Dom Book PDF

DOM
DIPLOMA IN OFFICE MANAGEMENT
SWANIRVAR CHARITABLE TRUST

D.C. Neogi Road (Near Bally Halt Station), North
Ghoshpara, Nischinda, Bally, Howrah - 711227
E-mail: ho@sct-india.com / official.sct@outlook.com
Website: www.sct-india.com
Copyright to SWANIRVAR CHARITABLE TRUST
All rights reserved. No part of this publication can be stored in any retrieval system or
reproduced in any form or by any means without prior written permission of the publishers.
LIMIT OF LIABILITY AND DISCLIMER OF WARRANTY

The Author and Publisher of this book have tried their best to ensure that programs procedure
and functions described in the book are correct. However, the author and the publisher make
no warranty of any kind, expressed or implied, with regard to these programs, or the
documentation contained in the book. The author and publisher shall not be liable in any event
of any damages, incident and consequential, in connection with, or arising out of the
furnishing, performance or use of this programs, procedures and functions. Product name
mentioned are used for identification purpose only.
SWANIRVAR CHARITABLE TRUST

D.C. Neogi Road (Near Bally Halt Station), North
Ghoshpara, Nischinda, Bally, Howrah - 711227
E-mail: ho@sct-india.com / official.sct@outlook.com
Website: www.sct-india.com
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ABOUT US
Swanirvar Charitable Trust (SCT) is a Social Welfare Organization determined to reach out to the youth and
impart professional and skilled technical education.SCT is devoted to create efficient workforce even from under
privileged and economically week people in our society irrespective of caste, gender, religion and society.
This is the TRUST from where you will get support and service regarding Skill Based Training, Industrial Training
Placement.
SCT brings together all the stakeholders- Corporate, academic institutions, candidates for the common purpose of
workforce development.
SCT OBJECTIVES
 To establish, maintain and run Schools, Colleges, Social service centres, Skill development and Industrial
Training centre.
 To establish Vocational Training Centre and allied education institutions.
 To establish, Cultural, and Social Institutions.
 To spread for promotion of education and learning in all branches more specifically in IT Vocational
courses and Technology.
 To advance Indian Culture and Literature, Service of this Country for the benefit of our Nation.
 To train teachers and workers in ideals and practice of the true spirit of the education and learning.
 To establish research and training centres for the furtherance of education/learning in its various fields
and branches.
 To undertake propaganda, training and education of the masses either of its own or in co-operation with
similar Agencies working for the cause of all round development of the Society.
 To bring, publish and sell, distribute books, periodicals, leaflets, brochures and papers and also to open
and maintain libraries, reading rooms for the promotion of the objects of the Trust.
 To function as a Non-communal Trust and as a secular organization.
 To establish centres for employment generation.
 To acquire and maintain the movables and immovable properties for achieving and said objects.
 To advance any other objects of general public utility.
 To confer title on eminent personality in the field of Electronics, Telecom, IT, Plumbing, Retail, BFSI,
Media & Animation, education, literature, etc.
 To establish the colleges to impart education in the area of higher education especially the emerging field
like Electronics, Telecom, IT, Plumbing, Retail, BFSI, Media & Animation, education, literature and other allied
fields.
CONTENTS
Windows Concepts
Microsoft Office Word 2013
Microsoft Office Excel 2013
Microsoft Office PowerPoint 2013
Internet
Microsoft Office Publisher
Outlook
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Windows
Concepts
Introduction
Computer has fascinated human beings the most. Man has over the years used machines and animals to lighten
the burden of storing processing and retrieving data for making any decision. Computers are all around us and
going to stay around us in future also.
What is Computer?
The computer may appear to be a magic box to a layman. The computer is not only a calculator, which marks
automatically, but also a sophisticated electronic gadget for manipulating strings of words and number and word
processor or in other data processor. It is a machine for making calculation automatically at a very far speed.
Kinds of Computers
In today’s market, there are two basic kinds of computers: the IBM compatible and the Macintosh (more
commonly called the Mac). Both types of computers have similar parts but because of important differences in
their architecture, they run different software. Or to follow through with the human analogy, Mac software gives it
instructions in a difference language than the IBM compatible software.
Furthermore, IBM compatible computers usually run Microsoft Windows. Whereas Mac computers have their own
special operating system. This means that software written for one computer will never run on the other.
What does the CPU do?
A CPU is basically just a fancy calculator that executes a set of instructions from memory. As it performs its
calculations. It retrieves and saves results into memory in personal computers; CPUs are usually made out of a
single integrated circuit or chip, hence the term CPU chip.
So what is the role of Memory?
Memory is simply a place to hold things foe the CPU to access. There are two types of things in memory,
instructions for the CPU execute and data that the CPUs is working on. The instruction that the CPU executes is
also known as programs, or software.
Random Access Memory
Memory (RAM more specifically) is used to hold programs and data that you are running ore programs you want
to run at the same time, the more memory you need. And the more data you want to work on (such as a large
Word document or Excel worksheet), the more memory you need.
Measuring Memory
Memory measured in terms of bytes. A single byte of memory. A single byte of memory holds and 8 bits. A single
bit holds a binary value consisting of either 0 or 1. Because the amount of memory in a computer is relatively
large, terms like the megabytes are typically used to keep the members simple.
Hard Disk Drives:

Hard disks, which some people call hard drives are the permanent storage for a computer. This is very different
from RAM in that when you turn the power off, you lose anything you have in main memory, whereas that hard
disk information is there for good. Also hard disks hold hundreds of times the amount of data you can in main
memory. The primary disadvantages of a hard drive’s memory is that a hard disk is about a thousand times slower
than main memory.
Floppy Disk Drives: Removable Storage
While the discs in a hard disk always remain inside the drive, some drives are designed to remove the disks and
replace them with a different disk. Theses drives are known as removable disk drives. A removable drive allows
you to store data on multiple disks that you can use when you need them. However, only one disk is allowed to be
in the computer at any one time.
The oldest type of removable disk drive. While over the years there have been many different types of floppy
disks, only one has survived until today. This is the 3.5” High Density floppy disk. It holds about 1.44 MB of data.
You might be able to fit five fifty-page Word document on a single floppy.
Getting to know the Brain of your Computer
For years, the members of the technical crowed have referred to the computer’s a processor as its brain. I, on the
other hand, tend to think of the operating system (Windows 98) as the computer’s brain because without it, the
computer is just a hunk of machinery capable of doing nothing.
Windows is much more than just a product name. In fact it represents a whole new way of computing. Way back
in the olden days of personal computing machines were run by an operating system called DOS with DOS, you
could do only one thing at a time. If you were writing a letter and needed to reference a specific number in a
spreadsheet, for example, you would have to shut down the word processing program. Open the spreadsheet
application to get the information you needed shut down the spreadsheet program and finally reopen the word
processor to continue drafting you letter – a major hassle to say the least.
After much research and development time the folks at Microsoft come up with an operating system that let users
do two things at once (or multitasking as the techniques like to call it). That operating system was known as
Microsoft Windows because it literally created a separate window for each application or task you had running.
That enabled you to easily hop from your word processor to the spreadsheet and back again with a few simple
mouse click a major improvement over text – based DOS.
Windows offered other advantages besides multitasking. However, at the time Windows was created. Macintosh
computers were reputedly the user-friendliest because they relied heavily on graphics rather than esoteric
keyboard commands. In other words to print a document, you would click on a printer rather than typing in the
Print command.
What’s What on the Windows Desktop?
What is a desktop?
When you start your computer, the first thing you see is the desktop. The desktop is your work area
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Changing the Background Texture Using Files Provided
The Simplest way to make a switch is to change the display’s background

using one of the files provided by Microsoft with Windows.
To do this, you’ll need to perform the following steps

Right –click over an uncovered portion of the desktop to open the
familiar shortcut menu.
Choose the Properties item to launch the Display properties dialog box.
Verify that the Background tab shown in Figure is displayed.
In the Wallpaper section of the tab, select the name of the file you want
to use by clicking it. You’ll see a preview of what it will look like in the monitor at the
top of the tab.
If you like what you see choosing from the designs available
until you hit the right one.
Some Component of Desktop
Taskbar
By default, the taskbar is located on the bottom edge of the desktop. You can click on the taskbar and drag it to
other locations. The Start button, active program buttons, icons for quick access to programs, and the current time
are located on the taskbar.
My Computer
The My Computer icon provides access to the resources on your computer. You can access your drives and other
peripherals by clicking on the My Computer icon. You can also access the Control Panel through My Computer
Internet Explorer
The Internet Explorer icon launches the Internet Explorer browser.

Network Neighborhood
If you are working on a network, Network Neighborhood displays all of the computers on the network.
The Recycle Bin
When you delete an object, Windows 98 sends it to the Recycle Bin. You can restore objects that are located in
the Recycle Bin or you can permanently delete them.
My Briefcase
My Briefcase is used to coordinate files between two computers.
Shortcut icon
Icons with an arrow in the lower left corner are shortcut icons. Click on the icon for quick access to the object they
represent (program, document, printer, and so on).
Program, Folder, and Document icons
Program, folder, and document icons do not have an arrow in the lower left corner. They represent the actual
object and provide direct access to the object.
How do I shut down my computer?
To shut down your computer:
Click on the Start button. The Start menu will appear.

Click on Shutdown. The Shut Down Windows dialog box will appear.
Click on the Shut Down radio button.
Click on OK.
How do I restart my computer?
To shutdown and immediately restart your computer:

Click on the Restart radio button.
Click on OK.
What is Standby mode?

When your computer is in the Standby mode, your computer consumes less electricity but is ready for immediate
use. If the computer loses electrical power while in the standby mode, any information you have not saved will be
lost.
How do I put my computer in Standby mode?

To put your computer in Standby mode:
Click on the Stand by radio button.
Click on OK.
How do I start a program?
To start a program:
Click on the Start button, located in the lower left corner of your screen.
Highlight Programs. The Program menu will appear.
Move to the Program menu and highlight the program you want to start. If you see a right pointer next to your
selection, a submenu will appear. Refine your choice by highlighting the appropriate selection on the submenu.
Continue until you get to the final menu.
Click on the program name to start the program.
How do I add an item located on my desktop to the Start or to a Program menu?
To add an item on the desktop to the Start or to a Program menu:

Left-click on the item, and drag the item on top of the Start button.
Release the left mouse button when the Start menu appears.
The item will appear on the Start menu.
If you would prefer to have the item on a Program or submenu of the Start menu, drag the item from the Start
menu to the Program or submenu.
How do I add an item located in Windows Explorer to the Start or to a Program menu?
To add an item located in Windows Explorer to the Start or to a Program menu:

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Click on Settings. A submenu will appear.

Click on Taskbar & Start Menu. A dialog box will appear.
Click on the Start Menu Programs tab.
Click on the Add button.
Type the path to the item you want to add, or use Browse to navigate to the item.
Click on Next.
Double-click on the appropriate folder.
Click on Finish.
Click on OK.
How do I copy an item that is located on the Start or on a Program menu?
To copy an item located on the Start or on a Program menu:

Highlight the item.
Right-click.
Left-click on Copy.
How do I rename an item on the Start or on a Program menu?
To rename an item on the Start or on a Program menu:

Highlight the item.
Right-click on the item.
Click on Rename. The Rename dialog box appears.
Type the new name in the field New Name
How do I delete a file from the Start or from a Program menu?
To delete a file from the Start or from a Program menu:

Highlight the item.
Right-click.
Left-click on Delete.
How do I re-sort the Start or a Program menu?
To resort the Program menu:

Go to the menu.
Right-click.
Click on Sort By Name.
Note: Not all menus can be re-sorted.
What is the Favorites option on the Start menu for?
You can use the Favorites option on the Start menu to quickly move to files, programs, or Web sites. When you
bookmark a Web page in Internet Explorer, the bookmark is listed on the Favorites menu. To add a file or program
to the Favorites menu, create a shortcut and then move the shortcut to the Favorites menu.
How do I quickly find files and folders?
To quickly find a file or folder:

Click on the Start button.
Highlight Find.
Highlight Files or Folders.
Press Enter. The dialog box shown here will appear.
You do not need to complete every field. Only enter
the criteria you want to use for your search.
Name & Location Tab
Named Enter the filename, the first few letters of the filename, or any
letters found in the file name. Use the * as a wild card. For
example, to find all of the files that begin with r and end in the
extension .doc, enter r*. Doc. To find files that begin with
resume and have any extension, enter resume. *.
Containing Text If you are looking for a file that has a specific word or phrase in
the file, enter the word or phrase in this field.
Look In Select the drive or folder you want to search.
Include Subfolders Check this box if you want subfolders to be searched
Click on the Browse button to manually select the drive and

Browse
folder to be searched.
Date Tab
All Files Select this option if you do not want to restrict your search to a
specific date or period.
Find All Files Select from Modified, Created, or Last Accessed. Select
Modified to find all files modified since the date criteria you
enter, select Created to find all files created since the date
criteria you enter, or select Last Accessed to find all files
accessed since the date criteria you enter.
Between/During the Previous Specify the date search criteria you want to use. Between
allow you to search for files modified, created, or accessed
between two dates. During allows you to search for files
modified, created, or accessed during the previous number of
days or months you specify.
Advanced Tab
Of Type Select a file type from the drop-down menu.
Size Is Select from At Least and At Most and specify the size criteria
you want to use in your search.
Name & Location Tab
Find Now Click on Find Now to start your search.
Stop Click on Stop to abort your search.
New Search Click on New Search to clear your present criteria and start a
new search.
What is the most recently used document list?
As you work, Windows 98 tracks the last 15 files you used. It lists these files on the most recently used document
list. To view the most recently used document list:
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Click on Start.
Highlight Documents. The most recently used documents will display.
To open a file listed on the most recently used document list, click on the file name.
How do I clear my most recently used

document list?
To clear the most recently used document list:

Click on the Start button. The Start menu will
appear.
Highlight Settings.
Click on Taskbar & Start menu. A dialog box
will appear.
Click on the Start Menu Program tab.
Click on Clear.
Where are the games?
Four games are included with Windows 98.

They are FreeCell, Hearts, Minesweeper, and
Solitaire. To access the games:
Click on the Start button, which is located in
the lower left corner of the screen. The Start
menu will appear.
Highlight Programs. A submenu will appear.
Highlight Accessories. Another submenu will appear.
Highlight Games. Another submenu will appear.
Click on the game you want to play.
How do I change the date and/or time?
To change the date and/or time:

Click on the Start button, which is located in the lower left corner of the screen. The Start menu will appear.
Highlight Settings. A submenu will appear.
Click on Control Panel. The Control Panel will open.
Click on Date/Time. The Date/Time Properties dialog box will appear.
In the Date frame, select the month and year.

In the Month field, click to open the drop-down menu and select the current month.
Type the year in the Year field or use the arrows next to the field to move forward or backward until you get to the
current year.
The Time field is divided into four segments: hour, minutes, seconds, and AM and PM. To make an adjustment:
Click in the segment and either type in the correct information or use the arrow keys on the right side to select the
correct hour, minute, second or AM or PM.
Select the correct time zone from the drop-down menu.
If you want the clock to automatically adjust to daylight saving time, check the box on the screen.
Click on the Apply button.
Click on OK.
How do I install a new printer?
To install a new printer:

Make sure your printer is plugged in, connected to your computer, turned on, and has paper in it.
Click on Printers. The Printer control panel will appear.
Double-click on Add Printer. The Add Printer Wizard will open.
Click on Next. A dialog box will open.
Select the appropriate option, either Local Printer or Network Printer.
Click on Next. A dialog box will open.
Select the manufacturer of your printer from the Manufacturers list box.
Select the model of your printer from the Printers list box. If your printer is not on the list, contact the manufacturer
to obtain the proper drivers.
Click on Next. You might be prompted to insert the Windows CD so the necessary files can be copied from it.
Select the correct port from the available ports list box. The most commonly used ports are LPT1 and COM1 (or
COM with some other number). Use LPT1 if your printer uses a parallel cable. If you need to use the COM, click
on the Configure Port button. Use the documentation for your printer to determine the correct settings.
Click on Next. A dialog box will appear.
Accept the printer that defaults, or type in a new printer name. The name you choose will appear under the Printer
icon and in program dialog boxes.
Select "Yes" in the "Do you want Windows based programs to use this as the default printer?" field, if you want
this printer to be your default printer.
Click on Next.
You will be prompted: "Would you like to print a test page?" Select "Yes."
Click on Finish. After a minute or two, your test page should print
How do I cancel a print job?
To cancel a print job:

Double-click on the printer to which you sent the print jobs. The Printer window will open.
Click on the job you want to stop. If you want to stop more than one job, hold down the Control key while you click
on the additional jobs.
Click on Document, which is located on the menu bar.
Click on Cancel.
How do I cancel every print job?
To cancel every print job:

Double-click on the printer to which you sent the print jobs. The Printer window will open.
Click on Printer, which is located on the menu bar.
Click on Purge Print Documents.
How do I temporarily stop selected jobs from printing?
To temporarily stop-selected jobs from printing:

Double-click on the printer to which you sent the print job. The Printer window will open.
Click on the document you want to pause. If you want to pause more than one document, hold down the Control
key as you select the additional documents.
Click on Pause Printing. A checkmark should appear next to Pause Printing.
How do I restart print jobs I temporarily stopped?

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To restart a print job you temporarily stopped:

Click on the documents you paused. If more than one document has been paused, hold down the Ctrl key as you
click on the additional documents.
Click on Pause Printing. The checkmark next to Pause Printing should disappear.
How do I temporarily stop all jobs from printing?
To temporarily stop all jobs from printing:

Double-click on the Printer to which you sent the print jobs. The Printer window will open.
Click on Printer, which is located on the menu bar. A drop-down menu will appear.
Click on Pause Printing. A checkmark should appear next to Pause Printing.
I temporarily stopped all of the print jobs, now I want to restart them. How do I do that?
To restart a print queue that has been stopped:

Click on Printer, which is located on the menu bar. A drop-down menu will appear.
Click on Pause Printing. The checkmark next to Pause Printing should disappear.
What is a desktop shortcut?
A desktop shortcut, usually represented by an icon, is a small file that points to a program, folder, document, or
Internet location. Clicking on a shortcut icon takes you directly to the object to which the shortcut points. Shortcut
icons contain a small arrow in their lower left corner. Shortcuts are merely pointers—deleting a shortcut will not
delete the item to which the shortcut points.
How do I create a desktop shortcut?
To create a shortcut to an item located on the Start menu:

Click on Start. The Start menu will appear.
Locate the item to which you want to create a shortcut. If the item is located on a submenu, go to the submenu.
Right-click and drag the item to your desktop.
To create a shortcut to items visible to Windows Explorer:
Open Windows Explorer.
Minimize the Windows Explorer window.
Locate in Windows Explorer the item to which you want to create a shortcut.
Hold down the right mouse button and drag the item onto the desktop.
Release the right mouse button. A context menu will appear.
Click on Create Shortcut(s) Here.
How do I turn a Web link into a desktop shortcut?

