the mouse button and
drag the mouse to select next few rows.
Cell
Rows
Column
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Using MenuPlace the insertion point anywhere in the row. Then from Table menu Select Row .
The entire row is selected.
Selecting ColumnsUsing a mouse Take the mouse pointer to the top of the table and over the border of the
table. The mouse pointer changes as a small black down arrow. Click the mouse
button. The entire column is selected. Select a column, hold the mouse button and
drag to next few columns to select them.
Using MenuPlace the insertion point in any of the cells in the column. From Table menu choose
Select Column . The column is selected.
Inserting a New Row at the End of the Table
To insert a new row at the end of the Table, go to the last cell of the Table and
simply press Tab key. A new row is added.
Inserting a New Row
Inserting a new row in between, place the mouse pointer anywhere in the row.
FromTable Menu, select Insert Rows . A new row will be inserted before that row.
Inserting a column
At the end of the row
Take the mouse pointer next to the end of the table border. In the Table menu,
Click Select column . The column will be selected next to table border. From Table
menu choose Insert column option. Click on it. A new column will be added at the
end.
To insert a column in between
Select a column. In Table Menu, choose Insert column and click. A new column isinserted.
Deleting a Row
Select the row, which you want to delete. Then in Table menu, select Delete Rows
option and click. Remember that deleting a row will remove the row from your
table. But selecting the row and pressing Delete key will delete the data only, but
not the row. The other way to delete a row is as follows. Select the row and click on
the Cut icon in the Standard Toolbar.
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Deleting a Column
Select the column. In the Table menu, selectDelete Columns and click .
Adjusting the Cell Height and Width
Place the insertion point anywhere in the Table. Then in the Table menu, select Cell
Height and Width. Cell Height and Width dialog box appears. Select Row tab. Click
the spin box of At to increase the points. Then click OK . To change the Column
width, select the Column Tab in the Cell Height and Width dialog box. Decide the
width and click OK .
Using the Mouse
To change the cell width, move the mouse pointer over cell border. The mouse willbecome a double headed arrow. Hold the mouse button, drag to resize width.
Placing the Table at the Centre
Place the mouse pointer in any cell of the table In Table menu, choose Select Table
and click. The entire table is selected. Now again in Table menu, choose Cell Height
and Width. Click to open Cell Height and Width dialog box. In the dialog box select
Row tab. Click the center option and then click OK .
Sorting the Contents
You can quickly rearrange the contents of the Table in alphabetical, numerical or
chronological order.
To Sort Information
Select the rows or list items you want to sort.
In the Table menu click Sort .
Under Sort by , select a column number, field number, paragraph or name.
Choose Then by to sort within sort. You can have one more choice of Then by .
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In the Type box select Text, Number, or Date and then select the Ascending or
Descending option button.
Click on the OK button.
Performing Calculations in a Table
You can quickly add the numbers of a row or column. You can also subtract, divide
and take average of these numbers. The cells are referred as A1, A2, A3, B1, B2, B3
etc.
A B C D E F
1
2
3
4
5
To Sum a Row or Column of Numbers
Position the insertion point in the cell where you want the sum to appear.
In the Table menu choose Formula and click.
Word analyzes the table and proposes the appropriate formula in the formula
box. For example if the insertion point is at the bottom of a column of
numbers, Word proposes = SUM (ABOVE).
Note : If word cannot determine an appropriate formula, it inserts = in the Formula
box. You can type or select the function you want.
Finally click the OK button
Tables of Contents, Indexes, and Cross-References
Don‘t manually create your table of contents, index, and cross-references — use
your word processor to generate them automatically from markers that you place in
the document. These features are essential for revisable manuals that will change
frequently. To make these features work, you‘ll need to first create a master
document.
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When the manual is finished, generate the index automatically. Your word
processor will compile the entries and sub-entries with their page numbers and
format them in the way you specify. Edit the index for duplications, omissions, and
errors, going back into the word processor files to make your changes. Remember,if you simply revise them in the compiled index, the next time you regenerate it,
you‘ll have to make the same corrections again.
Microsoft Word‘s dialogue box for marking an index entry
While it takes a bit longer to set up an automated index, revising it after each
manual revision will be easy since you need only mark new entries, then regenerate
the index.
Cross-References
If you want to refer the reader to another section or heading, you can enter the
number of the page on which the information is currently located. For example,
―For more information on styles, see page 12.‖ While it‘s easy and fast, each time
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you revise a section of the manual, you‘ll have to locate all references to that
section and check that they‘re still accurate.
A better strategy for revisable manuals is to insert the reference using your word
processor‘s cross-reference feature. You can refer the reader to specific headings,
figures, tables, or other elements of the text and the word processor will
automatically insert the correct page number into your reference. And every time
you print the section, your word processor will check and update the page number
if necessary.
Microsoft Word‘s dialogue box for inserting a cross-reference
Creating a Master Document
The automated table of contents, index, and cross-reference features were designed
assuming that your entire document is contained in one word processor file. If, like
most manual writers, you‘ve divided the manual up into a series of files, you‘ll need
to use the master document feature to make these other features work. Otherwise
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you won‘t be able to prepare a table of contents or index for the whole manual, and
cross-references won‘t update properly.
Use your word processor‘s online help for information on master documents
A master document temporarily compiles the sub-documents that make up the
manual into a whole manual. For a revisable manual, the sub-documents would be
the modules (either chapters or sections), as well as the sections at the front and
back.
To generate the table of contents or index, create a master document, then use
these features in the master document. Cross-references will work as long as you
are referring to other sub-documents within the master document. Beware — this
process does not always work smoothly.