To turn a Web link into a desktop shortcut, click on the link in your browser window (usually underlined text) and
drag it to the desktop. An icon will appear on your desktop. When you click on the icon, your browser will open
and you will go directly to the Web page.
How does the desktop shortcut wizard work?

Right-click on the desktop. The context menu will appear.
Click on New. A submenu will appear.
Click on Shortcut. The Create Shortcut menu appears.
Type in the location and name of the item to which you want to create a shortcut. Alternatively, browse to find the
item.
Click on Next. A dialog box will appear.
Accept the default name or type in a new name.
Click on Finish.
How do I rename a desktop shortcut?
To rename a shortcut:
Right-click on the shortcut.
Click on Rename.
Type the new name.
How do I delete a desktop shortcut?
To delete a shortcut:
Click on the shortcut.
Press the delete key.
How do I change the icon associated with an object?
To change the icon associated with an object:

Right-click on the icon. The context menu will appear.
Click on Properties.
Click on the Change Icon button.
Click on the icon of your choice.
Click on OK.
Note: Not all icons can be changed. If you do not see the Change Icon button, the icon cannot be changed.
What is wallpaper?
Wallpaper is the background that displays on your desktop. If you have your desktop set to View as a Web Page,
your wallpaper can be an image or an HTML file. If your desktop is not set to View as a Web page, wallpaper can
only be an image.
How do I set my desktop to view as a Web page?
To set you’re desktop to view as a Web page.

Right-click on your desktop. A menu will appear.
Highlight Active Desktop.
If View As a Menu has a checkmark next to it, your desktop is already being viewed as a Web page. If View As a
Web Page does not have a checkmark next to it, click on View As a Web Page.
How do I change my wallpaper?
To change your wallpaper:

Right-click on your desktop.
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Highlight Active Desktop.

Click on Customize My Desktop.
Click on the Background tab.
Select the wallpaper you want from the list that appears in the Select an HTML Document
Or Picture box.
Note: If you would like to display an image you created, you can click on Browse to find the image. If you have
your desktop set to view as a Web page, you can display any file with a .bmp, .dib, .rle, gif, or jpeg extension. If
not, you can display any image with a .bmp, .dib, or .rle extension.
Select how you want your image to appear on the screen. Choose from the following:
Center Place the image in the center of the screen.
Tile Have the image display as tiles across and down the screen.
Stretch Stretch the image so the image covers the entire screen.
What is a font?
A font is a set of characters represented in a single typeface. Using the same basic style creates each character
within a font.
Can you explain font size?
Fonts are measured in points. There are 72 points to an inch. The number of points assigned to a font is based on
the distance from the top to the bottom of its longest character.
How do I install a new font?
To install a new font:

Highlight Settings.
Click on Control Panel.
Click on Fonts. The Fonts window opens.
Click on File, which is located on the menu bar.
Click on Install New Font.
Specify the drive and folder where the font you want to install is currently located.
Select the font you want to install from the fonts listed in the List of Fonts box.
Select Copy Fonts to Fonts Folder (this will put a copy of the font you are installing in the Fonts folder).
Click on OK.
What is the Character Map?
The Character Map displays the characters available in

a selected font. To view the Character Map dialog box:
Click on Programs.
Click on Accessories.
Click on System Tools.
Click on Character Map.
The dialog box shown here displays.
Select a font from the Font field drop-down menu. The characters of the font are in boxes in the center of the
window. Click on a character box to display an enlarged version of the character. The keystroke necessary to
produce the character displays in the lower left corner of the screen. Double-click on a character or select the
character; then click on the Select button to send the character to the Characters to Copy field. You can send
multiple characters to the Characters to Copy field. Click on the Copy button to move the Characters to Copy field
contents to the Clipboard.
What are drives?
Drives are used to store data. Almost all computers come with at least two drives: a hard drive (which is used to
store large volumes of data) and a floppy drive (which stores smaller volumes of data that can be easily
transported from one computer to another). The hard drive is typically designated the C:\ drive and the floppy
drive is typically designated the A:\ drive. If you have an additional floppy drive, it is typically designated the B:\
drive. If your hard drive is partitioned or if you have additional drives, the letters D:\, E:\, F:\, and so on are
assigned.
What are folders?
Folders are used to organize the data stored on your drives. The files that make up a program are stored together
in their own set of folders. You will want to organize the files you create in folders.
You will want to store files of a like kind in a single folder.
How do I create a new folder when in Windows Explorer?
To create a new folder:

In the left pane, click on the drive or folder in which you want to create the new folder.
Click on any free area in the right pane. A context menu will appear.
Highlight New.
Click on Folder.
Type in a name for the folder.
Can you explain Windows Explorer views?
Yes. Views control how Windows Explorer displays information in the right pane. Windows Explorer provides you
with the following choices: Large Icons, Small Icons, List, and Details. Large Icons and Small Icons, as their
names imply, determine the size of the icon. List displays all of the files and folders without supplying the size,
type, or date modified. Details display the size, type, and date modified. To change the view:
Right-click on any free area in the right pane. A context menu will appear.
Highlight View.
Select the view you want from the drop-down menu.
How do I delete a file or folder?
To delete a file or folder:

Right-click on the file or folder you want to delete. A context menu will appear.
Click on Delete. Window Explorer will ask, "Are sure you want to send this object to the recycle bin?"
Click on "Yes."
How do I copy a file or folder?
To copy a file or folder:

Right-click on the file or folder you want to copy. A context menu will appear.
Click on Copy. The file or folder should now be on the Clipboard.
How do I cut a file or folder?
To cut a file or folder:

Right-click on the file or folder you want to cut. A context menu will appear.
Click on Cut. The file or folder should now be on the Clipboard.
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Note: Cutting differs from deleting. When you cut a file, the file is placed on the Clipboard. When you delete a file,
the file is sent to the Recycle Bin.
How do I paste a file or folder?
To paste a file or folder:

After cutting or copying the file, right-click on the object or in the right pane of the folder to which you want to
paste. A context menu will appear.
Click on Paste.
How do I rename a file or folder?
To rename a file or folder:

Right-click on the file or folder. A context menu will appear.
Highlight Rename.
Type the new name.
What is a screen saver?
Computer monitors display images by firing electron beams at a phosphor-coated screen. If the same image
stays on the screen for too long, there is a danger that the image will leave a permanent imprint on the screen.
Screen savers help prevent this possibility by providing a constantly changing image.
How do I select a screen saver?
To select a screen saver:

Right-click anywhere on the Windows desktop. A menu will appear.
Select Active Desktop.
Click on Customize My Desktop.
Click on the Screen Saver tab.
The Screen Saver field provides the list of available screen savers. Select the screen saver you want from the list.
Click on Settings to set the display options associated with the screen saver.
Checkmark Password Protected to set a password for your screen saver. Password protection prevents the
screen saver from being turned off unless a password is entered.
Click on Change to set the password.
Set the number of minutes of activity before the screen saver starts in the wait field.
Click on OK.
Note: You can see a preview of the screen saver you selected by clicking on the Preview button.
What is a window?
A window is an area on your desktop within which all Windows-based programs run.
Can you explain the parts of a window?
Yes. I will use WordPad as an example.

Control Box The control box provides a menu that enables you to restore, move,
size, minimize, maximize, or close a window.
Border The border separates the window from the desktop. You resize the
window by dragging its borders outward to expand it and inward to
contract it.
Title bar The title bar displays the name of the current file and the name of the
current program.
Minimize button Use the Minimize button to temporarily remove the window from view.
While a window is minimized, its title will appear on the taskbar.
Maximize button Click on the Maximize button and the window will fill the screen.
Restore button After you maximize a window, if you click on the Restore button, the
window will return to its former size.
Close button Click on the Close button to exit the window and close the program.
Menu bar The menu bar displays the program menu. You send commands to the
program by using the menu.
Toolbars Toolbars generally display right below the menu, although they can be
dragged and displayed along any of the window borders. You use the
icons on the toolbars to send commands to the program.
Work area The work area is located in the center of the window. You perform
most of your work in the work area.
Status bar The status bar provides you with information about the status of your
program.
How do I switch between windows?
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If you have several windows open at the same time, the window on top is the window with focus. You can only
interact with the window with focus. To change windows, do one of the following:
Click anywhere on the window you want to have focus.
Hold down the Alt key and press the Tab key (Alt-Tab) until you have selected the window to which you want to
change.
All active files display on the taskbar. Click on the taskbar button for the window you want to have focus.
How do I move a window around on my desktop?
To move a window around on your desktop, left-click on the window’s title bar and drag the window.
What does it mean to "cascade your windows?"
Cascading your windows is a way of organizing your windows on your desktop. Cascading Windows fan out
across your desktop with the title bar of each window showing.
How do I cascade my windows?
To cascade your windows:

Right-click on the taskbar. A menu will appear.
Click on Cascade Windows.
What does it mean to "tile your windows?"
Tiling you windows is a way of organizing your windows on screen. When you tile your windows, Windows 98
places each Window on the desktop in such a way that no window overlaps any other window. You can tile your
windows horizontally or vertically.
How do I tile my windows?
To tile your windows:

Right-click on the taskbar. A menu will appear.
Click on Tile Windows Horizontally or Tile Windows Vertically, whichever you prefer.
What are scrollbars and how do they work?
In many programs, if the contents of the work area do not fit in the window, scrollbars will appear. A vertical
scrollbar will appear at the right side of the window and a horizontal scrollbar at the bottom of the window,
depending on the fit. The vertical scrollbar provides a way to move up and down. The horizontal scrollbar provides
a way to move from left to right.
The scroll box indicates where you are in your document. If the scroll box is at the top of the scrollbar, you are at
the top of the document. If the scroll box is in the center of the scrollbar, you are in the center of the document.
How do the scrollbars work?
To move up and down one line at a time:

Click on the arrow at either end of the vertical scrollbar.
To move from side to side one character at a time:
Click on the arrow at either end of the horizontal scrollbar.
To move approximately one window at a time:
Click above the scroll box to move up.
Click below the scroll box to move down.
To scroll continuously:
Click on the appropriate arrow and hold down the mouse button.
To move to a specific location:
Left-click on the scrollbar and hold down the left mouse button until you arrive at the location. For example, if you
want to go to the center of the document, click on the center of the scrollbar and hold down the left mouse button.
Or, drag the scroll box until you arrive at the desired location.
What is an icon?
An icon is a graphic image. Icons help you execute commands quickly. Commands tell the computer what you
want the computer to do. To execute a command by using an icon, click on the icon.
What is a menu?
Menus provide a way for you to send commands to the computer (tell the computer what you want the computer
to do). When you open a window, menu options are listed from left to right just below the title bar on the menu bar.
When you click on a menu item, a drop-down menu appears. Select the command you want to execute from the
drop-down menu. An ellipse after a drop-down menu item signifies that there are additional options; if you select
that option, a dialog box will appear.
What is a shortcut key?
You can use shortcut keys to execute a command quickly by pressing key combinations instead of selecting the
commands directly from the menu or clicking on an icon. When you look at a menu, you will notice that most of
the options have one letter underlined. You can select a menu option by holding down the Alt key and pressing the
underlined letter. You can also make Alt-key selections from drop-down menus and dialog boxes.
In this tutorial and on this Web site, we use the following notation: a key name followed by a dash and a letter
means to hold down the key while pressing the letter. For example, "Alt-f" means to hold down the Alt key while
pressing "f" (this will open the File menu in many programs). As another example, holding down the Ctrl key while
pressing "b" (Ctrl-b) will bold selected text in many programs. In some programs, you can assign you own shortcut
keys.
What is a selection?
A selection is a highlighted area on which you can perform a command. For example, if you are using a word
processing program, you can highlight a word and then execute the Underline command to underline the
highlighted word.
How do I make a selection?
To make a selection:
1. Left-click where you want to start your selection.
2. Hold down your left mouse button and drag the mouse until you have highlighted the area you want.
Or
3. Left-click where you want to start your selection.
4. Hold down the Shift key while you use the arrow keys to highlight the area that you want.
Note: Typing over highlighted text replaces the old text with the new text you type.
Explain cut, copy, and paste.
The Cut, Copy, and Paste commands are nearly universal. These three functions are used by almost every
Windows program and perform more or less the same function in each of them. You can cut, copy, and paste
programs, disks, and text, to name a just a few things.
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Cut: When you cut something, it is deleted from its current location and saved to the Clipboard. Information saved
to the Clipboard stays there until new information is either cut or copied. Each time you execute Cut or Copy, you
replace the old information on the Clipboard with whatever you just cut or copied. You can paste the same
Clipboard information as often as you like.
Copy: Copy is similar to Cut except the original item is not deleted. When you copy something, a copy of the item
is saved to the Clipboard. Information stored on the Clipboard stays there until new information is either cut or
copied. Each time you execute Cut or Copy, you replace the old information on the Clipboard with whatever you
just cut or copied. You can paste Clipboard information as often as you like, until you replace it with something
else.
Paste: –You can place information on the Clipboard wherever you like. Execute the Paste command and
information you have cut or copied is placed wherever your cursor is located.
Clipboard: – The Clipboard is the storage area for items the have been cut or copied. Each time you execute Cut
or Copy, you replace the old information on the Clipboard with whatever you just cut or copied. You can paste
Clipboard information as often as you like, until you replace it with something else.
There are three major methods of cutting, copying, and pasting. The three methods are using the menu, using
keyboard shortcuts, and using icons. We will review all of them. In most programs, they will work exactly as
described here.
Using the Menu:
Cut
Select what you want to cut.
Click on Edit, which is located on the menu bar. A drop-down menu will appear.
Highlight Cut.
Press Enter.
Paste
Place the cursor at the point where you want to place the information that is currently on the Clipboard.
Click on Edit. A drop-down menu will appear.
Highlight Paste.
Press Enter.
Copy
Select what you want to copy.

Click on Edit, which is located on the menu bar. A drop-down menu will appear.
Highlight Copy.
Press Enter.
Using Keyboard Shortcuts:
Cut

Press Ctrl-x.
Paste
Press Ctrl-v.
Copy

Press Ctrl-c.
Using Icons:
Cut

Click on the Cut icon.
Paste
Click on the Paste icon.
Copy
Click on the Copy icon.
How do I view the contents of the Clipboard?
To view the contents of the Clipboard:

Click on Programs.
Click on Accessories.
Click on System Tools.
Click on Clipboard Viewer.
Are there any universals that apply to almost all programs?
Yes, there are and I list a few of them here. I use the following convention to indicate a menu path: View >
Toolbars. When you see View > Toolbars, it means select View from the menu bar and select Toolbars from the
drop-down menu. The following list applies to many, but not all programs. Your program's documentation is the
authoritative source.
Icon Shortcut Key Menu Path Command

Description
Ctrl-n File > New Create a new file.
Ctrl-o File > Open Open an existing file.
Ctrl-s File > Save Save the current file.
Ctrl-p File > Print Print the current file.

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Ctrl-f Edit > Find Find text in the

current document.
Ctrl-x Edit > Cut Cut (delete and place

on Clipboard) the
current selection.
Ctrl-v Edit > Paste Place the material

currently on the
Clipboard in the file
at the current
location.
Ctrl-c Edit > Copy Copy the current

selection to the
Clipboard.
Ctrl-z Edit > Undo Reverse the most

recent command.
Place the program in
the state it was in
before executing the
last command.
Ctrl-y Edit > Redo Reverse the last

undo. Place the
program in the state
it was in before
executing Undo.
Format > Font Apply a font to the

current selection.
Format > Font Set the size of the

font for the current
selection.
Ctrl-b Format > Font Bold the current

selection.
Ctrl-I Format > Font Italicize the current

selection.
Ctrl-u Format > Font Underline the current

selection
Ctrl-l Left-align the

selection.
Ctrl-r Right-align the

selection.
Ctrl-e Center the selection.

Ctrl-j Justify the selection.
View > Toolbars Select the toolbars

you want to display.
Can you explain how to save a file?
Yes. I will use WordPad as an example.

To save a file:
Click on File, which is located on the menu bar. A drop-down menu will appear.
Click on Save. A dialog box similar to the one shown here will appear.
What is a dialog box?
Whenever you see an ellipse (…) after a menu option, selecting that option
causes a dialog box to appear. You use dialog boxes to send commands to the
software. Most dialog boxes provide an OK button and a Cancel button. Press
the OK button if you are satisfied with your entries and you want to send the
commands to the program. Press the Cancel button if you have changed your
mind and do not want to send the commands to the computer.
What are tabs?
Some programs provide dialog boxes with several pages of options. You move to
a page by clicking on the tab or by using Ctrl-Tab (hold down the Ctrl key while
pressing the Tab key to flip through the pages.
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What are fields?
You type entities into fields into fields

(also referred to as text boxes). For
example, in the Save as dialog box, you
type the name you want the file to have in the File Name field.
What are list boxes?
List boxes enable you to make a choice from a list of options. To

make your selection, simply click on the option you want. In
some list boxes, you can choose more than one item. To choose
more than one item, hold down the Ctrl key while you make your
selections. If there are more options than can be displayed in the
box, a scroll bar appears on the list box. Use the scroll bar to view the additional choices.
What is a drop-down or pull-down menu?
Fields with a drop-down menu have a small downward

pointing arrow next to them. You click on the arrow and a list of
options appears. You select the option you want from the list.
You can also open the drop-down menu by holding down the
Alt key and pressing the down arrow.
You can use the arrow keys to move up and down in a drop-
down menu. You can also move to an item by typing the first few letters of
the option.
What are radio buttons?
Windows 98 and programs that run under Windows 98 use radio buttons to present a list of mutually exclusive
options. You can select only one of the options presented. Radio buttons are usually round. A dot in the middle
indicates that the option is selected.
What are check boxes?
Check boxes are another method used to select options. You click on the
check box to select the item. An X or a checkmark appears in a selected
box. You toggle check boxes on and off by clicking in the box.
MICROSOFT OFFICE WORD 2013
Introduction
Word 2013 is a word processing application that allows you to create a variety of documents like letters,
paragraph, and reports. With the introduction of several enhanced features—including the ability to create and
collaborate on documents online—Word 2013 gives you the ability to do more with your word processing
projects.
The Word interface
When you open Word 2013 for the first time, the Word Start Screen will appear. From here, you'll be able to
create a new document, choose a template, or access your recently edited documents.
 From the Word Start Screen, locate and select Blank document to access the Word interface.
 Click the buttons in the interactive below to become familiar with the Word 2013 interface.
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Title
bar At the top
of the
program
window,
this bar displays the name of the active document and provides tools for managing the program and the program
window.
At the left end of the title bar is the program icon, which you click to display commands to restore, move, size,
minimize, maximize, and close the program window.
To the right of the program icon is the Quick Access Toolbar, which by default displays the Save, Undo, and
Redo buttons. You can customize the Quick Access Toolbar to display any commands you want.
Ribbon Below the title bar. all the commands for working with a Word document are gathered together in this
central location so that you can work efficiently with the program.
The ribbon, showing the Home tab.
Status bar Across the bottom of the program window, this bar displays information about the current
document and provides access to certain program functions.
By default, Word displays the Page Number, Word Count, Spelling And Grammar Check, and Macro Recording
indicators at the left end of the status bar. Each of these indicators on the left displays at a glance the status of
that feature; clicking any of these indicators displays the related pane or dialog box.
The Ruler
The Ruler is located at the top and to the left of your document. It makes it easier to adjust your
document with precision. If you want, you can hide the Ruler to create more screen space
.To show or hide the Ruler:
1. Click the View tab.