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Mail Merge
Word‘s Mail merge feature lets you quickly create personalized correspondence and
other documents called form letters by combining information from 2 different files
(Main document & data source).
For example you could merge a list of names and addresses from one file (your data
document) with a form letter in another file to produce a number of personalized
form letters.
About Data Sources and Main Documents
Data sources are organised collections of information i.e. databases stored as word
or Microsoft excel worksheet or Microsoft access table. Main documents contain the
body of a letter.
Project using Mail merge helper
To start the Mail merge helper select ToolsMail merge. The Mail merge dialog box
appears.
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Starting your main document
1. Select the create button to start creating your main document. A list will drop
down offering you four choices. Form letters, Mailing labels, Envelopes and
Catalogs.
2. Select the type of main document you want. (For eg. Form letters in this case)A
dialog box will appear offering you the choice of the active window or a new main
document.
3. Select the window you want to use. If you are starting from a new document, or
if the active window contains information for your main document, choose the
active window button. If your active window contains valuable information, that
has nothing to do with the mail merge, choose the new main document button.
If you choose the new main document button, word will open a new document. NowWord will return you to the mail merge helper dialog box for the 2nd stage of Mail
merge, for selecting the data source.
Specifying the data source
Next you need to specify the data source and arrange it in the order that will be
available to your main document for the merge.
1.Click the Get data button to display a list of options for your data source
If you already have a data source that you want to use, select open data source. If
you want to create the data source, select create Data source.
Creating a Data source
To create Data source : Dialog box that appear when you choose create data source
contains a list of commonly used field names for the type of mail merge you are
performing. For eg. First name, last name, company. You can use these fields or
you can add your own fields.
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Removing or modifying a field name:
1. In the field names in Header row box highlight the fieldname you want to remove
by clicking it with the mouse or by scrolling to it with the scroll bars or the down
arrow, then click the remove fieldname button. The fieldname will be removed from
the fieldnames in header row list and will appear in the field name box.
2. To modify field name, make your changes in the field namebox and then click
the Add field name button.
3. Rearranging fieldnames: Highlight the field you want to move and click the
mouse up and down arrows
Editing the data source
Back in the Mail merge dialog box you will see that word displays the name of the
data source document beneath the GetData button.
Word will now check the data source to see it contains records. If it doesn‘t, word
will display a dialog box informing you of this and inviting you to edit the data
source or the main document as shown below. Choose edit data source button to
edit your data source.
Entering your records
In the data form dialog box that word display enter the details of each of your
records by typing text into the boxes. Press tab or enter key to move from field tofield. To move backwards, press shift+Tab. Here is how to alter the records in the
data form dialog box.
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To add a new record, choose the Addnew button.
To delete a record choose the Delete button. If you release you have trashed a
record, click restore button to return its entries to their previous statement.
To Find a record
Word‘s database functions offer great flexibility in searching.You can search for any
word or part of a word in any of the fields.
To find a record
1. Click the Find button
2. Type the word/(s) you want to find in the find what box.
3. Click the arrow at the right end of the field box to dropdown the list of field
names, and select the name of the field you want to search.
4. Click on Find first button. Word will search for and display the first record it
finds containing the word or words in the selected field.
5. If this is the record you are looking for, click close to close the Find in field dialog
box, if not, click the Find next button to find the next occurrence of the text.
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6. When you have finished entering or updating your records, click OK to close the
data source and save the changes. Now you are ready to edit your main document.
Saving your data source.
When you have finished click OK to save your data source. In the save data dialog
box that appears enter a name for your datasource file and select OK to save the
file. Word will save the datasource file under the name you give and then return
you to Mail merge dialog box.
Editing the Main document
Main document contains the following.
Text and punctuationMerge instruction and the field names that word use to merge data
Inserting data instruction The Mail Merge Helper makes it easy to insert fieldnames
and other instructions in your document. Whenever you want data from the data
source to appear in your merged documents, Just place the insertion point where
you want to insert a data instruction, then pull down the appropriate list from the
Merge Toolbar and pick the items to insert.
For example, place the insertion point on any line. Then click the insert merge fieldbutton on the mail merge toolbar to display the list of field names available in the
associated data source. Next select the appropriate field name to insert into the
document.
Once the main document and the data source are prepared, you are ready to merge
them. The mail merge helper lets you send merged documents directly to your
printer or save them to a file for editing and later printing.
In either case word will automatically take care of things like word wrap and
pagination for each new document.
Printing merged documents
When you have specified any filtering and sort ordering that you want, you are
ready to run the mail merge.
1. Start the merge process by making your main document as the active document.
2. Click the marge button in the Mail Merge dialog box.
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3. You can either merge directly to your printer by selecting printer in the merge to
box, or you can have word merge to a new untitled document that will contain all of
the merge documents by selecting the document.
4. Select the records to be merged by choosing all or from and to: if you chooseFrom: and To:, specify the record numbers for the merge to start and stop at.
5. The default is not to print blank lines when the datafields are empty. If you do
want to print blank line when the fields are empty, perhaps you have a reason, like
to show gaps in your data source. Choose the print blank lines when data fields are
empty options.
6. When all is set to your linking, click OK.The mail merge will finally take place.
If you merged to a new document, it should be on screen now. Check your output
carefully before reflecting it in your victims.
Sorting merged documents
Usually records are merged in the order they occur in your datasource, but word‘s
mail merge helper dialog box lets you sort the records during the merge. In
addition, Word lets you use filters to restrict merging to records containing certain
data.