2. Click the check box next to Ruler to show or hide the ruler.
To create a new blank document:
▪If your computer is running Windows 7, on the Start menu, click All Programs, click Microsoft Office, and then
click Microsoft Word 2013 then click Blank document.
▪If your computer is running Windows 8, click the program tile on the Windows Start screen or press the Windows
key, enter word to display the Search pane, and then in the Apps search results list, click Word 2013.
To open an existing document:
In addition to creating new documents, you'll often need to open a document that was previously saved.
Navigate to Backstage view, then click Open.

Select Computer, then click Browse. Alternatively, you can choose OneDrive (previously known as SkyDrive) to
open files stored on your OneDrive.
The Open dialog box appears. Locate and select your document, then click Open.
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Save and Save As
Word offers two ways to save a file: Save and Save As. These options work in similar ways, with a few important
differences:
 Save: When you create or edit a document, you'll use the Save command to save your changes. You'll
use this command most of the time. When you save a file, you'll only need to choose a file name and location
the first time. After that, you can click the Save command to save it with the same name and location.
 Save As: You'll use this command to create

a copy of a document while keeping the original.
When you use Save As, you'll need to choose a
different name and/or location for the copied version.
To save a document:
It's important to save your document whenever you start
a new project or make changes to an existing one.
Saving early and often can prevent your work from being
lost. You'll also need to pay close attention to where you
savethe document so it will be easy to find later.
1. Locate and select the Save command on
the Quick Access toolbar.
2. If you're saving the file for the first time, the Save As pane will appear in Backstage view.
3. You'll then need to choose where to save the file and give it a file name. To save the document
to your computer, select Computer, then click Browse. Alternatively, you can click OneDrive to
save the file to your OneDrive.
4. The Save As dialog box will appear. Select the location where you want to save the document.
5. Enter a file name for the document, then click Save.
6. The document will be saved. You can click the Save command again to save your changes as
you modify the document.
You can also access the Save command by pressing Ctrl+S on your keyboard.
Exporting documents
Be default, Word documents are saved in the .docx file type. However, there may be times when you need to
useanother file type, such as a PDF or Word 97-2003 document. It's easy to export your document from Word
in a variety of file types.
To export a document as a PDF file:
Exporting your document as an Adobe Acrobat document, commonly known as a PDF file, can be
especially useful if you're sharing a document with someone who does not have Word. A PDF file will
make it possible for recipients to view—but not edit—the content of your document.
1. Click the File tab to
access Backstage view.
2. Click Export, then select Create

PDF/XPS.
3. The Save As dialog box will

appear. Select
the location where you want to export the document, enter a file name,
and then click Publish.
Sharing documents
Word 2013 makes it easy to share and collaborate on documents using OneDrive. In the past, if you wanted
to share a file with someone you could send it as an email attachment. While convenient, this system also
createsmultiple versions of the same file, which can be difficult to organize.
When you share a document from Word 2013, you're actually giving others access to the exact same file. This
lets you and the people you share with edit the same document without having to keep track of multiple
versions. In order to share a document, it must first be saved to your OneDrive.
To select text:
Before applying formatting to text, you'll first need to select it.
Place the insertion point next to the text you want to select.
1. Click the mouse, and while holding it down drag your mouse over the text to select it.
2. Release the mouse button. You have selected the text. A highlighted box will appear over the selected
text.
Other shortcuts include double-clicking a word to select it and triple-clicking to select a sentence or paragraph.
You can also select all of the text in the document by pressing Ctrl+A on your keyboard.
To delete text:
There are several ways to delete—or remove—text:

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 To delete text to the left of the insertion point, press the Backspace key on your keyboard.
 To delete text to the right of the insertion point, press the Delete key on your keyboard.
 Select the text you want to remove, then press the Delete key.
If you select text and start typing, the selected text will automatically be deleted and replaced with the
new text.
To copy and paste text:
Copying text creates a duplicate of the text.
1. Select the text you want to copy.

2. Click the Copy command on the Home tab. You can also right-click the selected text and
select Copy.
3. Place the insertion point where you want the text to appear.
4. Click the Paste command on the Home tab.
5. The text will appear.
To cut and paste text:
1. Select the text you want to cut.
2. Click the Cut command on the Home tab. You can also right-click the selected text and
select Cut.
3. Place your insertion point where you want the text to appear.
4. Click the Paste command on the Home tab. The text will appear.
You can access the cut, copy, and paste commands by using keyboard shortcuts. Press Ctrl+X to
cut,Ctrl+C to copy, and Ctrl+V to paste.
Find and Replace

When you're working with longer documents, it can be difficult and time consuming to locate a specific word or
phrase. Word can automatically search your document using the Find feature, and it allows you to quickly change
words or phrases using Replace.
To find text:
In our example, we've written an academic paper and will use the Find command to locate all references to a
particular author's last name.
From the Home tab, click the Find command.
1. When you are finished, click the X to close the navigation pane. The
highlighting will disappear.
You can also access the Find command by pressing Ctrl+F on your keyboard.
For more search options, click the drop-down arrow next to the search field.
To replace text:
At times, you may discover that you've made a mistake repeatedly throughout your document—such as
misspelling a person's name—or that you need to exchange a particular word or phrase for another. You can use
Word's Find and Replace feature to quickly make revisions. In our example, we'll use Find and Replace to
change the title of a magazine so it is abbreviated.
From the Home tab, click the Replace command.
1. The Find and Replace dialog box will appear.

2. Type the text you want to find in the Find what: field.
3. Type the text you want to replace it with in the Replace with: field. Then click Find Next.
4. Word will find the first instance of the text and highlight it in gray.
5. Review the text to make sure you want to replace it. In our example, the text is part of the title of
the paper and does not need to be replaced. We'll click Find Next again.
6. Word will jump to the next instance of the text. If you want to replace it, select one of
the replace options:
o Replace will replace individual instances of text. In our example, we'll choose this
option.
o Replace All will replace every instance of the text throughout the document.
7. The selected text will be replaced.
8. When you're done, click X to close the dialog box.
You can also access the Find and Replace command by pressing Ctrl+H on your keyboard.
For more search options, click More in the Find and Replace dialog box. From here, you can select additional
search options, such as matching case and ignoring punctuation.
To change the font:

By default, the font of each new document is set to Calibri. However, Word provides many other fonts you can use
to customize text and titles.
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Select the text you want to modify.
On the Home tab, click the drop-down arrow next to

the Font box. A menu of font styles will appear.
Move the mouse over the various font styles. A live preview of
the font will appear in the document. Select the font style you
want to use.
The font will change in the document.
When creating a professional document or a document that

contains multiple paragraphs, you'll want to select a font
that's easy to read. Along with Calibri, standard reading fonts
include Cambria, Times New Roman, and Arial.
To change the font size:
Select the desired font size formatting option:

Font size drop-down arrow: On the Home tab, click the Font size drop-down arrow. A menu of font sizes will
appear. When you move the mouse over the various font sizes, a live preview of the font size will appear in the
document.
Font size box: When the font size you

need is not available in the Font size
drop-down arrow, you can click the
Font size box and type the desired font
size, then press Enter.
Grow and shrink font

commands: Click the Grow
Font or Shrink Font commands to
change the font size.
The font size will change in the document.
To change the font color:

On the Home tab, click the Font Color drop-down arrow.
The Font Color menu appears.
Move the mouse over the various font colors. A live preview of
the color will appear in the document.
Select the font color you want to use. The font color will
change in the document.
Your color choices aren't limited to the drop-down menu that appears. Select More Colors... at the bottom of the
menu to access the Colors dialog box. Choose the color you want, then click OK.
To highlight text:
Highlighting can be a useful tool for marking important text in your document.
Select the text you want to highlight.
From the Home tab, click the Text Highlight Color drop-down
arrow. The Highlight Color menu appears.
Select the desired highlight color. The selected text will then be
highlighted in the document.
To remove highlighting, select the highlighted text, then click

the Text Highlight Color drop-down arrow. Select No
Color from the drop-down menu.
If you need to highlight several lines of text, changing the mouse
into a highlighter may be a helpful alternative to selecting and
highlighting individual lines. Click the Text Highlight
Color command, and the cursor changes into a highlighter .
You can then click, hold, and drag the highlighter over the lines
you want to highlight.
Symbols
Sometimes you may find that you need to add
a symbol to your text, such as the Copyright
symbol ©. Word offers a collection of symbols for
currency, languages, mathematics, and more.
To insert a symbol:
Place the insertion point in the location where
you want to insert a symbol.
On the Insert tab, click the Symbol drop-down
arrow. A menu of symbols will appear.
Select the desired symbol.
The symbol will appear in your document.
If you don't see the symbol you're looking for,

click More Symbols... to open the Symbol
dialog box. Locate and select the desired
symbol, then click Insert.
Page orientation
Word offers two page orientation
options: landscape and portrait. Landscape
means the page is oriented horizontally, while
portrait means the page is oriented vertically.
Compare our example below to see how
orientation can affect the appearance and
spacing of text and images.
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To change page orientation:

Select the Page Layout tab.
Click the Orientation command in
the Page Setup group.
A drop-down menu will appear. Click

either Portrait or Landscape to
change the page orientation.
The page orientation of the

document will be changed.
Page margins
A margin is the space between the text and the edge of your document. By default, a new
document's margins are set to Normal, which means it has a one-inch space between the text
and each edge. Depending on your needs, Word allows you to change your document's
margin size.
To format page margins:

Word has a variety of predefined margin sizes to choose from.
Select the Page Layout tab, then click the Margins command.
A drop-down menu will appear. Click the predefined margin size you want.
The margins of the document will be changed.
To use custom margins:

Word also allows you to customize the size of your margins in the Page Setup dialog box.
1. From the Page Layout tab, click Margins. Select Custom Margins... from the drop-down menu.
2. The Page Setup dialog box will appear.
3. Adjust the values for each margin, then click OK.
4. The margins of the document will be changed.
Page size
By default, the page size of a new document is 8.5
inches by 11 inches. Depending on your project, you may
need to adjust your document's page size. It's important
to note that before modifying the default page size, you
should check to see which page sizes your printer can
accommodate.
To change the page size:

Word has a variety of predefined page sizes to choose
from.
Select the Page Layout tab, then click
the Size command.
A drop-down menu will appear. The current page size is
highlighted. Click the desired predefined page size.
The page size of the document will be changed.
To use a custom page size:
Word also allows you to customize the page size in the Page Setup dialog box.
1. From the Page Layout tab, click Size. Select More Paper Sizes... from the drop-down menu.
3. Adjust the values for Width and Height, then click OK.
4. The page size of the document will be changed.
Alternatively, you can open the Page Setup dialog box by navigating to the Page Layout tab and
clicking the small arrow in the bottom-right corner of the Page Setup group.
To access the Print pane:

1. Select the File tab. Backstage view will appear.
2. Select Print. The Print pane will appear.
Click the buttons in the interactive below to learn more about

using the Print pane.You can also access the Print pane by
pressing Ctrl+P on your keyboard.
To print a document:
1. Navigate to the Print pane and select the

desired printer.
2. Enter the number of copies you want to print.
3. Select any additional settings if needed.
4. Click Print.
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Indenting text
In many types of documents, you may want to indent only the first line of each paragraph. This helps to visually
separate paragraphs from one another. It's also possible to indent every line except for the first line, which is
known as a hanging indent.
To indent using the Tab key:
A quick way to indent is to use the Tab key. This will create a first-line indent of 1/2 inch.
Place the insertion point at the very beginning of the paragraph you want to indent.
Press the Tab key. On the ruler, you should see the first-line
indent marker move to the right by 1/2 inch.
The first line of the paragraph will be indented.
On the Home tab, click the desired Indent command:

Increase Indent: This increases the indent by increments
of 1/2 inch. In our example, we'll increase the indent.
Decrease Indent: This decreases the indent by increments
of 1/2 inch.
Tabs
Using tabs gives you more control over the placement of text. By default, every time you press the Tab key, the
insertion point will move 1/2 inch to the right. Adding tab stops to the Ruler allows you to change the size of the
tabs, and Word even allows you to apply more than one tab stop to a single line. For example, on a resume you
could left align the beginning of a line and right align the end of the line by adding a Right Tab.
Pressing the Tab key can either add a tab or create a first-line indent, depending on where the insertion point is.
Generally, if the insertion point is at the beginning of an existing paragraph, it will create a first-line indent;
otherwise, it will create a tab.
The tab selector
The tab selector is located above the vertical ruler on the left. Hover the mouse over the tab selector to see
the name of the active tab stop.
Types of tab stops include:
 Left Tab : Left-aligns the text at the tab stop

 Center Tab : Centers the text around the tab stop
 Right Tab : Right-aligns the text at the tab stop
 Decimal Tab : Aligns decimal numbers using the decimal point
 Bar Tab : Draws a vertical line on the document
 First Line Indent : Inserts the indent marker on the ruler and indents the first line of text in a paragraph
 Hanging Indent : Inserts the hanging indent marker,and indents all lines other than the first line
Although Bar Tab, First Line Indent, and Hanging Indent appear on the tab selector, they're not technically
tabs.
To add tab stops:
1. Select the paragraph or paragraphs you want to add tab stops to. If you don't select any paragraphs, the
tab stops will apply to the current paragraph and any new paragraphs you type below it.
2. Click the tab selector until the tab stop you want to use appears. In our example, we'll select Decimal
Tab.
3. Click the location on the horizontal ruler where you want your text to appear (it helps to click on the
bottom edge of the ruler). You can add as many tab stops as you want.
4. Place the insertion point in front of the text you want to tab, then press the Tab key. The text will jump
to the next tab stop.
Removing tab stops
It's a good idea to remove any tab stops you aren't using so they don't get in the way. To remove a tab stop, click
and drag it off of the Ruler.
Word can display hidden formatting symbols such as the spacebar ( ), paragraph ( ), and Tab key ( )
markings to help you see the formatting in your document. To show hidden formatting symbols, select the
Home tab, then click the Show/Hide command.
About line spacing

Line spacing is the space between each line in a paragraph. Microsoft Word allows you to customize the line
spacing to be single spaced (one line high), double spaced (two lines high), or any other amount you want. The
default spacing in Word 2013 is 1.08 lines, which is slightly larger than single spaced.
To format line spacing:
1. Select the text you want to format.
2. On the Home tab, click the Line and Paragraph

Spacing command. A drop-down menu will
appear.
3. Move the mouse over the various options. A live

preview of the line spacing will appear in the
document. Select the line spacing you want to
use.
4. The line spacing will change in the document.
Fine tuning line spacing

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Your line spacing options aren't limited to the ones in the Line and Paragraph Spacing menu. To adjust
spacing with more precision, select Line Spacing Options from the menu to access the Paragraph dialog
box. You'll then have a few additional options you can use to customize spacing:
 Exactly:
When you choose this option, the line spacing is measured in points, just like font sizes. Generally, the
spacing should be slightly larger than the font size. For example, if you're using 12-point text, you could
use15-point spacing.
 At least:
Like the Exactly option, this option lets you choose how many points of spacing you want. However, if you
have different sizes of text on the same line, the spacing will expand to fit the larger text.
To format paragraph spacing:
In our example, we'll increase the space before a paragraph to separate it from a heading. This will make our
document easier to read.
1. Select the paragraph or paragraphs you want to
format.
2. On the Home tab, click the Line and Paragraph

Spacing command. Hover the mouse over Add
Space Before Paragraph or Remove Space After
Paragraph from the drop-down menu. A live preview
of the paragraph spacing will appear in the
document.
3. Select the paragraph spacing you want to use. In

our example, we'll select Add Space Before
Paragraph.
4. The paragraph spacing will change in the document.
From the drop-down menu, you can also select Line Spacing Options to open the Paragraph dialog
box. From here, you can control how much space there is before and after the paragraph.
To create a bulleted list:

1. Select the text you want to format as a list.
2. On the Home tab, click the drop-down arrow next to
the Bullets command. A menu of bullet styles will appear.
3. Move the mouse over the various bullet styles. A live preview of
the bullet style will appear in the document. Select the bullet
style you want to use.
4. The text will be formatted as a bulleted list.

To create a numbered list:
When you need to organize text into a numbered list, Word offers
several numbering options. You can format your list with numbers, letters, or Roman numerals.
1. Select the text you want to format as a list.
2. On the Home tab, click the drop-down arrow next
to the Numbering command. A menu of numbering
styles will appear.
3. Move the mouse over the various numbering styles.
A live preview of the numbering style will appear in
the document. Select the numbering style you want
to use.
4. The text will format as a numbered list.
Multilevel lists
Multilevel lists allow you to create an outline with multiple
levels. Any bulleted or numbered list can be turned into a
multilevel list by using the Tab key.
When formatting a multilevel list, Word will use the default bullet style. To change the style of a multilevel list,
select the list, then click the multilevel list command on the Home tab.
Understanding hyperlinks in Word

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Hyperlinks have two basic parts: the address (URL) of the webpage and the display text. For example, the
address could be http://www.popsci.com, and the display text could be Popular Science Magazine. When you
create a hyperlink in Word, you'll be able to choose both the address and the display text.
Word often recognizes email and web addresses as you type and will automatically format them as hyperlinks
after you press Enter or the spacebar. In the images below, you can see a hyperlinked email address and a
hyperlinked web address.
To follow a hyperlink in Word, hold the Ctrl key and click on

the hyperlink.
To format text with a hyperlink:

1. Select the text you want to format as a hyperlink.
2. Select the Insert tab, then click the Hyperlink command.
3. The Insert Hyperlink dialog box will appear.