To sort records before you perform a merge
1. Open the Mail merge helper dialog box and choose the query option button
which opens the query option dialog box.
2. Click the sort records tab to enter your sorting references.
3. In the sort by field that you want to use, click the down arrow then select the
field to sort by from the list that appears.
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4. Select a field for one or both then by fields if you want to refine your sort further.
5. When you have defined the sort to your satisfactory, click OK. If you mess things
up, click the clear all button to clear the fields and start again or click cancel to
escape from the dialog box.
Filtering merged documents
If you are not content with sorting your records, you can filter them as well.
Filtering gives you a lot of flexibility in removing from the merge records. For
example. suppose you want to exclude certain records of certain category that can
be done by filtering.
1. Pull up the Mail merge helper dialog box and choose the query options button.
The query options dialog box will appear.
2. Select the filter records tab.
3. In the field column of the first row, choose the field you want to use as a filter.
4. In the comparison column of the first row, choose the appropriate comparisonoperator you want to use.
5. In the compare to column of the first row, type the appropriate value for the field
selected
6. In the 2nd row, choose and or in the first column to include additional or
complementary criteria for filtering.
7. Repeat steps 3,4 and for further rows as necessary to redefine your criteria
further.
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8. When you have defined the filtering criteria to your satisfaction, select OK. If you
mess things up, select clear all to start again or cancel to escape from the query
options dialog box.
Print Envelopes
1. Open a document .
2. On the Menu Bar, click Tools, Letters and Mailings, then Envelopesand Labels.
3. When the Envelopes and Labels window appears, make sure
the Envelopes tab is on top.
4.
Click in the Delivery Address box, then type:
Sandy Williams
1235 South Street
Philadelphia, PA 12345 Click in the Return Address box and type: One World Travel123 Main StreetHampstead, MD 21704
The window should look like this:
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6. Click the button.
TIP: If this window appears, click the button:
7. On the Standard toolbar, click the icon to Print Preview the envelope.
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TIP: TheEnvelopes and Labels window should show you which way
to load the envelope into your printer.
PRINT LABELS
1. In the Menu Bar, click Tools, Letters and Mailings, then Envelopesand Labels.
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2. When the Envelopes and Labels window appears, click the Labels tab.
3. Click the button.
4. Click 5160 in the list of labels.
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Then click the button.
TIP: Microsoft Word has the settings for many different label sizes. Ituses the number assigned by Avery, a common brand of labels.
5. Click the button.
6. Save the document asSandy Labels in the Word Documents folder.
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UNIT II - SPREADSHEETS
Introduction
Excel can be used for:
Excel is a most comprehensive spread sheet application. It is not only a tool for
calculating, manipulating, analyzing data, but also a versatile organizational tool
and an excellent tool for presenting information and graphics with many options.
Applications of Excel
Production planning : Quality control, Compiling test data.
Personal management: Payroll, Sales figures.
Investment management: Planning & auditing, Industrial statistic.Warehouse management: Order entry - order processing & invoicing.
Starting Excel
Go to the Windows Start menu, then select Programs and click on Microsoft Excel
icon.
Getting Started
As you click on the Microsoft Excel option, a Blank Spreadsheet Book 1 (called as
a Workbook), appears on the screen ; or you can select Open a document and
select a spreadsheet you have already created.
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Understanding Excel Workbooks
All Excel documents are workbooks. A workbook contains one or more sheets,
which can be thought of as pages within the workbook. Workbooks can contain:
Worksheets: The names of the sheets appear on tabs at the bottom of the
workbook window , To move from sheet to sheet, click the sheet tabs. The name
of the active sheet is bold. Active sheet is the sheet that you're working on in a
workbook.
In Microsoft Excel, a workbook is the file, in which you work and store your data.Because each workbook can contain many Worksheets, you can organize various
kinds of related information in a single file.
Understanding Worksheets
Worksheet, also called as spreadsheet, is the primary document to store and work
with data. The worksheet contains Rows and Columns.
The intersection of a Row and a Column is known as cell, where you can store the
data. Each cell is identified by their column letter and row number e.g. A1, B50,
C192 called address in CR (Column Row) format.
Cell can contain text, numbers or formula, which are used to perform
calculation.
Cells can be formatted using variety of formatting options, such as font,
borders, colour and alignment of data within the cell.
One Cell is always active and its Address is displayed in the Name box.
Navigating within worksheet
The primary means of navigating within the worksheet is with the mouse. As you
move the mouse pointer around the worksheet, the pointer changes shape
depending on its location. In most areas of the worksheet, the pointer resembles a
plus sign . In most areas outside of the worksheet or over the scroll bars, the
pointer changes to shape to resemble an arrow. Table 1 below shows various keycombinations for navigating in the worksheet.
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Keys Function
Arrow keys Moves the cursor in direction of the arrow.
Ctrl+ or Ctrl+ Moves the cursor to the top or bottom of aregion of data.
Ctrl+ or Ctrl+ Moves the cursor to the leftmost or
rightmost of a region of data.
PgUp or PgDn Moves the cursor up or down one screen.
Ctrl+PgUp or
Ctrl+PgDn
Moves the cursor to the preceding or the
following worksheet.
Home Moves the cursor to the first cell in a row.
Ctrl+Home Moves the cursor to the upper-left corner of
the worksheet.
End Moves the cursor to the last cell in a row.
Ctrl+End Moves the cursor to the first cell of the last
row in a worksheet.
End+Enter Moves the cursor to the last column in a
row.
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Various bars and buttons in a Worksheet
Worksheet
Part
Purpose
Scroll Bars Use these to view sections of the worksheet that are notcurrently visible by clicking on the arrows, or by
moving the scroll box.
Row headers Identifies each row and can be used to select rows (by
clicking on the headers).
Column
headers
Identifies each column and can be used to select
columns (by clicking on the headers).
Cursor Indicates the currently selected (or active) cell.
Tabs Selects each worksheet in the workbook.
Standard
toolbar
Provides buttons to access common operations, such
as opening and saving files, and cutting, copying, and
pasting data.
Formatting Provides buttons to access common formatting tasks,
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toolbar such as changing the fonts and alignments used to
display data.
Formula bar Displays the contents of the active cell.
Status bar Displays the various messages as you use Excel.
Scroll buttons Scrolls among the worksheet tabs in a workbook.
Create a new workbook
1. On the File menu, click New. You will get a dialog box.
2. To create a new, blank workbook, click the General tab, and then double-
click the Workbook icon or click OK.
Writing Data and Text
This Topic tells you how to write data into your worksheets, how to insert cells and
delete selected ranges, columns, and rows. Also, how to use formulas.
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Entering Data
You can enter either avalue or a formula in any cell of an Excel worksheet.
Values are numbers, sets of characters, date, or time; for example,
267.2, 04/08/81, 7:35 PM. Formulas are combinations of values, cell
references, and operators that Excel uses to calculate a result.
When you place the cursor in a given cell and begin typing, your entry appears in
the Formula bar at the top of window. In the Formula bar, the insertion pointer (the
flashing vertical bar) indicates where the characters that you type will appear. As
you type an entry, a Check button and an X (Cancel) button appear enabled in the
Formula bar. You can click the Check button when you finish typing the entry to
accept it, or you can just press Enter. If you decide that you don‘t want to use an
entry, you can either click the X button in the Formula bar or press the Esc key.
You may notice two additional buttons in the formula bar: a Names List box (to the
left of the X button) and a Function Wizard button (to the right of the check
button).
The Names list box displays the name or cell reference of currently active cell. Use
the arrow next to Names list box to drop a list of name ranges for the current
workbook. The Function Wizard button displays the Function Wizard, which helps
you construct formulas.
Entering numbers
You can enter numbers into your spreadsheet in several ways. A wonderful feature
is that when a number is entered, Excel tries to figure out how the number will be
used. This prevents your having to format each cell for each number you want to
enter. The worksheet in figure shows some of the ways that you can enter numbers
in Excel. To enter a number, select the cell and then type the numbers.
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Entering text
Your text entries can be any combination of letters, numbers, or other special
characters. To enter text, select the desired cell and start typing. When done with
the entry, press Enter . By default, Excel aligns text at the left side of the cell.
Suppose the text is too long, e.g. title of a table, first of all simply go on typing the
text. Finally to fit the text in the cell , choose Format option from the main tool barmenu . It has many options like, format cells, rows, columns; with the help of
which you can adjust the width and height of the cells.
Try this exercise
In the cell number Enter this
A1 1234567890
C8 $100.56
F34 2.1459E
G5 41.87%
Editing data
Excel gives you two ways to make changes to cells. One way is to edit the entrywithin the formula bar; the other is to perform editing within the cell itself.
Editing using the Formula bar
Move the cursor to the cell containing the data that you want to edit.
Move the mouse pointer to the area over the Formula bar. (As you do so, the
mouse pointer takes on the shape of an I-beam.)
Place the mouse pointer at the location where you want to start editing and
then click. A flashing insertion pointer in the formula bar indicates where your
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editing will occur; you can then proceed to make your edits. Finally, press
Enter.
Using In-Cell Editing
Double-click the desired cell, or move the cursor to the cell and press F2.
When you do this, an insertion pointer appears within the cells itself.
Use the arrow keys to place the insertion pointer where you want it.
Make your edits and then press Enter.
Clearing Data from Cells
Excel provides different ways to clear, or erase, the contents of existing cells. The
most obvious way is to select the cell or range of cells and press the Delete key.
Copy data within a row or column
Select the cells that contain the data you want to copy.
Drag the fill handle across the cells you want to fill & release the mouse button.
Existing values or formulas in the cells you fill are replaced.
What is a Fill Handle?
When you select a cell to copy the contents, the cell is highlighted with dotted
blinking lines .The fill handle is the small black square in the corner of the
selection. . When you point to the fill handle, the pointer changes to a black cross.
To copy contents to adjacent cells or to fill in a series such as dates, drag the fill
handle. To finish the work press Escape .
Copy one selection to several locations
Select the cells you want to copy.
Click Copy .
Hold down CTRL and select the upper-left cell of each paste area.
Click Paste .
To paste the same copy area again on a different worksheet, switch to the other
sheet and repeat steps 3 and 4.
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To cancel the moving border after you finish copying, press ESC.
Insert cells, rows, or columns
You can insert blank cells, rows, and columns and fill them with data.
Insert blank cells
Select a range of existing cells where you want to insert the new blank cells.
Select the same number of cells as you want to insert.
On the Insert menu, click Cells.
Click Shift cells right or Shift cells down.
Insert rows
To insert a single row, click a cell in the row immediately below where youwant the new row.
On the Insert menu, click Rows.
Insert columns
To insert a single column, click a cell in the column immediately to the right of
where you want to insert the new column.
On the Insert menu, click Columns.
Working with Formulas
In addition to entering values, you will use formulas throughout your worksheets.