4. The selected text will appear in the Text to
display: field at the top. You can change this text
if you want.
5. In the Address: field, type the address you
want to link to, then click OK.
6. The text will then be formatted as a hyperlink.
To remove a hyperlink, right-click the

hyperlink and select Remove Hyperlink from the
menu that appears.
To insert a page break:
Page breaks allow you to move text to the next page before
reaching the end of a page. You might use a page break if
you're writing a paper that has a title page or
a bibliography to ensure it starts on a new page. In our
example, our chart is split between two pages. We'll add a
page break so the chart will be all on one page.
1. Place the insertion point where you want to create the break. In our example, we'll place it at
the beginning of our chart.
2. On the Insert tab, click the Page Break command. Alternatively, you can press Ctrl+Enter on
your keyboard.
3. The page break will be applied to the document, and the text will move to the next page. In our
example, the chart moved to the next page.
Section breaks
Section breaks create a barrier between parts of a

document, allowing you to format each section
independently. For example, you may want one section to
have two columns without adding columns to the entire
document. Word offers several types of section breaks:
 Next Page: This option adds a section break and

moves text after the break to the next page of the
document. This is useful for creating a new page with
normal formatting after a page that contains column
formatting.
 Continuous: This option inserts a section break

and allows you to continue working on the same page. This type of break is useful when you need to
separate a paragraph from columns.
 Even Page and Odd Page: These options add a section break and move the text after the break
to the next even or odd page. These options may be useful when you need to begin a new section
on an even or odd page (for example, a new chapter of a book).
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To insert a section break:
In our example, we'll add a section break to separate a paragraph

from a two-column list. This will allow us to change the formatting
of the paragraph so it no longer appears formatted as a column.
1. Place the insertion point where you want to create the

break. In our example, we'll place it at the beginning of the
paragraph we want to separate from column formatting.
2. On the Page Layout tab, click the Breaks command, then
select the desired section break from the drop-down menu
that appears. In our example, we'll select Continuous so our
paragraph remains on the same page as the columns.
3. A section break will appear in the document.
4. The text before and after the section break can now be formatted separately. Apply the formatting
options you want. In our example, we'll apply one-column formatting to the paragraph so it is no longer
formatted as columns.
5. The text will be formatted in the document.
 Column: When creating multiple

columns, you can apply a column break
to balance the
To add columns to a document:

2. Select the Page Layout tab, and then click
the Columns command. A drop-down menu will appear.
3. Select the number of columns you want to create.
4. The text will format into columns.
To remove column formatting, place the insertion point anywhere in the columns, then click the Columns
command on the Page Layout tab. Select One from the drop-down menu that appears.
Your column choices aren't limited to the drop-down menu that appears. Select More Columns... at the bottom of
the menu to access the Columns dialog box. Click the arrows next to the Number of columns: to adjust the
number of columns.
Introduction
The header is a section of the document that appears in the top margin, while the footer is a section of the
document that appears in the bottom margin. Headers and footers generally contain additional information such
as page numbers, dates, an author's name, and footnotes, which can help keep longer documents organized
and make them easier to read. Text entered in the header or footer will appear on each page of the document.
To insert a preset header or footer:

Word has a variety of preset headers and footers you can use to enhance your document's design and layout.
In our example, we'll add a preset header to our document.
1. Select the Insert tab, and then click the Header or Footer command. In our example, we'll click
the Header command.
2. In the menu that appears, select the desired preset header or footer. In our example, we'll select a
header.
3. The header or footer will appear. Preset headers and footers contain placeholders for information such as
the title or date; they are known as Content Control fields.
4. To edit a Content Control field, click it and type the desired information.
5. When you're finished, click Close Header and Footer. Alternatively, you can press the Esc key.
Hide the first-page header and footer: For some

documents, you may not want the first page to
show the header and footer, like if you have a
cover page and want to start the page numbering
on the second page. If you want to hide the first
page header and footer, check the box next
to Different First Page.
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 Remove the header: If you want to remove all information

contained in the header, click the Header command and
select Remove Header from the menu that appears.
 Remove the footer: If you want to remove all information

contained in the footer, click the Footercommand and
select Remove Footer from the menu that appears.
 Additional options: With the Page Number command and

the commands available in the Insert group, you can add
page numbers, the date and time, pictures, and more to
your header or footer.
1. The Design tab will appear. Click the Date & Time command.
2. The Date and Time dialog box will appear. Select the desired date or time format.
3. Check the box next to Update Automatically if you want the date to change every time you open the
document. If you don't want the date to change, leave this option unchecked.
4. Click OK.
5. The date will appear in the header.
To insert a picture from a file:
If you have a specific image in mind, you can insert a picture from a
file. In our example, we'll insert a picture saved locally on our computer.
1. Place the insertion point where you want the image to appear.
2. Select the Insert tab on the Ribbon, then click
the Pictures command.
3. The Insert Picture dialog box will appear. Select the desired image
file, then click Insert.
4. The image will appear in the document.
Inserting online pictures
If you don't have the picture you want on your computer, you can find a picture online to add to your
document. Word offers two options for finding online pictures:
 OneDrive: You can insert an image stored on your OneDrive (previously called SkyDrive). You can also
link other online accounts with your Microsoft account, such as Facebook or Flickr.
Changing text wrapping settings
When you insert an image, you may notice that it's difficult to
move it exactly where you want. This is because by default the
image is in line with the text. If you want to move the image
freely, you'll usually need to choose a different text
wrapping setting. The text wrapping for an image is set to In
Line with Text. You'll need to change the text-wrapping
setting if you want to move the image freely or if you want the
text to wrap around the image in a more natural way.
To wrap text around an image:

1. Select the image you want to wrap text around.
The Format tab will appear on the right side of the Ribbon.
2. On the Format tab, click the Wrap Text command in the Arrange group. A drop-down menu will appear.
3. Hover the mouse over the various text-wrapping options. A live preview of the text wrapping will
appear in the document. When you've found the text-wrapping option you want to use, click it. Alternatively,
you can select More Layout Options... to fine tune the layout.
4. The text will wrap around the image. You can now move the image if you want. Just click, hold, and drag
it to the desired location. As you move it, alignment guides will appear to help you align the image on the
page.
To crop an image:
When you crop an image, a part of the picture is removed. Cropping may be helpful when a picture has a lot
of content and you want to focus on only part of it.
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1. Select the image you want to crop.

The Format tab appears.
2. On the Format tab, click the Crop command.
3. Cropping handles will appear around the image.
Click, hold, and drag a handle to crop the image.
4. Click the Crop command again. The image will
be cropped.
The corner handles are useful for simultaneously cropping
the image horizontally and vertically.
To crop an image to a shape:
1. Select the image you want to crop, then click
the Format tab.
2. Click the Crop drop-down arrow. Hover the mouse
over Crop to Shape, then select the desired shape from the drop-down menu that appears.
3. The image will appear formatted as the shape.
To add a border to a picture:

1. Select the picture you want to add a border to, and then click
the Format tab.
2. Click the Picture Border command. A drop-down menu will
appear.
3. From here, you can select a color, weight (thickness), and
whether or not the line is dashed.
4. The border will appear around the image.

Image adjustments
Word offers several options for changing the way images appear in your document. For example, you can
add aframe, make image corrections, change the image's color or brightness, and even add some
stylish artistic effects. These options are located in the Adjust and Picture Styles groups on
the Format tab.
When you're ready to make adjustments or experiment with the look of an image, select the picture and choose
one of these options from the Format tab:
 Corrections: This command is located in the Adjust group. From here, you can sharpen or soften the
image to adjust how blurry or clear it appears. You can also adjust the brightness and contrast, which
controls how light or dark the picture appears.
 Color: This command is located in the Adjust group. From here, you can adjust the
image's saturation (how vivid the colors are), tone (the temperature of the image from cool to warm),
and coloring (changing the overall color of the image).
 Artistic Effects: This command is located in the Adjust group. From here, you can add artistic effects
such as pastels, watercolors, and glowing edges.
 Picture Styles Group: This group contains a variety of styles you can apply to your picture,
such as frames, borders, and soft edges.
To insert a shape:
1. Select the Insert tab, then click the Shapes command. A drop-
down menu of shapes will appear.
2. Select the desired shape.
3. Click, hold, and drag in the desired location to add the shape
to your document.
If you want, you can enter text in a shape. When the shape appears
in your document, you can begin typing. You can then use
the formatting options on the Home tab to change the font, font
size, or color of the text.
Modifying shapes
Word allows you to modify your shapes in a variety of ways so you can
tailor them to your projects. You can changea shape into a different shape, format a shape's style and color,
and add shadow effects.
To change to a different shape:

Select the shape you want to change. The Format tab will appear.
On the Format tab, click the Edit Shape command. In the menu that appears, hover the mouse over Change
Shape and select the desired shape.
The new shape will appear.
To change the shape style:
Choosing a shape style allows you to apply preset colors

and effects to quickly change the appearance of your shape.
1. Select the shape you want to change.

2. On the Format tab, click the More drop-down arrow in
the Shape Styles group.
3. A drop-down menu of styles will appear. Select
the style you want to use.
4. The shape will appear in the selected style.
To change the shape fill color:
2. On the Format tab, click the Shape Fill drop-down arrow. The Shape Fill menu appears.
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3. Move the mouse over the various colors. Select the color you want to use. To view more color options,
selectMore Fill Colors
4. The shape will appear in the selected fill color.
If you want to use a different type of fill, select Gradient or Texture from the drop-down menu. You can also
select No Fill to make it transparent.
To change the shape outline:

2. On the Format tab, click the Shape Outline drop-down
arrow. The Shape Outline menu will appear.
3. Select the color you want to use. If you want to make
the outline transparent, select No Outline.
4. The shape will appear in the selected outline color.
From the drop-down menu, you can change the

outline color, weight (thickness), and whether or not it is
a dashed line.
To change shadow effects:
Adding a shadow to a shape can make it appear as

though it is floating above the page, and it can help to
add contrast between the shape and the background.

2. On the Format tab, click the Shape Effects drop-
down arrow. In the menu that appears, hover the
mouse over Shadow and select the shadow you
want to use.
3. The shape will appear with the selected shadow.
To adjust the shadow color, size, distance and more, select Shadow Options from the drop-down menu.
The Format Shape pane will appear on the right side of the Word window, allowing you to customize the
shadow.
3D effects:
There are two kinds of effects you can apply to your shapes to give them a 3D appearance: 3-D
Rotation and Bevel.3-D Rotation gives the appearance that you are viewing an object from a different angle,
and it can be applied to any shape. Bevel adds thickness and a rounded edge to shapes, but it doesn't work with
every type of shape.
To add 3-D Rotation:

Select the shape you want to change.
On the Format tab, click the Shape Effects drop-down arrow. In the menu that appears, hover the mouse over 3-
D Rotation and select the desired 3-D effect.
Creating WordArt
In addition to adding effects to a text box, you can add effects to the text inside the text box, which is known
asWordArt. For the most part, the types of effects you can add are the same as the ones you can add to shapes
or text boxes (shadow, bevel, etc.). However, you can also Transform the text to give it a wavy, slanted, or
inflated look.Generally, you shouldn't use WordArt in more formal documents like resumes and cover letters
because it may appear too casual.
To apply a quick style to text:
A quick style will automatically apply several effects to your text at once. You can then refine the look of your text
by adding or modifying text effects.
1. Select the text box, or select some text inside of the
text box.
2. On the Format tab, click the Quick Styles command

in the WordArt Styles group. A drop-down menu of
text styles will appear. Select the style you want to use.
3. The text will appear in the selected style. If you want, you can change the font or font color from
the Home tab.
To convert regular text into WordArt:
For text to be formatted as WordArt, it must be inside a text box. However, there is a shortcut that allows you
to convert text into WordArt even if it's not in a text box.
1. Select the text you want to convert, then click the Insert tab.
2. Click the WordArt drop-down arrow in the Text group. A drop-down menu of WordArt styles will appear.
Select the style you want to use.
3. Word will automatically create a text box for the text, and the text will appear in the selected style. If you
want, you can change the font or font color from the Home tab.
Some effects, such as shadows, can be added from the Text

Effects menu in the Home tab. When you add effects in this
way, it will not place the text in a text box.
To transform text:
1. Select the text box, or select some text inside of the text
box.
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2. On the Format tab, click the Text Effects drop-down arrow in the WordArt Styles group.
3. A drop-down menu of effects will appear. Hover the mouse over Transform and select a
transform effect from the menu that appears.
4. The text will transform into the selected style.
If desired, you can add additional effects such as shadow,

bevel, and more to the transformed text.
To insert a blank table:

1. Place your insertion point where you want the table to
appear, then select the Insert tab.
2. Click the Table command.
3. A drop-down menu containing a grid of squares will appear. Hover the mouse over the grid to
select the number of columns and rows in the table.
4. Click the mouse, and the table will appear in the document.
5. You can now place the insertion point anywhere in the table to add text.
To move the insertion point to the next cell, press the Tab key while typing. If the insertion point is in
the last cell, pressing the Tab key will automatically create a new row.
To convert existing text to a table:
In this example, each row of information contains an item name and price,
separated by tabs. Word can convert this information into a table, and it will
use the tabs to separate the data into two columns.
1. Select the text you want to convert.

2. From the Insert tab, click the Table command.
3. Select Convert Text to Table from the drop-down menu.
4. A dialog box will appear. Choose one of the options in the Separate text
at: section. This is how Word knows what text to put in each column.
5. Click OK. The text appears in a table.
Modifying tables
It's easy to modify the look and feel of any table after adding it to a document. Word includes different
options for customizing a table, including adding rows or columns and changing the table style.
To add a row or column:
1. Hover the mouse near the location where you want

to add a row or column, and then click the plus
sign that appears.
2. A new row or column will appear in the table.
Alternatively, you can right-click the table, then hover the mouse
over Insert to see various row and column options.
To delete a row or column:
1. Place the insertion point in the row or column you want to

delete.
2. Right-click the mouse, then select Delete Cells... from the menu that appears.
3. A dialog box will appear. Select Delete entire row or Delete

entire column, then click OK
4. The column or row will be deleted.
To apply a table style:
1. Click anywhere on the table, then click the Design tab on the
right side of the Ribbon.
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2. Locate the Table Styles group, then click the More drop-down arrow to see all available table styles.
3. Select the desired style.
4. The selected table style will appear.
To modify table style options:

Once you've chosen a table style, you can turn various options on or off to change the appearance of the table.
There are six options: Header Row, Total Row, Banded Rows, First Column, Last Column, and Banded
Columns.
1. Click anywhere on the table.
2. Click the Design tab on the right side of the Ribbon, then check or uncheck the desired options
in the Table Style Options group.
3. The table style will be modified.
Depending on which Table Style you're using, certain Table Style Options may have a somewhat
different effect. You may need to experiment to get the exact look you want.
To add borders to a table:
1. Select the cells you want to add a border to.

2. From the Design tab, select the desired Line Style, Line Weight, and Pen Color.
3. Click the Borders drop-down arrow.
4. Select the desired border type from the menu that appears.
5. The border will appear around the selected cells.
To run a Spelling and Grammar check:

1. From the Review tab, click the Spelling & Grammar command.
2. The Spelling and Grammar pane will appear. For each error in your document, Word will try to offer one
or more suggestions. You can select a suggestion and click Change to correct the error.
3. Word will move through each error until you have reviewed all of them. After the last error has been
reviewed, a dialog box will appear confirming that the spelling and grammar check is complete. Click OK.
Ignoring "errors"
The spelling and grammar check is not always correct. Particularly with grammar, there are many errors
Word will not notice. There are also times when the spelling and grammar check will say something is an error
when it's actually not. This often happens with people's names, which may not be in the dictionary.
If Word says something is an error, you can choose not to change it. Depending on whether it's a spelling or
grammatical error, you can choose from several options:
For spelling "errors":
 Ignore: This will skip the word without changing it.

 Ignore All: This will skip the word without changing it, and it will also skip all other instances of the word in
the document.
 Add: This adds the word to the dictionary so it will never come up as an error. Make sure the word is
spelled correctly before choosing this option.
For grammar "errors":
 Ignore: This will skip the word or phrase without changing it.
For grammar errors, Word provides an explanation for why it thinks something is incorrect. This can help
you determine whether you want to change or ignore it.
Understanding Track Changes
When you turn on Track Changes, every change you make to the document will appear as a colored markup. If
you delete text, it won't disappear—instead, the text will be crossed out. If you add text, it will be underlined.
This allows you to see edits before making the changes permanent.
If there are multiple reviewers, each person will be assigned a different markup color.
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To turn on Track Changes:

1. From the Review tab, click the Track
Changes command.
2. Track Changes will be turned on. From this point on, any
changes you make to the document will appear as colored
markups.
Reviewing changes
Tracked changes are really just suggested changes. To become permanent, they must be accepted. On the
other hand, the original author may disagree with
some of the tracked changes and choose
to reject them.
To accept or reject changes:

1. Select the change you want to accept or reject.
2. From the Review tab, click the Accept or Reject command.
3. The markup will disappear, and Word will automatically jump to the next change. You can continue
accepting or rejecting each change until you have reviewed all of them.
4. When you're finished, click the Track Changes command to turn off Track Changes.
To accept all changes at once, click the Accept drop-down arrow, then select Accept All. If you no longer want
to track your changes, you can select Accept All
and Stop Tracking.
Comments
Sometimes you may want to add a comment to provide
feedback instead of editing a document. While it's often
used in combination with Track Changes, you don't
necessarily need to have Track Changes turned on to use comments.
To add comments:
1. Highlight some text, or place the insertion point where you want the comment to appear.
2. From the Review tab, click the New Comment command.
3. Type your comment. When you're done, you can close the comment box by pressing
the Esc key or by clicking anywhere outside the comment box.
You can also respond to an existing comment. Just click the Reply button and type your response.
To delete comments:
1. Select the comment you want to delete.
2. From the Review tab, click the Delete command.
3. The comment will be deleted.
To delete all comments, click the Delete drop-down

arrow and select Delete All Comments in Document.
Protecting your document
By default, anyone with access to your document will be

able to open, copy, and edit its content unless
you protect it. There are several ways to protect a
document, depending on your needs.
To protect your document:

1. Click the File tab to go to Backstage
view.
2. From the Info pane, click the Protect

Document command.
3. In the drop-down menu, choose the option that best suits your needs. In our example, we'll
select Mark as Final. Marking your document as final is a good way to discourage others from
editing the file, while other options give you even more control if needed.
4. A dialog box will appear prompting you to save. Click OK.
5. Another dialog box will appear. Click OK.
6. The document will be marked as final.

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To insert a Smart Art

graphic:
1. Place the insertion point in

the document where you want
the SmartArt graphic to
appear.
2. From the Insert tab, select
the SmartArt command in
the Illustrations group.
3. A dialog box will appear.