Excel uses the formulas that you enter to perform calculations based on the values
in other cells of your worksheets. Formulas let you perform common mathematical
operations-addition, subtraction, multiplication, and division — using the clues in
the worksheet cells. Remember that in Excel, formulas always begin with an equal
symbol.
For example, say you want to multiply the values in cells B1 and B2 and add theresult to the data in cell B3, and then display the result in cell B5. You could do so
by placing the cursor in cell B5 and entering the simple formula, =B1*B2+B3.
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Creating formulas in the Formula bar or with edit directly in cell
If you place the cursor in any cell and then type an equal symbol, the symbol and a
flashing cursor appear in the Formula bar. As you enter the formula, it appears
within the Formula bar. When you press Enter, Excel performs the calculation
based upon the formula and then displays, in the cell, the results of the
calculation.
Arithmetic operators
Operator Function
+ Addition
- Subtraction.
* Multiplication
/ Division
^ Exponential
% Percentage
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In addition to the mathematical operators, Excel accepts an ampersand (&) as a
text operator for strings of text. The ampersand is used to combine text strings (this
is known as concatenation). For example, if cell B12 contains Ram and cell B13
contains Mohan, the formula =B12 & B13 would yield the result, RamMohan.Comparison operators are used to compare values and provide a logical value
based on comparison. The following table described them
Operator Function
< Less than
> Greater than
= Greater than or equal to
= Equal to
Not equal to
Displaying and editing formulas
By default, Excel shows the results of the formula that you enter in cells, and notthe actual formulas. But you can examine any formula by moving the cursor to the
cell that contains it and then looking at the Formula bar. However you can see all
the formulas in your worksheet. Follow the following steps:
Choose ToolsOptions.
With the Options dialog box appears, click the View tab.
Under the Window options, turn on the Formulas check box and then click OK.
The worksheet will show all your formulas in the cells, and Excel will automatically
widen the columns to accommodate the formulas.
Using AutoSum
Since the Sum function is the most commonly used function in Excel, there
is a toolbar button dedicated to the sum function‘s use — the AutoSum tool. Using
AutoSum is simple:
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Place the cursor in the cell below or to the right of the column or row that you
want to sum.
Click the AutoSum button in the standard toolbar (it‘s the one containing the
Greek letter )When you do this, Excel makes its best guess about what you would like
summed, based on the current cell‘s location relative to the row or column.
Using the Function Wizard
Move the insertion pointer into the cell where you want to insert the functions.
Click the Function Wizard button on standard toolbar - the one containing the
letters f x— or choose Insert Function.
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In the function category list box at the left, choose the category of functions that you want. When you choose a category, the function in that category appear in
the function name list box at the right.
From the Function Name list box, select the function that you want to insert
into your formula and then click Next.
The next dialog box depends on which type of function you chose to add. Enter
the necessary values or cell ranges for the arguments needed by the function in
the dialog box.
Click the Finish button in the dialog box to add the function to your formula.
Time
A time series can include increments of days, weeks, or months that you specify, or
it can include repeating sequences such as weekdays, month names, or quarters.
Initial selection Extended series
9:00 10:00, 11:00, 12:00
Mon Tue, Wed, Thu
Monday Tuesday, Wednesday,
Thursday Jan Feb, Mar, Apr
Jan, Apr Jul, Oct, Jan
Jan-96, Apr-96 Jul-96, Oct-96, Jan-97
15-Jan, 15-Apr 15-Jul, 15-Oct
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Function based on a condition
A formula in Microsoft Excel performs calculations on values in your worksheet.
However, what if you want Excel to change your formula if a certain condition is
true, or what if you want to include only the values that meet certain conditions in
the calculation? For example, you might want to calculate the allowances of
employees and then summarize the salary for ―professors‖ without reorganizing
your data. Or you might want to determine the HRA amount for each employee,
based on whether the employees are staying in quarters or not. In such situations
you can use conditional formulas in Excel.
Excel includes three worksheet functions that calculate results based upon
conditions. To count the number of occurrences that a specific value appears in a
range of cells, use the COUNTIF worksheet function. To calculate a total amount
based on a single condition, use the SUMIF worksheet function. To return one of
two values – use the IFworksheet function.
COUNTIF
Counts the number of cells within a range that meet that given criteria
Syntax
COUNTIF (range, criteria)
Range is the range of cells from which you want to count cells.
Criteria is the criteria in the form of a number, expression, or text that defines
which cells will be counted. For example, criteria can be expressed as ―lecturer‖,
―professor‖.
Examples
Suppose A3: A6 contain ―professor ‖, ― lecturer ‖, ―lecturer ‖, ―professor ‖,
respectively:
COUNTIF (A3:A6, ―professor ‖) equals 2
SUMIF
Adds the cells specified by a given criteria.
Syntax
SUMIF (range, criteria, sum_range)
Range is the range of cells you want evaluated
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Criteria is the criteria in the form of a number, expression, or text that defines
which cells will be added. For example, criteria can be expressed as ―professor‖,
―lecturer‖.
Sum_range are the actual cells to sum. The cells in sum_range are summed only iftheir corresponding cells in range match the criteria. If sum_range is omitted, the
cells in range are summed.
The IF worksheet function
We know that the employees staying in quarters are not eligible for HRA. For others
some percent say 15 percent is to be given, based on the basic pay. To determine
which one of two values to use, based on a condition that is either true or false, use
the IF worksheet function. The IF worksheet function returns a HRA of either 0 or
15%, based on the basic pay.
The IF worksheet function checks a condition that must be either true or false. If
the condition is true, the function returns one value; if the condition is false, the
function returns another value. The function has three arguments: the condition
you want to check, the value to return if the condition is true, and the value to
return if the condition is false.