Select a category on the left,
choose the desired SmartArt
graphic, then click OK.
4. The SmartArt graphic will appear in your document.
To apply a style:

2. In the Styles group on the Home tab, click the More drop-down arrow.
3. Select the desired style from the drop-down menu.
4. The text will appear in the selected style.
You can also use styles to create a table of contents for your document. To learn how, review our
article on How to Create a Table of Contents in Microsoft Word.
How to create a table of contents in Word
Imagine you're working with a really long document in Microsoft Word, like an academic paper or a big
report. Depending on the project, it might be dozens or even hundreds of pages long! When a document is this
large, it can be difficult to remember which page has what information. Fortunately, Word allows you to insert a
table of contents, making it easy to organize and navigate your document.
A table of contents is just like the list of chapters at the beginning of a book. It lists each section in the
document and the page number where that section begins. A really basic table of contents might look like this:
You could create a table of contents manually—typing the section names and page numbers—but it would take
a lot of work. And if you ever decide to rearrange your sections or add more information, you'll have to update
everything all over again. However, with the right formatting, Word can create and update a table of contents
automatically.
Step 1: Apply heading styles
If you've already read Styles lesson, you know they're an easy way to add professional text formatting to
different parts of your DOCUMENT . Styles also serve another important purpose: adding a hidden layer
of organization and structure to your document.
If you apply a heading style, you're telling Word that you've started a new part of your document. When you
insert the table of contents, it will create a section for each heading. In the table of contents above, each
chapter uses a heading style, so there are four sections.
To apply a heading style, select the text you want to format, and then choose the desired heading in
the Styles group on the Home tab.
Step 2: Insert the table of contents
Now for the easy part! Once you've applied heading styles, you can insert your table of contents in just a few
clicks. Navigate to the References tab on the Ribbon, then click the Table of Contents command. Select a
built-in table from the menu that appears, and the table of contents will appear in your document.
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As you can see in the image below, the table of

contents uses the heading styles in yourDOCUMENT
to determine where each section begins. Sections that
begin with a Heading 2 or Heading 3 style will be nested
within a Heading 1 style, much like a multilevel list.
A table of contents also creates links for each section,

allowing you to navigate to different parts of your
document. Just hold the Ctrl key on your keyboard and
click to go to any section.
Step 3: Update as needed
If you edit or add to your document, it's easy to update

the table of contents. Just select the table of contents,
click Update Table, and choose Update Entire Table in
the dialog box that appears. The table of contents will
then update to reflect any changes.
No matter how large your document may be, you can see
there's nothing complicated about creating a table of contents.
If you want even more control over how your table of contents
appears, check out this tutorial from Microsoft on Taking a
Table of Contents to the Next Level.
To create a new style:
1. Click the arrow in the bottom-right corner of

the Styles group.
2. The Styles task pane will appear. Select the New
Style button at the bottom of the task pane.
3. A dialog box will appear. Enter a name for the style,
and choose the desired text formatting.
4. When you're satisfied, click OK.
5. The new style will appear in the Styles group.
Themes
All documents in Word 2013 use a theme. In fact, you've already been using
a theme, even if you didn't know it: the default Office theme. Every theme—
including the Office theme—has its own theme elements:
 Theme colors: There are 10 theme colors, along with darker and
lighter variations, available from everyColor menu.
 Theme fonts: There are two theme fonts available at the top of
the Font menu under Theme Fonts.
 Theme effects: These affect the preset shape styles. You can find
shape styles on the Format tab whenever you select a shape or SmartArt graphic.
To use Mail Merge:
1. Open an existing Word document, or create

a new one.
2. From the Mailings tab, click the Start Mail
Merge command and select Step by Step Mail Merge
Wizard from the drop-down menu.
The Mail Merge pane appears and will guide you through
the six main steps to complete a merge. The following
example demonstrates how to create a form letter and
merge the letter with a recipient list.
Step 1:
 Choose the type of document you want to create. In our example, we'll select Letters. Then
click Next: Starting document to move to Step 2.
Step 2:
 Select Use the current document, then click Next: Select recipients to move to Step 3.
Step 3:
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Now you'll need an address list so Word can automatically place each
address into the document. The list can be in an existing file, such as
an Excel workbook, or you can type a new address list from within the
Mail Merge Wizard.
1. From the Mail Merge task pane, select Use an existing list, then
click Browse... to select the file.
2. Locate your file and click Open.

3. If the address list is in an Excel workbook, select the worksheet that
contains the list and click OK.
4. In the Mail Merge Recipients dialog box, you
can check or uncheck each box to control which recipients are
included in the merge. By default, all recipients should be selected.
When you're done, click OK.
5. From the Mail Merge task pane, click Next: Write your letter to
move to Step 4.
If you don't have an

existing address list, you can click the Type a
new list button and click Create. You can then type your address list.
Step 4:
Now you're ready to write your letter. When it's printed, each copy of the letter will
basically be the same; only therecipient data (such as the name and address)
will be different. You'll need to add placeholders for the recipient data so Mail
Merge knows exactly where to add the data.
To insert recipient data:
1. Place the insertion point in the document where you want the information to
appear.
2. Choose one of the four placeholder options: Address block, Greeting line, Electronic
postage, or More items.
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3. Depending on your selection, a dialog box may appear with various options. Select the desired
options and click OK.
4. A placeholder will appear in your document (for example, «AddressBlock»).
5. Repeat these steps each time you need to enter information from your data record. In our
example, we'll add a Greeting line.
6.
When
you're done, click Next: Preview your letters to move to Step 5.
For some letters, you'll only need to add an Address block and Greeting line. Sometimes, however,
you may want to place recipient data within the body of the letter to personalize it even further.
Step 5:
1. Preview the letters to make sure the information from the recipient list appears correctly in the
letter. You can use the left and right scroll arrows to view each document.
2. Click Next: Complete the merge to move to Step 6.
Step 6:
1. Click Print... to print the letters.
2. A dialog box will appear. Click All, then click OK.
3. The Print dialog box will appear. Adjust the print settings if
needed, then click OK. The letters will be printed.
MICROSOFT OFFICE EXCEL 2013
Excel 2013 is a spreadsheet program that allows you to store, organize, and analyze information. While you
may believe Excel is only used by certain people to process complicated data, anyone can learn how to take
advantage of the program's powerful features. Whether you're keeping a budget, organizing a training log, or
creating an invoice, Excel makes it easy to work with different types of data.
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The Excel interface

When you open Excel 2013 for the first time, the Excel Start Screen will appear. From here, you'll be able to
create a new workbook, choose a template, and access your recently edited workbooks.
 From the Excel Start Screen, locate and select Blank workbook to access the Excel interface.
Click the buttons in the interactive below to become familiar with the Excel 2013 interface.
Excel 2013 uses a tabbed Ribbon system instead of traditional menus. The Ribbon contains multiple tabs,
each with several groups of commands. You will use these tabs to perform the most common tasks in Excel.
Click the arrows in the slideshow below to learn more about the different commands available within each tab
on the Ribbon.

The Home tab gives you access to some of the most commonly used commands for working with data in
Excel 2013, including copying and pasting, formatting, and number styles. The Home tab is selected by
default whenever you open Excel.
To minimize and maximize the Ribbon:

The Ribbon is designed to respond to your current task, but you
can choose to minimize it if you find that it takes up too much
screen space.
1. Click the Ribbon Display Options arrow in the upper-right

corner of the Ribbon.
2. Select the desired minimizing option from the drop-down

menu:
o Auto-hide Ribbon: Auto-hide displays your workbook in full-screen mode and

completely hides the Ribbon. To show the Ribbon, click the Expand Ribbon command at
the top of screen.
o Show Tabs: This option hides all command groups when they're not in use, but tabs will
remain visible. To show the Ribbon, simply click a tab.
Show Tabs and Commands: This option maximizes the Ribbon. All of the tabs and commands
will be visible. This option is selected by default when you open Excel for the first time.
To learn how to add custom tabs and commands to the Ribbon, review our Extra on Customizing the
Ribbon.
The Quick Access toolbar

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Located just above the Ribbon, the Quick Access toolbar lets you access common commands no matter
which tab is selected. By default, it includes the Save, Undo, and Repeat commands. You can add other
commands depending on your preference.
To add commands to the Quick Access toolbar:

1. Click the drop-down arrow to the right of the Quick
Access toolbar.
2. Select the command you want to add from the
drop-down menu. To choose from more commands,
selectMore Commands.
3. The command will be added to the Quick Access
toolbar.
Backstage view
Backstage view gives you various options for saving, opening a file, printing, and sharing your
workbooks.
Worksheet views
Excel 2013 has a variety of viewing options that change how
your workbook is displayed. You can choose to view any
workbook in Normal view, Page Layout view, or Page Break
view. These views can be useful for various tasks, especially if
you're planning to print the spreadsheet.
 To change worksheet views, locate and select the desired worksheet view command in the
bottom-right corner of the Excel window.
Click the arrows in the slideshow below to review the different worksheet view options.
Normal view: This is the default view for all worksheets in

Excel.
To create a new blank workbook:

1. Select the File tab. backstage view will appear.
2. Select New, then click Blank workbook.
3. A new blank workbook will appear.

Compatibility mode
Sometimes you may need to work with workbooks that were created in earlier versions of Microsoft Excel,
such as Excel 2003 or Excel 2000. When you open these types of workbooks, they will appear
in Compatibility mode.
Compatibility mode disables certain features, so you'll only be able to access commands found in the
program that was used to create the workbook. For example, if you open a workbook created in Excel
2003, you can only use tabs and commands found in Excel 2003.In the image below, you can see that the
workbook is in Compatibility mode. This will disable some Excel 2013 features, such as spark lines and
slicers.
In order to exit Compatibility mode, you'll need to convert the workbook to the current version type.
However, if you're collaborating with others who only have access to an earlier version of Excel, it's best to
leave the workbook in Compatibility mode so the
format will not change.
To convert a workbook:
If you want access to all of the Excel 2013
features, you can convert the workbook to the
2013 file format.
Note that converting a file may cause some

changes to the original layout of the workbook.
1. Click the File tab to access backstage view.

2. Locate and select Convert command.
3. The Save As dialog box will appear. Select
the location where you want to save the
workbook, enter a file name for the presentation, and click Save.
4. The workbook will be converted to the newest file type.

Save and Save As
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Excel offers two ways to save a file: Save and Save As. These options work in similar ways, with a few
important differences:
 Save: When you create or edit a workbook, you'll use the Save command to save your changes.
You'll use this command most of the time. When you save a file, you'll only need to choose a file name
and location the first time. After that, you can just click the Save command to save it with the same
name and location.
 Save As: You'll use this command to create a copy of a workbook while keeping the original.
When you use Save As, you'll need to choose a different name and/or location for the copied version.
To save a workbook:
It's important to save your workbook whenever you start a new project or make changes to an existing
one. Saving early and often can prevent your work from being lost. You'll also need to pay close attention
to where you savethe workbook so it will be easy to find later.
1. Locate and select the Save command on the Quick Access

toolbar.s
2. If you're saving the file for the first time, the Save As pane will
appear in Backstage view.
3. You'll then need to choose where to save the file and give it a file
name. To save the workbook to your computer, select Computer,
then click Browse. Alternatively, you can click OneDrive to save the
file to your OneDrive.
4. The S ave
As dialo g
box will
appear.
Select
the loca tio
n where you
want to
save the
workbook.
5. Enter a file name for the workbook, then click Save.

6. The workbook will be saved. You can click the Save command again to save your changes as
you modify the workbook.
You can also access the Save command by pressing Ctrl+S on your
keyboard.
Auto Recover
Excel automatically saves your workbooks to a temporary folder while you
are working on them. If you forget to save your changes or if Excel
crashes you can restore the file using Auto Recover.
To use Auto Recover:

1. Open Excel 2013. If autosaved versions of a file are found, the Document Recovery pane will
appear.
2. Click to open an available file. The workbook will be recovered.
By default, Excel auto saves every 10 minutes. If you are editing a workbook for less than 10
minutes, Excel may not create an auto saved version.
If you don't see the file you need, you can browse all auto saved files from Backstage view. Just
select the File tab, click Manage Versions, then choose Recover Unsaved Workbooks.
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Exporting workbooks
By default, Excel workbooks are saved in the .xlsx file
type. However, there may be times when you need to
use another file type, such as a PDF or Excel 97-
2003 workbook. It's easy to export your workbook
from Excel in a variety of file types.
To export a workbook as a PDF file:

Exporting your workbook as an Adobe Acrobat
document, commonly known as a PDF file, can be
especially useful if you're sharing a workbook with
someone who does not have Excel. A PDF will make it
possible for recipients to view but not edit the content
of your workbook.

2. Click Export, then select Create PDF/XPS.
3. The Save As dialog box will appear. Select

the location where you want to export the
workbook, enter a file name, then click Publish.
By default, Excel will only export the active worksheet. If you have multiple worksheets and want to
save all of them in the same PDF file, click Options in the Save as dialog box. The Options dialog
box will appear. Select Entire workbook, then click OK .Whenever you export a workbook as a PDF,
you'll also need to consider how your workbook data will appear on each page of the PDF, just
like printing a workbook. Visit our Page Layout lesson to learn more about what to consider before
exporting a workbook as a PDF.
To export a workbook in other file types:

You may also find it helpful to export your workbook in other file types, such as an Excel 97-2003
workbook if you need to share with people using an older version of Excel, or a .CSV file if you need
a plain-text version of your workbook.
2. Click Export, then select Change File Type.
3. Select a common file type, then click Save As.

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4.
The
S
a
v
e
As dialog box will appear. Select the location where you want to export the workbook, enter a file
name, then click save.
You can also use the Save as type: drop-down menu in the Save As dialog box to save workbooks in a
variety of file types.
Sharing workbooks
Excel 2013 makes it easy to share and collaborate on workbooks
using OneDrive. In the past, if you wanted to share a file with someone you
could send it as an email attachment. While convenient, this system also creates
multiple versions of the same file, which can be difficult to organize.
When you share a workbook from Excel 2013, you're actually giving others
access to the exact same file. This lets you and the people you share with edit
the same workbook without having to keep track of multiple versions.
In order to share a workbook, it must first be saved to your OneDrive.

To share a workbook:
1. Click the File tab to access backstage view, then click Share.
2. The Share pane will appear.
Click the buttons in the interactive below to learn more about different ways to share a workbook .
Understanding cells
Every worksheet is made up of thousands of rectangles, which are called cells. A cell is the intersection of
a rowand a column. Columns are identified by letters (A, B, C), while rows are identified by numbers (1, 2,
3)
Each cell has its own name—or cell address—based on

its column and row. In this example, the selected cell
intersects column C and row 5, so the cell address is C5.
The cell address will also appear in the Name box. Note
that a cell's column and row
headings are highlighted when the cell is selected.
You can also select multiple cells at the same time. A

group of cells is known as a cell range. Rather than a
single cell address, you will refer to a cell range using the
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cell addresses of the first and last cells in the cell range, separated by a colon. For example, a cell range
that included cells A1, A2, A3, A4, and A5 would be written as A1:A5.
To delete cells:
There is an important difference between deleting the content of a cell and deleting the cell itself. If
you delete the entire cell, the cells below it will shift up and replace the deleted cells.
1. Select the cell(s) you want to delete.
2. Select the Delete command from the Home tab on the Ribbon.
3.The cells below will shift up.
To copy and paste cell content:

Excel allows you to copy content that is already entered into your spreadsheet and paste that content to
other cells, which can save you time and effort.
1. Select the cell(s) you want to copy.
2. Click the Copy command on the Home tab, or press Ctrl+C on your keyboard.
3. Select the cell(s) where you want to paste the content. The copied cells will now have a dashed
box around them.
4. Click the Paste command on the Home tab, or press Ctrl+V on your keyboard.
5. The content will be pasted into the selected cells.

To cut and paste cell content:
Unlike copying and pasting, which duplicates cell content, cutting allows you to move content between
cells.
1. Select the cell(s) you want to cut.
2. Click the Cut command on the Home tab, or press Ctrl+X on your keyboard.
3. Select the cells where you want to paste the content. The cut cells will now have a dashed
box around them.
4. Click the Paste command on the Home tab, or press Ctrl+V on your keyboard.
5. The cut content will be removed from the original cells and pasted into the selected cells.
To drag and drop cells:
Rather than cutting, copying, and pasting, you can drag and drop cells to move their contents.
1. Select the cell(s) you want to move.
2. Hover the mouse over the border of the selected cell(s)

until the cursor changes from a white cross to a black
cross with four arrows.
3. Click, hold, and drag the cells to the desired location.
4. Release the mouse, and the cells will be dropped in the selected location.
To use the fill handle:

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There may be times when you need to copy the content of one cell
to several other cells in your worksheet. You could copy and
paste the content into each cell, but this method would be time
consuming. Instead, you can use the fill handle to quickly copy
and paste content to adjacent cells in the same row or column.
1. Click, hold, and drag the fill handle until all of the cells you
want to fill are selected.
2. Release the mouse to fill the selected cells.
To continue a series with the fill handle:

The fill handle can also be used to continue a series. Whenever the
content of a row or column follows a sequential order, like numbers (1,
2, 3) or days (Monday, Tuesday, Wednesday), the fill handle can
guess what should come next in the series. In many cases, you may
need to select multiple cells before using the fill handle to help Excel
determine the series order. In our example below, the fill handle is
used to extend a series of dates in a column.
To use Flash Fill:

A new feature in Excel 2013, Flash Fill can enter data automatically into your worksheet, saving you time
and effort. Just like the fill handle, Flash Fill can guess what type of information you're entering into your
worksheet. In the example below, we'll use Flash Fill to create a list of first names using a list of
existing email addresses.
1. Enter the desired information into your worksheet. A Flash Fill preview will appear below the
selected cell whenever Flash Fill is available.
2. Press Enter. The Flash Fill data will be added to the worksheet.
To modify or undo Flash Fill, click the Flash Fill button next to recently added Flash Fill data.
Find and Replace
When working with a lot of data in Excel, it can be difficult and time consuming to locate specific
information. You can easily search your workbook using the Find feature, which also allows you to modify
content using the Replace feature.
To find content:
In our example, we'll use the Find command to locate a specific name in a long list of employees.
1. From the Home tab, click the Find and Select command, then select Find... from the drop-down
menu.
2. The Find and Replace dialog box will
appear. Enter the content you want to find.
In our example, we'll type the employee's
name.
3. Click Find Next. If the content is found, the
cell containing that content will be selected.
4. Click Find Next to find further instances

or Find All to see every instance of the
search term.
5. When you are finished, click Close to exit
the Find and Replace dialog box.
You can also access the Find command by

pressing Ctrl+F on your keyboard.
Click Options to see advanced search criteria in the Find and Replace dialog box.
To replace cell content:

At times, you may discover that you've repeatedly made a mistake throughout your workbook (such as
misspelling someone's name), or that you need to exchange a particular word or phrase for another. You
can use Excel's Find and Replace feature to make quick revisions. In our example, we'll use Find and
Replace to correct a list of email addresses.
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1. From the Home tab, click the Find and

Select command, then
select Replace... from the drop-down
menu.
2. The Find and Replace dialog box will

appear. Type the text you want to find in
the Find what: field.
3. Type the text you want to replace it with

in the Replace with: field, then click Find Next.
4. If the content is found, the cell containing that content will be selected.
5. Review the text to make sure you want to replace it.
6. If you want to replace it, select one of the replace options:
o Replace will replace individual instances.
o Replace All will replace every instance of the text throughout the workbook. In our
example, we'll choose this option to save time.
7. A dialog box will appear, confirming the number of replacements made. Click OK to continue.
8. The selected cell content will be replaced.
9. When you are finished, click Close to exit the Find and Replace dialog box.
To modify column width:
In our example below, some of the content in column A cannot be displayed. We can make all of this
content visible by changing the width of column A.
1. Position the mouse over the column line in the column

heading so the white cross becomes a double arrow
2. Click, hold, and drag the mouse to increase or decrease the

column width.
3. Release the mouse. The column width will be changed.
If you see pound signs (#######) in a cell, it means the column is not
wide enough to display the cell content. Simply increase the column width to show the cell content.
To AutoFit column width:
The AutoFit feature will allow you to set a column's width to fit its
content automatically.
1. Position the mouse over the column line in the column

heading so the white cross becomes a double arrow .
2. Double-click the mouse. The column width will be changed
automatically to fit the content.
You can also AutoFit the width for several columns at the same time.
Simply select the columns you want to AutoFit, then select the AutoFit
Column Width command from the Format drop-down menu on the
Home tab. This method can also be used for row height.
To modify row height:

1. Position the cursor over the row line so the white
cross becomes a double arrow .
2. Click, hold, and drag the mouse

to increase or decrease the row height.
3. Release the mouse. The height of the selected row will be changed.
To modify all rows or columns:
Rather than resizing rows and columns individually, you can modify the height and width of every row and
column at the same time. This method allows you to set a uniform size for every row and column in your
worksheet. In our example, we will set a uniform row height.
1. Locate and click the Select All button just below the formula bar to select every cell in the
worksheet.
2. Position the mouse over a row line so the white cross becomes a double arrow
3. Click, hold, and drag the mouse to increase or decrease the row height.
4. Release the mouse when you are satisfied with the new row height for the worksheet.
Inserting, deleting, moving, and hiding rows and columns
After you've been working with a workbook for a while, you may find that you want to insert new columns
or rows, delete certain rows or columns, move them to a different location in the worksheet, or
even hide them.
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To insert rows:
1. Select the row heading below where you want the
new row to appear. For example, if you want to insert a
row between rows 7 and 8, select row 8.
2. Click the Insert command on the Home tab.
3. The new row will appear above the selected row.
When inserting new rows, columns, or cells, you will see

the Insert Options button next to the inserted cells. This button
allows you to choose how Excel formats these cells. By default, Excel
formats inserted rows with the same formatting as the cells in the row
above. To access more options, hover your mouse over the Insert
Options button, then click the drop-down arrow.
To insert columns:
1. Select the column heading to the right of where you want
the new column to appear. For example, if you want to insert
a column between columns D and E, select column E.
2. Click the Insert command on the Home tab.
3. The new column will appear to the left of the selected

column.
When inserting rows and columns, make sure you select the
entire row or column by clicking the heading.If you select only a cell in the row or column,
the Insert command will only insert a new cell.
To delete rows:
It's easy to delete any row that you no longer need in
your workbook.
1. Select the row(s) you want to delete. In our

example, we'll select rows 6-8.
2. Click the Delete command on the Home tab.