=IF (logical_test, value_if_true, value_if_false) The function looks like this:
=IF (QTRS, 0, Basic*15%)
If the employees are staying in quarters, 0 will be HRA. Otherwise they will get 15%
of their basic pay.
VLookup Function
In Excel, the VLookup function searches for value in the left-most column of
table_array and returns the value in the same row based on the index_number . The syntax for the VLookup function is:
VLookup( value, table_array, index_number, not_exact_match )
value is the value to search for in the first column of the table_array .
table_array is two or more columns of data that is sorted in ascending order.
index_number is the column number in table_array from which the matching value
must be returned. The first column is 1.
not_exact_match determines if you are looking for an exact match based on value .
Enter FALSE to find an exact match. Enter TRUE to find an approximate match,
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So that data now shows the average of all rows. Now what if we want to get the
average of only the rows where MACHINE_TYPE = A; this now requires us to use
the filtering capability. To turn on the filtering mode, click Data menu > Filter >
AutoFilter:
You will see that all the headers will become a dropdown selection:
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To filter by column A (MACHINE TYPE), choose a value on one of the choices on thedropdown. In the example below I chose ―A‖ to show only rows where value=‖A‖.
Once clicked, the other rows will be hidden and you will be left with all rows where
value=‖A‖:
As an indicator that you have filtered the rows, the downward arrow on the
columns dropdown changes color from black to blue. You will also see the row
numbers skipping values where only the visible rows are shown.
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Now to add the summary of the filtered rows, you will need to use the formula
called SUBTOTAL. The other formulas will not work since they will sum up all of
the data including the hidden rows so Excel provided us with SUBTOTAL where
you can summarize only visible cells.
Based from the syntax above, we need to use this syntax to get the AVERAGE:
SUBTOTAL(1, C:C) where 1 is the corresponding function_num of the average
function based on the table above. See the working example of it below:
That‘s it on how to filter rows and show their corresponding summarized
information.
SortingOne of Excel‘s powerful features is its ability to sort, while still retaining the
relationships among information. For example, let‘s take our student grade
example from above. What if we wanted to sort the grades in descending order?
First, let‘s select the information we want to sort.
Now let‘s select the ―Sort‖ option from the ―Data‖ menu.
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A new window will appear asking how you would like to sort the information. Let‘s
sort it by the average grade, which is in Column E; be sure to set by ―Descending‖
order. If there were other criteria you wished to sort by as secondary measures, you
could do so; let‘s select ―Then by‖ as ―Grade 3‖ just for the practice of doing so (―Descending‖ order, as well).
Excel will sort your information with the specifications you entered. The results
should look something like this:
Data ValidationData Validation rules enable you, as the owner of the workbook, to set rules on
what entries are allowed inside individual cells.
For instance, you can set one Validation Rule that only allows whole numbers
between 1 and 100 to be entered into a cell. And, on another cell in the same
workbook, you can specify that only entries from a drop-down list that you‘ve
created can be entered into a cell.
Setting Data Validation Rules1. Select the cells on which you want to enable Data Validation
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2. ChooseData: Validation… from the Menu bar
Data Validation Dialog Box - Settings Tab
3. On the Settings tab, choose the value type that you will allow
4. Click the Input Message tab
Data Validation Dialog Box - Input Message Tab
5. Enter the Title and Message to help your user understand what is
required for input
6. Click the Error Alert tab
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Data Validation Dialog Box - Error Alert tab
7. Set your error message Style, Title andMessage
8. Click OK
Remove Data Validation Rules
Once Data Validation is set, it‘s actually very easy to remove.
1. Select the cells on which you want to disable Data Validation
2. ChooseData: Validation…
3. Click Clear All
4. Click OK
Excel Text Functions
Functions to Convert Excel Data Types
FIXED -Rounds a supplied number to a specified number of decimal places, andthen converts this into text
TEXT -Converts a supplied value into text, using a user-specified format
VALUE -Converts a text string into a numeric value
Functions to Convert Between Upper & Lower Case
LOWER -Converts all characters in a supplied text string to lower case
UPPER -Converts all characters in a supplied text string to upper case
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Cutting Up & Piecing Together Text Strings
CONCATENATE -Joins together two or more text strings
LEFT -Returns a specified number of characters from the start of a supplied textstring
MID -Returns a specified number of characters from the middle of a supplied textstring
RIGHT -Returns a specified number of characters from the end of a supplied text
string
LEN -Returns the length of a supplied text string
FIND -Returns the position of a supplied character or text string from within a
supplied text string (case-sensitive)
EXACT -Tests if two supplied text strings are exactly the same and if so, returns
TRUE; Otherwise, returns FALSE. (case-sensitive)
Excel Logical Functions
Boolean Operator Functions
AND -Tests a number of user-defined conditions and returns TRUE if ALL of the
conditions evaluate to TRUE, or FALSE otherwise
OR -Tests a number of user-defined conditions and returns TRUE if ANY of the
conditions evaluate to TRUE, or FALSE otherwise
NOT -Returns a logical value that is the opposite of a user supplied logical value or
expression
(ie. returns FALSE is the supplied argument is TRUE and returns TRUE if the
supplied argument is FALSE)
unc ons o emove x ra arac ers
CLEAN -Removes all non-printable characters from a supplied text string
TRIM -Removes duplicate spaces, and spaces at the start and end of a text string
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Excel Lookup and Reference Functions
Functions To Return References to Cell Ranges
ADDRESS -Returns a reference, in text format, for a supplied row and column
number
INDEX -Returns a reference to a cell (or range of cells) for requested rows and
columns within a supplied range
INDIRECT -Returns a cell or range reference that is represented by a supplied text
string
OFFSET -Returns a reference to a range of cells that is a specified number of rowsand columns from an initial supplied range
Row / Column / Area Information
ROW -Returns the row number of a supplied range, or of the current cell
COLUMN -Returns the column number of a supplied range, or of the current cell
ROWS -Returns the number of rows in a supplied range
COLUMNS -Returns the number of columns in a supplied range
AREAS -Returns the number of areas in a supplied range
-Data Lookup Functions
HLOOKUP -Looks up a supplied value in the first row of a table, and returns the
corresponding value from another row
VLOOKUP -Looks up a supplied value in the first column of a table, and returns the
corresponding value from another column
LOOKUP -Searches for a specific value in one data vector, and returns a value from
the corresponding position of a second data vector
Other
HYPERLINK -Creates a hyperlink to a document in a supplied location.