3. The selected row(s) will be deleted, and the rows
below will shift up. In our example, rows 9-11 are now
rows 6-8.
To delete columns:
1. Select the columns(s) you want to delete. In our
example, we'll select column E.
2. Click the Delete command on the Home tab.
3. The selected columns(s) will be deleted, and the

columns to the right will shift left. In our
example,Column F is now Column E.
It's important to understand the difference between deleting a

row or column and simply clearing its contents. If you want
to remove the content of a row or column without causing
others to shift, right-click a heading, then select clear
Contents from the drop-down menu.
To move a row or column:

Sometimes you may want to move a column or row to rearrange the content of your worksheet. In our
example we'll move a column, but you can move a row in the same way.
1. Select the desired column heading for the column you want to move, then click
the Cut command on the Home tab or press Ctrl+X on your keyboard.
2. Select the column heading to the right of where you want to move the column. For example, if
you want to move a column between columns B and C, select column C.
3. Click the Insert command on the Home tab, then select Insert Cut Cells from the drop-down
menu.
4. The column will be moved to the selected location, and the columns to the right will shift right.
You can also access the Cut and Insert commands by right-clicking the mouse and then selecting the
desired commands from the drop-down menu.
To hide and unhide a row or column:

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At times, you may want to compare certain rows or columns without changing the organization of your
worksheet. Excel allows you to hide rows and columns as needed. In our example, we'll hide columns C
and D to make it easier to compare columns A, B, and E.
1. Select the column(s) you want to hide, right-click the mouse, then select Hide from
the formatting menu.
2. The columns will be hidden. The green column line indicates the location of the hidden
columns.
3. To unhide the columns, select the columns to the left and right of the hidden columns (in other
words, the columns on both sides of the hidden columns). In our example, we'll select
columns B and E.
4. Right-click the mouse, then select Unhide from the formatting menu. The hidden columns will
reappear.
Wrapping text and merging cells

Whenever you have too much cell content to be displayed in a single cell, you may decide to wrap the text or
merge the cell rather than resize a column. Wrapping the text will automatically modify a cell's row height,
allowing cell contents to be displayed on multiple lines. Merging allows you to combine a cell with adjacent
empty cells to create one large cell.
To wrap text in cells:

In our example below, we'll wrap the text of the cells in column D so the entire address can be displayed.
1. Select the cells you want to wrap. In this
example, we'll select the cells in column D.
2. Select the Wrap Text command on

the Home tab.
3. The text in the selected cells will

be wrapped.
Click the Wrap Text command again

to unwrap the text.
To merge cells using the Merge &

Center command:
In our example below, we'll merge cell A1 with
cells B1:E1 to create a title heading for our
worksheet.
1. Select the cell range you want to

merge.
2. Select the Merge & Center command on the Home tab.
3. The selected cells will be merged, and the text will be centered.
To access more merge options:
Click the drop-down arrow next to the Merge & Center command on
the Home tab. The Merge drop-down menu will appear. From here, you can
choose to:
 Merge & Center: Merges the selected cells into one

cell and centers the text
 Merge Across: Merges the selected cells into larger
cells while keeping each row separate
 Merge Cells: Merges the selected cells into one cell

but does not center the text
 Unmerge Cells: Unmerges selected cells
To change the font:

By default, the font of each new workbook is set to Calibri. However, Excel provides many other fonts you
can use to customize your cell text. In the example below, we'll format our title cell to help distinguish it
from the rest of the worksheet.
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1. Select the cell(s) you want to modify.
2. Click the drop-down arrow next to the Font command on the Home tab. The Font drop-down
menu will appear.
3. Select the desired font. A live preview of the new font will appear
as you hover the mouse over different options. In our example, we'll
choose Georgia.
4. The text will change to the selected font.
When creating a workbook in the workplace, you'll want to select a font

that is easy to read. Along with Calibri, standard reading fonts include Cambria, Times New Roman,
and Arial.
To change the font size:

2. Click the drop-down arrow next to the Font Size command on

the Home tab. The Font Size drop-down menu will appear.
3. Select the desired font size. A live preview of the new font size
will appear as you hover the mouse over different options. In our example, we will choose 16 to
make the text larger.
4. The text will change to the selected font size.
You can also use the Increase Font Size and Decrease Font Size commands or enter a custom font
size using your keyboard.
To change the font color:

2. Click the drop-down arrow next to the Font Color command on the Home tab.
The Color menu will appear.
3. Select the desired font color. A live preview of the new font color will appear as you hover the
mouse over different options. In our example, we'll choose Green.
4. The text will change to the selected font color.
Select More Colors at the bottom of the menu to access additional color options.
To use the Bold, Italic, and Underline commands:

2. Click the Bold (B), Italic (I), or Underline (U)

command on the Home tab. In our example,
we'll make the selected cells bold.
3. The selected style will be applied to the

text.
You can also press Ctrl+B on your keyboard to make selected text bold, Ctrl+I to apply italics,
and Ctrl+Uto apply an underline.
Text alignment
By default, any text entered into your worksheet will be aligned to the bottom-left of a cell, while any
numbers will be aligned to the bottom-right. Changing the alignment of your cell content allows you to
choose how the content is displayed in any cell, which can make your cell content easier to read.
To change horizontal text alignment:

2. Select one of the three horizontal alignment commands

on the Home tab. In our example, we'll choose Center
Align.
3. The text will realign.

To change vertical text alignment:
2. Select one of the three vertical alignment commands on
the Home tab. In our example, we'll choose Middle Align.
3. The text will realign.
You can apply both vertical and horizontal alignment settings to any
cell.
Cell borders and fill colors
Cell borders and fill colors allow you to create clear and defined
boundaries for different sections of your worksheet. Below, we'll add cell borders and fill color to
our header cells to help distinguish them from the rest of the worksheet.
To add a border:
2. Click the drop-down arrow next to
3. The Borders command on the Home tab.
4. The Borders drop-down menu will appear.
5. Select the border style you want to use. In our example, we will
choose to display All Borders.
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6. The selected border style will appear.
You can draw borders and change the line style and color of borders with the Draw Borders tools at
the bottom of the Borders drop-down menu.
To add a fill color:

2. Click the drop-down arrow next to the Fill

Color command on the Home tab. The Fill
Color menu will appear.
3. Select the fill color you want to use. A live

preview of the new fill color will appear as you hover
the mouse over different options. In our example, we'll
choose Light Green.
4. The selected fill color will appear in the selected

cells.
Cell styles
Instead of formatting cells manually, you can use Excel's predesigned cell styles. Cell styles are a quick
way to include professional formatting for different parts of your workbook, such as titles and headers.
To apply a cell style:

In our example, we'll apply a new cell style to our
existing title and header cells.

2. Click the Cell Styles command on
the Home tab, then choose the desired
style from the drop-down menu. In our example,
we'll choose Accent 1.
3. The selected cell style will appear.
Applying a cell style will replace any existing cell

formatting except for text alignment. You may not
want to use cell styles if you've already added a lot of
formatting to your workbook.
Formatting text and numbers

One of the most powerful tools in Excel is the ability to apply specific formatting for text and numbers.
Instead of displaying all cell content in exactly the same way, you can use formatting to change the
appearance of dates, times, decimals, percentages (%), currency ($), and much more.
To apply number formatting:

In our example, we'll change the number format for several cells to modify the way dates are displayed.
1. Select the cells(s) you want to modify.

2. Click the drop-down arrow next to the Number Format command on
the Home tab. The Number Formatting drop-down menu will appear.
3. Select the desired formatting option. In our example, we will change
the formatting to Long Date.
4. The selected cells will change to the new formatting style. For some
number formats, you can then use the Increase Decimal and Decrease
Decimal commands (below the Number Format command) to change the
number of decimal places that are displayed.
Click the buttons in the interactive below to learn about different text and
number formatting options.
Every workbook contains at least one worksheet by default. When working

with a large amount of data, you can create multiple worksheets to help
organize your workbook and make it easier to find content. You can
also group worksheets to quickly add information to multiple worksheets at
the same time.
To rename a worksheet:
Whenever you create a new Excel workbook, it will
contain one worksheet named Sheet1. You can rename a worksheet to better reflect its content. In our
example, we will create a training log organized by month.
1. Right-click the worksheet you want to rename, then select Rename from the worksheet menu.
2. Type the desired name for the worksheet.
3. Click anywhere outside of the worksheet, or press Enter on your keyboard. The worksheet will
be renamed.
To insert a new worksheet:
1. Locate and select the new sheet button.
2. A new blank worksheet will appear.
To change the default number of worksheets,

navigate to backstage view, click Options, and
then choose the desired number of worksheets to
include in each new workbook.
To delete a worksheet:
1. Right-click the worksheet you want to delete, then select Delete from the worksheet menu.
2. The worksheet will be deleted from your workbook.
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If you want to prevent specific worksheets from being edited or deleted, you can protect them by
right-clicking the desired worksheet and then selecting Protect sheet from the worksheet menu.
To copy a worksheet:
If you need to duplicate the content of one worksheet to another, Excel allows you to copy an existing
worksheet.
1. Right-click the worksheet you want to copy, then select Move or Copy from
the worksheet menu.
2. The Move or Copy dialog box will appear. Choose where the sheet will appear in the before
sheet: field. In our example, we'll choose (move to end) to place the worksheet to the right of the
existing worksheet.
3. Check the box next to Create a copy, then click OK.
4. The worksheet will be copied. It will have the same title as the original worksheet, as well as
a version number. In our example, we copied the January worksheet, so our new worksheet is
named January (2). All content from the January worksheet has also been copied to the January
(2) worksheet.
You can also copy a worksheet to an entirely different workbook. You can select any workbook that is
currently open from the to book: drop-down menu.
To move a worksheet:
Sometimes you may want to move a worksheet to rearrange your workbook.
1. Select the worksheet you want to move. The
cursor will become a small worksheet icon .

2. Hold and drag the mouse until a small black
arrow appears above the desired location.
3. Release the mouse. The worksheet will
be moved.
To change the worksheet color:

You can change a worksheet's color to help organize your worksheets and make your workbook easier to
navigate.
1. Right-click the desired worksheet, and hover the mouse over Tab Color. The Color menu will
appear.
2. Select the desired color. A live preview of the new worksheet color will appear as you hover the
mouse over different options. In our example, we'll choose Red.
3. The worksheet color will be changed.
The worksheet color is considerably less noticeable when the worksheet is selected. Select another
worksheet to see how the color will appear when the worksheet is not selected.
Many of the commands you'll use to prepare your workbook for printing and PDF export can be found on
the Page Layout tab. These commands let you control the way your content will appear on a printed page,
including the page orientation and margin size. Other page layout options, such
as print titles and page breaks, can help make your workbook easier to read.
Page Layout view

Before you start modifying a workbook's page layout, you
may want to view the workbook in Page Layout view,
which can help you visualize your changes.
 To access Page Layout view, locate and select the Page Layout view command in the bottom-
right corner of your workbook.
Page orientation
Excel offers two page orientation options: landscape and portrait. Landscape orients the
page hori zontall
y,
whileport rait orie
nts the
page vert ically.
Portrait is
especially helpful
for
worksheets with a lot of rows, while landscape is best for worksheets with a lot of columns. In the
example below, portrait orientation works best because the worksheet includes more rows than columns.
To change page orientation:

1. Click the Page Layout tab on the Ribbon.
2. Select the Orientation command, then choose either Portrait or Landscape from the drop-
down menu.
3. The page orientation of the workbook will be changed.
To format page margins:
A margin is the space between your content and the edge of the page. By default, every workbook's
margins are set to Normal, which is a one-inch space between the content and each edge of the page.
Sometimes you may need to adjust the margins to make your data fit more comfortably on the page.
Excel includes a variety of predefined margin sizes.
1. Click the Page Layout tab on the Ribbon, then select the Margins command.
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2. Select the desired margin size from the drop-down menu. In our example, we'll
select Narrow to fit more of our content on the page.
3. The margins will be changed to the selected size.
To use custom margins:
Excel also allows you to customize the size of your
margins in the Page Setup dialog box.
1. From the Page Layout tab, click Margins.

Select Custom Margins... from the drop-down menu.
3. Adjust the values for each margin, then click OK.
4. The margins of the workbook will be changed.
To include Print Titles:
If your worksheet uses title headings, it's important to
include these headings on each page of your printed
worksheet. It would be difficult to read a printed workbook
if the title headings appeared only on the first page. The
Print Titles command allows you to select specific rows
and columns to appear on each page.
1. Click the Page Layout tab on the Ribbon, then

select the Print Titles command.
2. The Page Setup dialog box will appear. From here, you can choose rows or columns to repeat
on each page. In our example, we'll repeat a row.
3. Click the Collapse Dialog button next to the Rows

to repeat at top: field.
4. The cursor will become a small selection arrow
and the Page Setup dialog box will be collapsed.
Select the row(s) you want to repeat at the top of each
printed page. In our example, we'll select row 1.
5. Row 1 will be added to the Rows to repeat at
top: field. Click the Collapse Dialog button again.
6. The Page Setup dialog box will expand. Click OK.
Row 1 will be printed at the top of every
page.
To insert a page break:

If you need to print different parts of your
workbook across separate pages, you can
insert a page break. There are two types of
page breaks: vertical and horizontal. Vertical page breaks separate columns, while horizontal page
breaks separate rows. In our example, we'll insert a horizontal page break.
1. Locate and select the Page Break view command. The worksheet will appear in Page Break
view.
2. Select the row below where you want the page break to appear. For example, if you want to
insert a page break between rows 28 and 29, select row 29.
3. Click the Page Layout tab on the Ribbon,
select the Breaks command, then click Insert
Page Break.
4. The page break will be inserted,

represented by a dark blue line.
When viewing your workbook in Normal view,

inserted page breaks are represented by a solid
gray line, while automatic page breaks are
represented by a dashed line.
To insert headers and footers:

You can make your workbook easier to read and look more professional by including headers and
footers. The header is a section of the workbook that appears in the top margin, while
the footer appears in the bottom margin. Headers and footers generally contain information such as
page number, date, and workbook name.
1. Locate and select the Page Layout view command at the bottom of the Excel window. The
worksheet will appear in Page Layout view.
2. Select the header or footer you want to modify. In our example, we'll modify the footer at the
bottom of the page.
3. The Header & Footer Tools tab will appear on the Ribbon. From here, you can access
commands that will automatically include page numbers, dates, and workbook names. In our
example, we'll add page numbers.
4. The footer will change to include page numbers automatically.

To print a workbook:
1. Navigate to the Print pane, then select the desired printer.
2. Enter the number of copies you wish to print.
3. Select any additional settings if needed (see above interactive).
4. Click Print.
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Choosing a print area

Before you print an Excel workbook, it's important to decide exactly what information you want to print. For
example, if you have multiple worksheets in your workbook, you will need to decide if you want to print
the entire work book or only active worksheets. There may also be times when you want to print only
a selection of content from your workbook.
If you prefer, you can also set the print area in advance so you'll be able to visualize which cells will
be printed as you work in Excel. Simply select the cells you want to print, click the Page Layout tab,
select the Print Area command, then choose Set Print Area.
Mathematical operators
Excel uses standard operators for formulas, such as a plus

sign for addition (+), a minus sign for subtraction (-), an
asterisk for multiplication (*), a forward slash for division
(/), and a caret (^) for exponents.
All formulas in Excel must begin with an equals sign (=). This
is because the cell contains, or is equal to, the formula and the
value it calculates.
Understanding cell references
While you can create simple formulas in Excel manually (for

example, =2+2 or =5*5), most of the time you will use cell addresses to
create a formula. This is known as making a cell reference. Using cell
references will ensure that your formulas are always accurate because you
can change the value of referenced cells without having to rewrite the formula.
By combining a mathematical operator with cell references, you can create a

variety of simple formulas in Excel. Formulas can also include a combination
of cell references and numbers, as in the examples below:
To create a formula:
In our example below, we'll use a simple formula and cell references to calculate a budget.
1. Select the cell that will contain the formula. In our

example, we'll select cell B3.
2. Type the equals sign (=). Notice how it appears in both

the cell and the formula bar.
3. Type the cell address of the cell you want to reference

first in the formula: cell B1 in our example. A blue
border will appear around the referenced cell.
4. Type the mathematical operator you want to use. In

our example, we'll type the addition sign (+).
5. Type the cell address of the cell you want to reference

second in the formula: cell B2 in our example. A red
border will appear around the referenced cell.
6. Press Enter on your keyboard. The formula will be calculated, and the value will be displayed
in the cell
If the result of a formula is too large to be displayed in a cell, it may

appear as pound signs (#######) instead of a value. This means
the column is not wide enough to display the cell content.
Simply increase the column width to show the cell content.
Modifying values with cell references
The true advantage of cell references is that they allow you to update data in your worksheet without
having to rewrite formulas. In the example below, we've modified the value of cell B1 from $1,200 to
$1,800. The formula in B3 will automatically recalculate and display the new value in cell B3.
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To create a formula using the point-and-click method:

Rather than typing cell addresses manually, you can point and click on the cells you want to include in
your formula. This method can save a lot of time and effort when creating formulas. In our example below,
we'll create a formula to calculate the cost of ordering several boxes of plastic silverware.
1. Select the cell that will contain the formula. In our

example, we'll select cell D3.
2. Type the equals sign (=).
3. Select the cell you want to reference first in the

formula: cell B3 in our example. The cell
address will appear in the formula, and a dashed
blue line will appear around the referenced cell.
4. Type the mathematical operator you want to use.

In our example, we'll type the multiplication sign
(*).
5. Select the cell you want to reference second in the formula: cell C3 in our example. The cell
address will appear in the formula, and a dashed red line will appear aroundthe referenced cell.
6. Press Enter on your keyboard. The formula will be calculated, and the value will be displayed
in the cell.
Formulas can also be copied to adjacent cells with the fill handle, which can save a lot of time and
effort if you need to perform the same calculation multiple times in a worksheet.
Creating complex formulas

In the example below, we will demonstrate how Excel solves a complex formula using the order of
operations. Here, we want to calculate the cost of sales tax for a catering invoice. To do this, we'll write
our formula as =(D2+D3)*0.075 in cell D4. This formula will add the prices of our items together and then
multiply that value by the 7.5% tax rate (which is written as 0.075) to calculate the cost of sales tax.
Excel follows the order of operations and first adds the values inside the parentheses: (44.85+39.90) =
$84.75. It then multiplies that value by the tax rate: $84.75*0.075. The result will show that the sales tax
is $6.36.
Relative and Absolute Cell References
There are two types of cell references: relative and absolute. Relative and absolute references
behave differently when copied and filled to other cells. Relative references change when a formula is
copied to another cell. Absolute references, on the other hand, remain constant, no matter where they
are copied.
Relative references
By default, all cell references are relative references. When copied across multiple cells, they change
based on the relative position of rows and columns. For example, if you copy the formula =A1+B1 from
row 1 to row 2, the formula will become =A2+B2. Relative references are especially convenient
whenever you need to repeat the same calculation across multiple rows or columns.
To create and copy a formula using relative references :
In the following example, we want to create a formula that will multiply each item's price by
the quantity. Instead of creating a new formula for each row, we can create a single formula in
cell D2 and then copy it to the other
rows. We'll use relative references so the
formula correctly calculates the total for
each item.
1. Select the cell that will contain the

formula. In our example, we'll select
cell D2.
2. Enter the formula to calculate the

desired value. In our example, we'll
type =B2*C2.
3. Press Enter on your keyboard.
The formula will be calculated, and the result will be displayed in the cell.
4. Locate the fill handle in the bottom-right corner of the desired cell. In our example, we'll locate
the fill handle for cell D2.
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5. Click, hold, and drag the fill

handle over the cells you want to
fill. In our example, we'll select
cells D3:D12.
6. Release the mouse. The formula
will be copied to the selected
cells with relative references,
and the values will be calculated in
each cell.
You can double-click the filled

cells to check their formulas for
accuracy. The relative cell references
should be different for each cell,
depending on their rows.
Absolute references
There may be times when you do not want a cell reference to change when filling cells. Unlike relative
references, absolute references do not change when copied or filled. You can use an absolute reference
to keep a row and/or column constant.
An absolute reference is designated in a formula by the addition of a dollar sign ($). It can precede the
column reference, the row reference, or both.
You will generally use the $A$2 format when creating formulas that contain absolute references. The
other two formats are used much less frequently.
When writing a formula, you can press the F4 key on your keyboard to switch between relative and
absolute cell references. This is an easy way to quickly insert an absolute reference.
To create and copy a formula using absolute references:

In our example, we'll use the 7.5% sales tax rate in
cell E1 to calculate the sales tax for all items
in column D. We'll need to use the absolute cell
reference $E$1 in our formula. Because each formula
is using the same tax rate, we want that reference to
remain constant when the formula is copied and filled
to other cells in column D.
1. Select the cell that will contain the formula. In

our example, we'll select cell D3.
2. Enter the formula to calculate the desired value.
In our example, we'll type =(B3*C3)*$E$1.
3. Press Enter on your keyboard. The formula will
calculate, and the result will display in the cell.
4. Locate the fill handle in the bottom-right corner
of the desired cell. In our example, we'll locate the
fill handle for cell D3.
5. Click, hold, and drag the fill handle over the cells you want to fill: cells D4:D13 in example
6. Release the mouse. The formula will be copied to the selected cells with
an absolute reference, and the values will be calculated in each cell.
You can double-click the filled cells to check

their formulas for accuracy. The absolute
reference should be the same for each cell,
while the other references are relative to the
cell's row.
The parts of a function
In order to work correctly, a function must be

written a specific way, which is called
the syntax. The basic syntax for a function is
the equals sign (=), the function name (SUM, for example), and one or more arguments.
Arguments contain the information you want to calculate. The function in the example below would add the
values of the cell range A1:A20.
Working with arguments
Arguments can refer individual cells and cell

to both
ranges and must be enclosed within parentheses. You can
include one argument or multiple arguments, depending on the syntax
required for the function.
For example, the function =AVERAGE (B1:B9) would calculate

the average of the values in the cell range B1:B9. This function contains only one argument.
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Multiple arguments must be separated by a comma. For example, the function =SUM(A1:A3,
C1:C2, E1) will addthe values of all the cells in the three arguments.
Creating a function
Excel has a variety of functions available. Here are some of the most common functions you'll use:
 SUM: This function adds all of the values of the cells in the argument.
 AVERAGE: This function determines the average of the values included in the argument. It
calculates the sum of the cells and then divides that value by the number of cells in the argument.
 COUNT: This function counts the number of cells with numerical data in the argument. This
function is useful for quickly counting items in a
cell range.
 MAX: This function determines
the highest cell value included in the
argument.
 MIN: This function determines the lowest cell
value included in the argument.
To create a function using the AutoSum
command:
The AutoSum command allows you to automatically
insert the most common functions into your formula,
including SUM, AVERAGE, COUNT, MIN, and MAX. In our example below, we'll create a function to calculate
the total cost for a list of recently ordered items using the SUM function.
1. Select the cell that will contain the function. In our example, we'll select cell D12.
2. In the Editing group on the Home tab, locate and select the arrow next to
the AutoSum command and then choose the desired function from the drop-down menu. In our
example, we'll select Sum.
3. The selected function will appear in the cell. If logically placed, the AutoSum command
will automatically select a cell range for the argument. In our example, cells D3:D11 were
selected automatically and their values will be added together to calculate the total cost. You can
also manually enter the desired cell range into the argument.
4. Press Enter on your keyboard. The function will be calculated, and the result will appear in the
cell. In our example, the sum of D3:D11 is $606.05.
The Function Library
While there are hundreds of functions in Excel, the ones you use most frequently will depend on the type
of data your workbooks contains. There is no need to learn every single function, but exploring some of
the different types of functions will be helpful as you create new projects. You can search for functions by
category, such as Financial, Logical, Text, Date & Time, and more from the Function Library on
the Formulas tab.
 To access the Function Library, select the Formulas tab on the Ribbon.
The Function Library will appear.
To insert a function from the Function Library:

In our example below, we'll use a function to calculate the number of business days it took to receive
items after they were ordered. In our example, we'll use the dates in columns B and C to calculate the
delivery time in columnD.
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1. Select the cell that will contain the function. In

our example, we'll select cell D3.
2. Click the Formulas tab on the Ribbon to

access the Function Library.
3. From the Function Library group, select the

desired function category. In our example,
we'll choose Date & Time.
4. Select the desired function from the drop-

down menu. In our example, we'll select
the NETWORKDAYSfunction to count the number of business days between the ordered date
and received date.
5. The Function Arguments dialog box will

appear. From here, you'll be able to enter or
select the cells that will make up the arguments
in the function. In our example, we'll enter B3 in
the Start date: field and C3 in theEnd
date: field.
6. When you're satisfied with the arguments,
click OK.
7. The function will be calculated, and
the result will appear in the cell. In our example,
the result shows that it took four business
days to receive the order.
Like formulas, functions can be copied to adjacent cells. Hover the mouse over the cell that contains
the function, then click, hold, and drag the fill handle over the cells you want to fill. The function will
be copied, and values for those cells will be calculated relative to their rows or columns
The Insert Function command

If you're having trouble finding the right function, the Insert Function command allows you to search for
functions using keywords. While it can be useful, this command is sometimes difficult to use. If you don't
have much experience with functions, you may have more success browsing the Function
Library instead. For more advanced users, however, the Insert Function command can be a powerful
way to find a function quickly.
To use the Insert Function command:

In our example below, we want to find a function that will count the total number of items ordered. We
want to count the cells in the Item column, which uses text. We cannot use the basic COUNT function
because it will only count cells with numerical information. Instead, we will need to find a function that
counts the total number of cells within a cell range.
1. Select the cell that will contain the function. In our example, we'll select cell B16.
2. Click the Formulas tab on the Ribbon, then select

the Insert
3. Function command.
4. The Insert Function dialog box will appear.
5. Type a few keywords describing the calculation you

want the function to perform, then click Go. In our
example, we'll type Count cells, but you can also
search by selecting a category from the drop-down
list.
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6. Review the results to find the desired function, then click OK. In our example, we'll
choose COUNTA because it will count the number of cells in a cell range.
7. The Function Arguments dialog box will appear.

Select the Value1: field, then enter or select the
desired cells. In our example, we'll enter the cell
range A3:A10. You may continue to add arguments
in the Value2: field, but in this case we only want to
count the number of cells in the cell range A3:A10.
8. When you're satisfied, click OK.
9. The function will be calculated, and the result will

appear in the cell. In our example, the result shows
that a total of eight items were ordered.
To freeze rows:
You may want to see certain rows or columns
all the time in your worksheet,
especially header cells. By freezing rows or
columns in place, you'll be able to scroll through
your content while continuing to view the frozen
cells.
1. Select the row below the row(s) you want to freeze. In our example, we want to freeze
rows 1 and 2, so we'll select row 3.
2. Click the View tab on the Ribbon.
3. Select the Freeze Panes command, then choose Freeze Panes from the drop-down menu.
4. The rows will be frozen in place, as indicated by the gray line. You can scroll down the
worksheet while continuing to view the frozen rows at the top. In our example, we've scrolled
down to row 18.
To freeze columns:
1. Select the column to the right of the column(s) you want to freeze. In our example, we want to
freezecolumn A, so we'll select column B.
2. Click the View tab on the Ribbon.

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3. Select the Freeze Panes command, then choose Freeze Panes from the drop-down menu.
4. The column will be frozen in place, as indicated by the gray line. You can scroll across the
worksheet while continuing to view the frozen column on the left. In our example, we've scrolled
across to column E.
To unfreeze rows or columns, click the Freeze Panes command, then select Unfreeze Panes from
the drop-down menu.
If you only need to freeze the top row (row 1) or first column (column A) in the worksheet, you can
simply select Freeze Top Row or Freeze First Column from the drop-down menu.
To sort a sheet:
In our example, we'll sort a T-shirt order form alphabetically by Last Name (column C).
1. Select a cell in the column you want to sort by. In our example, we'll select cell C2.
2. Data tab on the Ribbon, then click the Ascending command

Select the to Sort A to Z,
or the Descending command to Sort Z to A. In our example, we'll click
the Ascending command.
3. The worksheet will be sorted by the selected column. In our example, the worksheet is now
last name.
sorted by
To sort a range:
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In our example, we'll select a separate table in our T-shirt order form to sort the number of shirts that
were ordered on different dates.
1. Select the cell range you want to sort. In our example, we'll select cell range
2. Select the Data tab on the Ribbon, then click the Sort command.
3. The Sort dialog box will appear. Choose the column you want to sort by. In our example, we
want to sort the data by the number of T-shirt orders, so we'll select Orders.
4. Decide thesorting order (either ascending or descending). In our example, we'll

use Smallest to Largest.
5. Once you're satisfied with your selection, click OK.

6. sorted by the selected column. In our example, the Orders column will
The cell range will be
be sorted from lowest to highest. Notice that the other content in the worksheet was not
affected by the sort.
Custom sorting
Sometimes you may find that the default sorting options can't sort data in the order you need. Fortunately,
Excel allows you to create a custom list to define your own sorting order.
To create a custom sort:

In our example below, we want to sort the worksheet by T-Shirt Size (column D). A regular sort would
organize the sizes alphabetically, which would be incorrect. Instead, we'll create a custom list to sort from
smallest to largest.
1. Select a cell in the column you want to sort by. In our example, we'll select cell D2.
2. Select the Data tab, then click

the Sort command.
3. The Sort dialog box will appear. Select
the column you want to sort by, then
choose Custom List... from theOrder field. In our
example, we will choose to sort by T-Shirt Size.
4. The Custom Lists dialog box will appear.

Select NEW LIST from the Custom Lists: box.
5. Type the items in the desired
custom order in the List entries: box. In
our example, we want to sort our data by T-
shirt size from smallest to largest, so we'll
type Small, Medium, Large, and X-Large,
pressing Enter on the keyboard after each
item.
6. Click Add to save the new sort order. The

new list will be added to the Custom
lists: box. Make sure the new list is selected, then click OK.
7. The Custom Lists dialog box will close. Click OK in the Sort dialog box to perform the custom
sort.
8. The worksheet will be sorted by the custom order. In our example, the worksheet is now
organized by T-shirt size from smallest to largest.
Sorting levels
If you need more control over how your data is sorted, you can add multiple levels to any sort. This allows
you to sort your data by more than one column.
To add a level:
In our example below, we'll sort the worksheet by Homeroom Number (column A), then by Last
Name (column C).
1. Select a cell in the column you want to sort by. In our example, we'll select cell A2.
2. Click the Data tab, then select

the Sort command.
3. The Sort dialog box will appear. Select the first

column you want to sort by. In this example, we
will sort by Homeroom # (column A).
4. Click Add Level to add another column to sort

by.
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5. Select the next column you want to sort by, then click OK. In our example, we'll sort
by Last Name (column C).

6. The worksheet will be sorted according to the selected order. In our example, the homeroom
numbers are sorted numerically. Within each homeroom, students are sorted alphabetically by last
name.If you need to change the order of a multilevel sort, it's easy to control which column is
sorted first. Simply select the desired column, then click the Move Up or Move Down arrow to
adjust its priority.
To filter data:
1. In order for filtering to work correctly, your worksheet should include a header row, which is
used to identify the name of each column. In our example, our worksheet is organized into
different columns identified by the header cells in row 1: ID#, Type, Equipment Detail, and
so on.
2. Select the Data tab, then click

the Filter command.
3. A drop-down arrow will appear
in the header cell for each column.
4. Click the drop-down arrow for the

column you want to filter. In our example, we will filter column B to view only certain types of
equipment.
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5. The Filter menu will appear.

6. Uncheck the box next to Select All to quickly deselect all data.
7. Check the boxes next to the data you want to filter, then click OK. In this example, we will
check Laptop and Tablet to view only those types of equipment.
8. The data will be filtered, temporarily hiding any content that doesn't match the criteria. In our
example, only laptops and tablets are visible.
Advanced filtering
If you need to filter for something specific, basic filtering may not give you enough options. Fortunately,
Excel includes many advanced filtering tools, including search, text, date, and number filtering, which
can narrow your results to help find exactly what you need
Creating subtotals
The Subtotal command allows you to automatically create groups and use common functions like
SUM, COUNT, and AVERAGE to help summarize your data. For example, the Subtotal command
could help to calculate the cost of office supplies by type from a large inventory order. It will create a
hierarchy of groups, known as an outline, to help organize your worksheet.
To create a subtotal:
In our example, we will use the Subtotal command with a T-shirt order form to determine how many T-
shirts were ordered in each size (Small, Medium, Large, and X-Large). This will create an outline for our
worksheet with a group for each T-shirt size and then count the total number of shirts in each group.
1. First, sort your worksheet by the data you want to subtotal. In this example, we will create a
subtotal for each T-shirt size, so our worksheet has been sorted by T-shirt size from smallest to
largest.
2. Select the Data tab, then click the Subtotal command.
3. The Subtotal dialog box will appear. Click the drop-down arrow for the At each change
in: field to select thecolumn you want to subtotal. In our example, we'll select T-Shirt Size.
4. Click the drop-down arrow for the Use function: field to select
the function you want to use. In our example, we'll select COUNT to
count the number of shirts ordered in each size.
5. In the Add subtotal to: field, select the column where you want
the calculated subtotal to appear. In our example, we'll select T-
Shirt Size.
6. OK.
When you're satisfied with your selections, click
7. The worksheet will be outlined into groups, and the subtotal will
be listed below each group. In our example, the data is now grouped by T-
shirt size, and the number of shirts ordered in that size appears below each
group.
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To remove subtotals:
Sometimes you may not want to keep subtotals in your worksheet, especially if you want to reorganize
data in different ways. If you no longer want to use subtotaling, you'll need remove it from your worksheet.
1. Select the Data tab, then click the Subtotal command.

2. The Subtotal dialog box will appear. Click Remove All.
3. All worksheet data will be ungrouped, and the subtotals will be removed.
To remove all groups without deleting the subtotals, click the Ungroup command drop-down arrow,
then choose Clear Outline.
To format data as a table:

1. Select the cells you want to format as a table. In our example, we'll select the cell
range A4:D10.
2. From the Home tab, click the Format as Table command in the Styles group.
3. Select a table style from the drop-down menu.
4. A dialog box will appear, confirming the selected cell
range for the table.
5. If your table has headers, check the box next to My
table has headers, then click OK.
6. The cell range will be formatted in the selected table style.

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Tables include filtering by default. You can filter your data at any time using the drop-down
arrows in the header cells.
Understanding charts
Excel has several different types of charts, allowing you to choose the one that best fits your data. In
order to use charts effectively, you'll need to understand how different charts are used
To insert a chart:
1. Select the cells you want to chart, including the column titles and row labels. These cells will
be the source data for the chart. In our example, we'll select cells A1:F6.
2. From the Insert tab, click the desired Chart command. In our example, we'll select Column.
3. Choose the desired chart type from the drop-down menu.