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TRANSPOSE -Performs a transpose transformation on a range of cells (ie.
transforms a horizontal range of cells into a vertical range and vice versa)
Basic Mathematical Operations
SUM -Returns the sum of a supplied list of numbers
PRODUCT -Returns the product of a supplied list of numbers
POWER -Returns the result of a given number raised to a supplied power
SQRT -Returns the positive square root of a given number
QUOTIENT -Returns the integer portion of a division between two supplied numbers
MOD -Returns the remainder from a division between two supplied numbers
SUBTOTAL -Performs a specified calculation (eg. the sum, product, average, etc.) for
a supplied set of values
Rounding Functions
CEILING -Rounds a number away from zero (ie. rounds a positive number up and a
negative number down), to a multiple of significance
CEILING.PRECISE -Rounds a number up, regardless of the sign of the number, to a
multiple of significance (New in Excel 2010)
ISO.CEILING -Rounds a number up, regardless of the sign of the number, to a
multiple of significance. (New in Excel 2010)
EVEN -Rounds a number away from zero (ie. rounds a positive number up and a
negative number down), to the next even number
MROUND -Rounds a number up or down, to the nearest multiple of significance
ROUND -Rounds a number up or down, to a given number of digits
Exponentials & Logarithms
EXP -Returns e raised to a given power
LN -Returns the natural logarithm of a given number
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LOG -Returns the logarithm of a given number, to a specified base
LOG10 -Returns the base 10 logarithm of a given number
-Conditional Sums
SUMIF -Adds the cells in a supplied range, that satisfy a given criteria
SUMIFS -Adds the cells in a supplied range, that satisfy multiple criteria (New in
Excel 2007)
Advanced Mathematical Operations
SUMPRODUCT -Returns the sum of the products of corresponding values in two or
more supplied arrays
SUMSQ -Returns the sum of the squares of a supplied list of numbers
SUMX2MY2 -Returns the sum of the difference of squares of corresponding values
in two supplied arrays
SUMX2PY2 -Returns the sum of the sum of squares of corresponding values in two
supplied arrays
SUMXMY2 -Returns the sum of squares of differences of corresponding values in
two supplied arrays
SERIESSUM -Returns the sum of a power series
Excel Statistical Functions
Finding the Largest & Smallest Values
MAX -Returns the largest value from a list of supplied numbers
MIN -Returns the smallest value from a list of supplied numbers
LARGE -Returns the Kth LARGEST value from a list of supplied numbers, for a
given value K
SMALL -Returns the Kth SMALLEST value from a list of supplied numbers, for a
given value K
Averages, Frequency & Rank
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AVERAGE -Returns the Average of a list of supplied numbers
AVERAGEIF -Calculates the Average of the cells in a supplied range, that satisfy a
given criteria (New in Excel 2007)
MEDIAN -Returns the Median (the middle value) of a list of supplied numbers
MODE -Returns the Mode (the most frequently occurring value) of a list of supplied
numbers (Replaced by MODE.SNGL function in Excel 2010)
RANK -Returns the statistical rank of a given value, within a supplied array of
values (Replaced by RANK.EQ function in Excel 2010)
Counting Cells
COUNT -Returns the number of numerical values in a supplied set of cells or values
COUNTBLANK -Returns the number of blank cells in a supplied range
COUNTIF -Returns the number of cells (of a supplied range), that satisfy a given
criteria
Excel Database Functions
Database Functions
DAVERAGE -Calculates the average of values in a field of a list or database, that
satisfy specified conditions
DCOUNT -Returns the number of cells containing numbers in a field of a list or
database that satisfy specified conditions
DCOUNTA -Returns the number of non-blank cells in a field of a list or database,that satisfy specified conditions
DGET -Returns a single value from a field of a list or database, that satisfy specified
conditions
DMAX -Returns the maximum value from a field of a list or database, that satisfy
specified conditions
DMIN -Returns the minimum value from a field of a list or database, that satisfyspecified conditions
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UNIT III - PRESENTATIONS
Introduction
Power Point is a very powerful tool for preparing live, multimedia based
presentation for conference, projects, planning and for showing details of existing
systems in a very effective way.
Creating a presentation using Autocontent wizard
1. Open the Power Point program by clicking on the Start→ Programs→ Microsoft
Power Point option. The Power Point startup dialog.
2. In the startup dialog box, select the Autocontent wizard and click OK.
Or
If the Power Point program is already started, on the File menu, click New. Under
New, click From AutoContent Wizard,
3. Follow the instructions in the wizard as follows. AutoContent Wizard will create
8-12 slides with suggested contents which you can change.
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4. Click next button in the wizard. In next screen press a category button for the
type of presentation you are going to give and then select the presentation that best
suit your needs and click next. You can add one of your presentations by choosing
a category and then pressing add.
5. In the next screen choose the type of output you will be using and the wizard willselect the best color scheme for your presentation.
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6. In the next screen, enter the presentation title and the information that you want
to appear at the bottom of each slide and click finish button.
7. The wizard will now finish creating your presentation which will be shown on the
screen.
8. In the presentation, replace the text suggestions with the text you want, and
then make any other changes you want, such as adding or deleting slides, addingart elements or animation effects, and inserting headers and footers.
9. When you finish, on the File menu, click Save, type a name in the File name
box, and then click Save. The presentation is now saved to your hard drive of your
system. You should save your work from time to time to avoid loss of data in the
event of power failure.
Create a presentation using a design template
1. On the File menu, click New. Under New, click From Design Template.
Microsoft PowerPoint provides design templates that you can apply to a
presentation to give it a fully designed, professional look.
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2. In the Design Template Window, click a design template that you'd like to
apply. Using the Design Template Window, you can preview and apply a design
template to your presentation. Whenever you apply a design template, a slide
master for that template is added to your presentation. If you apply a differenttemplate to all your slides, the old slide master is replaced by the master in the new
template.
3. To insert a new slide, on the toolbar, click New Slide, and click the layout you
want for the slide. The same Design templates will be followed for the newly
inserted slide. You can change that for the inserted slide using Format → Design
templates.
4. Repeat step 3 and 5 to keep adding slides, and add any other design elements oreffects you want.
5. The text will not be inserted automatically here. So type the text for each slide
(explained later).
6. To save the presentation, on the File menu, click Save; in the File name box
type a name for the presentation, and then click Save.
Adding new slides:After creating a presentation as above, you can add slides at any time as
follows.
1. From the Insert menu click new slide or Click the New Slide button on the
Common Tasks toolbar. The New Slide dialogue box appears.
2. It asks you to choose an Auto Layout format. Select the desired format and
click OK.
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Adding text to a slide
• The Slide layout contains two text boxes one for a title and another for the
body. Try typing text into these boxes.
• Click in the Title text box. A thick gray border appears around the text box
indicating that it is selected.
• Type a title.
• Click the body text box and type points. These points will come as a bulleted
text.
Selecting a new bullet style.
• Click anywhere in the bulleted text to select it.
• Click the Format menu, then click Bullet. The Bullet dialog box will appear.
• Click the desired bullet in the symbol grid.
• If you want, select a new color for the bullet in the color list box.
• Click OK. The new bullet style will appear in your bulleted text.
Views of power point :
Power Point supports the following views.
Normal View (A combination of the following views)
Outline view
Slide View
Notes Page
Slide Sorter View
Slide Show View
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All View buttons are present at the lower left corner near the horizontal scroll bar.
Outline View.
By clicking the outline View button, the presentation appears as an outline,
made up of titles and main text from each slide. Because you can see all your
presentation in one window, rather than one slide at a time, it is an ideal place
to plan, organize, or edit the text for your presentation.
Click this to switch to outline View
Slide View
Used for inserting and manipulating various objects such as
_ Text box objects
_ Word art objects
_ Auto shapes
_ Picture from clipart/file
_ Tables _ Charts
_ Movies and sounds
Adding a new text box.
In Power Point, you can add your own text boxes to any slide using the Text Box
tool on the drawing toolbar.
Steps:
• Click on the drawing toolbar Text Box button. The pointer will change to a cross.• Click on the slide where you want to place the text. A small text box will appear.
• Type a word in the text box. As you go on typing, the box will expand to fit the
text.
• After you finish typing, click outside the text box. The border around the box will
disappear.
Adding color to a text box
• Click the text box to select it.
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• On the drawing toolbar, click the arrow beside the Fill Color button, then click
any color of your choice, the text box will turn to that color.
Adding a shape.
• Power Point lets you add a variety of shapes to the slides of your presentation. Try
adding a star shape to your slide, using the AutoShape tool on the drawing toolbar.
• Click the AutoShapes button, point to Stars and Banners and then click the 5-
point star shape. The pointer will change into a cross.
• Click anywhere on the slide. A star of predefined size will be inserted.
• To make the shape larger (or smaller), drag a resizing handle (an arrow pointing
in two directions). To resize the shape proportionally, hold down the SHIFT key as you drag.
Adding color and texture to a shape.
• Click the star shape to select it.
• Click the arrow beside the Fill Color button and then click More Fill Colors. A
Colors dialog box appears.
• Click the Standard tab, then under Colors, click any color of your choice.
• Click OK to close the Colors dialog box.• Next, try adding some texture to the shape.
• Click the star to select it.
• Click the arrow beside the Fill Color button, then click Fill Effects. The Fill Effects
dialog box appears.
• Click the Texture tab.
• Click on a texture, and then click OK.
Adding clip art.You can add clip art (in-built images, cartoons and shapes in the software) to any
slide using the Insert then Picture buttons followed by Clip Art button on the
Standard Toolbar. Try adding a cartoon image to your slide.
• On the Standard Toolbar, click the Insert button then select Picture button
followed by the Clip Art button.
• In the Categories list, click Cartoons. Power Point displays clip art from the
Cartoons category.
• Click an image to select it.
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• Click the Insert button. The cartoon image is inserted on your slide.
Power Point also lets you insert images from files by doing as follows:
• Click the Insert