4. The selected chart will be inserted in the worksheet.
If you're not sure which type of chart to use, the Recommended Charts command will suggest
several different charts based on the source data.
Chart layout and style

After inserting a chart, there are several things you may
want to change about the way your data is displayed. It's
easy to edit a chart's layout and style from
the Design tab.
 Excel allows you to add chart elements—such

as chart titles, legends, and data labels—to make
your chart easier to read. To add a chart element, click
the Add Chart Element command on the Design tab,
then choose the desired element from the drop-down
menu.
 To edit a chart element, like a chart title, simply

double-click the placeholder and begin typing.
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 If you don't want to add chart elements individually, you can use one of Excel's predefined
layouts. Simply click the Quick Layout command, then choose the desired layout from the drop-
down menu.
 Excel also includes several different chart styles, which allow you to quickly modify the look and
feel of your chart. To change the chart style, select the desired style from the Chart styles group.
You can also use the chart formatting shortcut buttons to quickly add chart elements, change
the chart style, and filter the chart data.
To change the chart type:

If you find that your data isn't well suited to a certain chart, it's easy to switch to a new chart type. In our
example, we'll change our chart from a Column chart to a Line chart.
1. From the Design tab, click the Change Chart Type command.
2. The Change Chart Type dialog box will appear. Select a new chart type and layout, then
click OK. In our example, we'll choose a Line chart.
3. The selected chart type will appear. In our example, the line chart makes it easier to see trends
in the sales data over time.
Sparklines
Sometimes you may want to analyze and view trends in your data without creating an entire
chart. Sparklines are miniature charts that fit into a single cell. Because they're so compact, it's easy
to include several sparklines in a workbook.
Types of sparklines
There are three different types of spark lines: Line, Column,

and Win/Loss. Line and Column work the same as line and column charts. Win/Loss is similar
to Column, except it only shows whether
each value
is positive o rnegative instead of
how high or l ow the values are. All three types
can
display mark ers at important points,
such as the
highest and l owest poin ts, to make them
easier to read.
Why use sparklines?
Sparklines have certain advantages over charts. For example, let's say you have 1,000 rows of data. A
traditional chart would have 1,000 data series to represent all of the rows, making relevant data difficult to
find. But if you placed a sparkline on each row, it will be right next to its source data, making it easy to
see relationships andtrends for multiple data series at the same time.
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In the image below, the chart is extremely

cluttered and difficult to follow, but the
sparklines allow you to clearly follow each
salesperson's data.
Sparklines are ideal for situations when you

need a clear overview of the data at a
glance and when you don't need all of the
features of a full chart. On the other hand,
charts are ideal for situations when you want
to represent the data in greater detail,
and they are often better
for comparing different data series.
To create sparklines:
Generally, you will have one sparkline for each row, but you can create as many as you want in any
location. Just likeformulas, it's usually easiest to create a single sparkline and then use the fill handle to
create sparklines for the adjacent rows. In our example, we'll create sparklines to help visualize trends in
sales over time for each salesperson.
1. Select the cells that will serve as the source data for the first sparkline. In our example, we'll
select the cell range B2:G2.
2. Select the Insert tab, then choose the desired Sparkline from the Sparklines group. In our
example, we'll choose Line.
3. The Create Sparklines dialog box will appear. Use the

mouse to select the cell where the sparkline will appear,
then click OK. In our example, we'll select cell H2, and the
cell reference will appear in the Location Range: field.
4. The sparkline will appear in the specified cell.
5. Click, hold, and drag the fill handle to create sparklines in adjacent cells.
6. Sparklines will be created for the selected cells. In our example, the sparklines show
clear trends in sales over time for each salesperson in our worksheet.
Track Changes and Comments
Let's say someone asked you to proofread or collaborate on a workbook. If you had a printed copy, you
might use a red pen to edit cell data, mark spelling errors, or add comments in the margins. Excel allows
you to do all of these things electronically using the Track Changes and Comments features.
Understanding Track Changes

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When you turn on the Track Changes feature, every cell you edit will be highlighted with a unique
border and indicator. Selecting a marked cell will show the details of the change. This allows you and other
reviewers to see what's been changed before accepting the revisions permanently.
To turn on Track Changes:

1. From the Review tab, click the Track Changes command, then select Highlight
Changes... from the drop-down menu.
2. Highlight Changes dialog box will appear. Check the box next to Track changes
The
while editing. Verify the box is checked for Highlight changes on screen, then
click
OK.
3. If prompted, click OK to allow Excel to save your workbook.
4. Track Changes will be turned on.

A triangle and border color will appear in any
cell you edit. If there are multiple reviewers, each
person will be assigned a different color.
5. Select the edited cell to see a summary of the tracked changes. In our example below, we've
changed the content of cell E11 from ? to Tyler.
When you turn on Track Changes, your workbook will be shared automatically. Shared workbooks
are designed to be stored where other users can access and edit the workbook at the same time, such
as a network. However, you can also track changes in a local or personal copy, as seen throughout
this lesson.
Reviewing changes
Tracked changes are really just suggested changes. To become permanent, the changes must
be accepted. On the other hand, the original author may disagree with some of the tracked changes and
choose to reject them.
To review tracked changes:

1. From the Review tab, click Track Changes, then select Accept/Reject Changes from the drop-
down menu.
2. If prompted, click OK to save your workbook.

3. A dialog box will appear. Make sure the box next to the When: field is checked and set to Not
yet reviewed, then click OK.
4. A dialog box will appear. Click Accept or Reject for each change in the workbook. Excel will
move through each change automatically until you have reviewed them all.
5. Even after accepting or rejecting changes, the tracked changes will still appear in your
workbook. To remove them completely, you'll need to turn off Track Changes. From
the Review tab, click Track Changes, then select Highlight Changes from the drop-down menu.
6. A dialog box will appear. Uncheck the box next to Track changes while editing, then click OK.
7. Click Yes to confirm that you want to turn off Track Changes and stop sharing your workbook.
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To accept or reject all the changes at once, click Accept All or Reject All in the Accept or Reject
Changes dialog box.
Turning off Track Changes will remove any tracked changes in your workbook. You will not be able to
view, accept, or reject changes; instead, all changes will all be accepted automatically. Always review
the changes in your worksheet before turning off Track Changes.
Comments
Sometimes you may want to add a comment to provide feedback instead of editing the contents of a cell.
While often used in combination with Track Changes, you don't necessarily need to have Track Changes
turned on to use comments.
To add a comment:
1. Select the cell where you want the comment to
appear. In our example, we'll select cell E8.
2. From the Review tab, click the New
Comment command.
3. A comment box will appear. Type your comment,
then click anywhere outside the box to close the
comment.
4. The comment will be added to the cell, represented by the red triangle in the top-right corner.
5. Select the cell again to view the comment.
To edit a comment:
1. Select the cell containing the comment you
want to edit.
2. From the Review tab, click the Edit
Comment command.
3. The comment box will appear. Edit the
comment as desired, then click anywhere
outside the box to close the comment.
To show or hide comments:

1. From the Review tab, click the Show All Comments command to view every comment in your
worksheet at the same time.
2. All comments in the worksheet will appear.
Click the Show All Comments command again
to hide them.
You can also choose to show and hide individual

comments by selecting the desired cell and then
clicking the Show/Hide Comment command.
To delete a comment:
1. Select the cell containing the comment you
want to delete. In our example, we'll select
cell E8.
2. From the Review tab, click
the Delete command in the Comments group.
3. The comment will be deleted.
To use Spell Check:
1. From the Review tab, click
2. the Spelling command.
3. The Spelling dialog box will appear. For each spelling error in your worksheet, Spell Check
will try to offersuggestions for the correct spelling. Choose a suggestion, then
click Change to correct the error.
4. A dialog box will appear after reviewing all spelling errors. Click OK to close Spell Check.
If there are no appropriate suggestions, you can also enter the correct spelling manually.
Ignoring spelling "errors"
Spell Check isn't always correct. It will sometimes mark certain words as incorrect, even if they're
spelled correctly. This often happens with names, which may not be in the dictionary. You can
choose not to change a spelling "error" using one of three options:
 Ignore Once: This will skip the word without changing it.
 Ignore All: This will skip the word without changing it and also skip all other instances of the
word in your worksheet.
 Add: This adds the word to the dictionary so it will never appear as an error again. Make sure
the word is spelled correctly before choosing this option.
Document Inspector
Whenever you create or edit a workbook, certain personal information may be added to the file
automatically. You can use the Document Inspector to remove this kind of information before sharing a
workbook with others.
Because some changes may be permanent, it's a good idea to save an additional copy of your
workbook before using the Document Inspector to remove information.
To use the Document Inspector:

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2. From the Info pane, click Check for Issues, then select Inspect Document from the drop-down
menu.
3. The Document Inspector will appear. Check or uncheck boxes, depending on the content you
want to review, then click Inspect. In our example, we'll leave everything selected.
4. The inspection results will appear. In our example, we can see that our workbook contains
some personal information, so we'll click Remove All to remove that information from the
workbook.
5. When you're done, click Close.
Protecting your workbook
By default, anyone with access to your
workbook will be able to open, copy, and
edit its content unless you protectit.
There are many different ways to protect
a workbook, depending on your needs.
To protect your workbook:

1. Click the File tab to
access backstage view.
2. From the Info pane, click
the Protect Workbook command.
3. In the drop-down menu, choose
the option that best suits your
needs. In our example, we'll
select Mark as Final. Marking your workbook as final is a good way to discourage others from
editing the workbook, while the other options give you even more control if needed.
4. A dialog box will appear, prompting you to save.

Click OK.
5. Another dialog box will appear. Click OK.
6. The workbook will be marked as final.
Marking a workbook as final will not prevent someone from editing it. If you want to prevent people
from editing it, you can use the Restrict Access option instead.
Conditional Formatting
Let's say you have a worksheet with thousands of rows of data. It would be extremely difficult to see
patterns and trends just from examining the raw information. Similar to charts and spark lines,
conditional formatting provides another way to visualize data and make worksheets easier to
understand.
Understanding conditional formatting
Conditional formatting allows you to automatically apply formatting—such as colors, icons, and data
bars—to one or more cells based on the cell value. To do this, you'll need to create a conditional
formatting rule. For example, a conditional formatting rule might be: If the value is less than
$2000, color the cell red. By applying this rule, you'd be able to quickly see which cells contain
values less than $2000.
To create a conditional formatting rule:
In our example, we have a worksheet containing sales data, and we'd like to see which salespeople are
meeting their monthly sales goals. The sales goal is $4000 per month, so we'll create a conditional
formatting rule for any cells containing a value higher than 4000
1. Select the desired cells for the conditional formatting rule.
2. From the Home tab, click the Conditional Formatting command. A drop-down menu will
appear.
3. Hover the mouse over the desired conditional formatting type, then select the desired
rule from the menu that appears. In our example, we want to highlight cells that are greater
than $4000.
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4. A dialog box will appear. Enter the desired value(s) into the blank field. In our example, we'll
enter 4000 as our value.
5. Select a formatting style from the drop-down menu. In our example, we'll choose Green
Fill with Dark Green Text, then click OK.
6. The conditional formatting will be applied to the selected cells. In our example, it's easy to see
which salespeople reached the $4000 sales goal for each month.
You can apply multiple conditional formatting rules to a cell range or worksheet, allowing you to
visualize different trends and patterns in your data.
To remove conditional formatting:

1. Conditional
Click the
2. Formatting command. A drop-down
menu will appear.
3. Hover the mouse over Clear
Rules, and choose which rules you want
to clear. In our example, we'll select Clear
Rules from Entire Sheet to remove all
conditional formatting from the worksheet.
4. The conditional formatting will be removed.
Click Manage Rules to edit or

delete individual rules. This is especially
useful if you have applied multiple rules to a worksheet.
Conditional formatting presets

Excel has several predefined styles—or presets—you can use to quickly apply conditional formatting to
your data. They are grouped into three categories:
 Data Bars are horizontal bars added to each

cell, much like a bar graph.
 Color Scales change the color of each cell

based on its value. Each color scale uses a two- or three-color gradient. For example, in the Green
- Yellow - Red color scale, the highest values are
green, the averagevalues are yellow, and
the lowest values are red.
 Icon Sets add a specific icon to each cell based

on its value.
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To use preset conditional formatting:

1. Select the desired cells for the conditional
formatting rule.
2. Click the Conditional Formatting command. A

drop-down menu will appear.
3. Hover the mouse over the desired preset, then choose a preset style from the menu that
appears.
4. The conditional formatting will be applied to the selected cells.
PivotTables
When you have a lot of data, it can sometimes be difficult to analyze all of the information in your
worksheet. PivotTables can help make your worksheets more manageable by summarizing data
and allowing you to manipulate it in different ways.
Using PivotTables to answer questions

Let's say we wanted to answer the question: What is the amount sold by each
salesperson? for the sales data in the example below. Answering this question could be time
consuming and difficult—each salesperson appears on multiple rows, and we would need to total all of
their different orders individually. We could use the Subtotalcommand to help find the total for each
salesperson, but we would still have a lot of data to work with.
Fortunately, a PivotTable can instantly calculate and summarize the data in a way that's both
easy to read and manipulate. When we're done, the PivotTable will look something like this:
Once you've created a PivotTable, you can use it to answer different questions by rearranging—
or pivoting—the data. For example, if we wanted to answer the question: What is the total
amount sold in each month?
To create a PivotTable:
1. Select the table or cells (including column headers) containing the data you want to use.
2. From the Insert tab, click the PivotTable command.
3. The Create PivotTable dialog box will appear. Choose your settings, then click OK. In our
example, we'll useTable1 as our source data and place the PivotTable on a new worksheet.
4. A blank PivotTable and Field List will appear on a new worksheet.

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5. Once you create a PivotTable, you'll need to decide which fields to add. Each field is simply
a column headerfrom the source data. In the PivotTable Field List, check the box for each field
you want to add. In our example, we want to know the total amount sold by each salesperson,
so we'll check
the Salesperson andOrder Amount fields.
6. The selected fields will be added to one of the four areas below the Field List. In our example,
theSalesperson field has been added to the Rows area, while the Order Amount has been
added to the Valuesarea. Alternatively, you can click, hold, and drag a field to the desired area.
7. The PivotTable will calculate and summarize the selected fields. In our example, the PivotTable
shows the amount sold by each salesperson.
Just like with normal spreadsheet data, you can sort the data in a
PivotTable using the Sort & Filtercommand in the Home tab.
You can also apply any type of number formatting you want.
For example, you may want to change the Number
Format to Currency. However, be aware that some types of
formatting may disappear when you modify the PivotTable.
If you change any of the data in your source worsheet, the

PivotTable will not update automatically. To manually update it,
select the PivotTable and then go to Analyze Refresh.
Filters
Sometimes you may want focus on just a certain section of your data. Filters can be used to narrow
down the data in your PivotTable, allowing you to view only the information you need.
Slicers
Slicers make filtering data in PivotTables even easier. Slicers are basically just filters, but they're easier
and faster to use, allowing you to instantly pivot your data. If you frequently filter your PivotTables, you may
want to consider using slicers instead of filters.
To add a slicer:
1. Select any cell in the PivotTable.
2. From the Analyze tab, click the Insert Slicer command.
3. A dialog box will appear. Select the desired field. In our example, we'll select Salesperson, then
click OK.
4. The slicer will appear next to the PivotTable. Each selected item will be highlighted in blue. In
the example below, the slicer contains a list of all salespeople, and six of them are currently
selected.
5. Just like filters, only selected items are used in the PivotTable. When
you select or deselect items, the PivotTable will instantly reflect the changes. Try selecting
different items to see how they affect the PivotTable. Press and hold the Ctrl key on your
keyboard to select multiple items from a slicer.
You can also click the Filter icon in the top-right corner to select all items from the slicer at once.
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PivotCharts
Pivot Charts are like regular charts, except they display data from a PivotTable. Just like regular
charts, you'll be able to select a chart type, layout, and style that will best represent the data.
To create a PivotChart:
In this example, our PivotTable is showing each person's total sales per month. We'll use a PivotChart so
we can see the information more clearly.
1. Select any cell in your PivotTable.

2. From the Insert tab, click the PivotChart command.
3. The Insert Chart dialog box will appear. Select the desired chart type and layout, then
click OK.
4. The PivotChart will appear.
Try using slicers or filters to change the data that is displayed. The PivotChart will automatically
adjust to show the new data.
What-If Analysis
Excel includes many powerful tools to perform complex mathematical calculations, including what-if
analysis. This feature can help you experiment and answer questions with your data, even
when the data is incomplete. In this lesson, you will learn how to use a what-if analysis tool called Goal
Seek.
Goal Seek
Whenever you create a formula or function in Excel, you put various parts together to calculate
a result. Goal Seekworks in the opposite way: It lets you start with the desired result, and it
calculates the input value that will give you that result. We'll use a few examples to show how to use
Goal Seek.
To use Goal Seek (Example ):
Let's say you're enrolled in a class. You currently have a grade of 65, and you need at least a 70 to pass
the class. Luckily, you have one final assignment that might be able to raise your average. You can use
Goal Seek to find out what grade you need on the final assignment to pass the class.
In the image below, you can see that the grades on the first four assignments are 58, 70, 72, and 60.
Even though we don't know what the fifth grade will be, we can write a formula—or function—that
calculates the final grade. In this case, each assignment is weighted equally, so all we have to do is
average all five grades by typing=AVERAGE (B2:B6). Once we use Goal Seek, cell B6 will show us
the minimum grade we'll need to make on that assignment.
1. Select the cell whose value you want to change. Whenever

you use Goal Seek, you'll need to select a cell that already
contains a formula or function. In our example, we'll
select cell B7 because it contains the
2. formula=AVERAGE(B2:B6).
3. From the Data tab, click the What-
If Analysis command, then select Goal Seek from the
drop-down menu.
4. A dialog box will appear with three fields:

o Set cell: This is the cell that will contain the desired result. In our example, cell B7 is
already selected.
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o To value: This is the desired result. In our example, we'll enter 70 because we need
to earn at least that to pass the class.
o By changing cell: This is the cell where Goal Seek will place its answer. In our
B6because we want to determine the grade we need to earn on the
example, we'll select cell
final assignment.
5. When you're done, click OK.
6. The dialog box will tell you if Goal Seek was able to find a
solution. Click OK.
7. The result will appear in the specified cell. In our example, Goal
Seek calculated that we will need to score at least a 90 on the
final assignment to earn a passing grade.
Other types of what-if analysis
For more advanced projects, you may want to consider the other types of what-if
analysis: scenarios and data tables. Instead of starting from the desired result and working
backward, like Goal Seek, these options allow you to test multiple values and see how the results change.
 Scenarios let you substitute values for multiple cells (up to 32) at the same time. You can
create as many scenarios as you want and then compare them without changing the values
manually. In the example below, we're using scenarios to compare different venues for an
upcoming event.
 Data tables allow you to take one or two variables in a formula and replace them with as
many different values as you want, then view the results in a table. This option is
especially powerful because it showsmultiple results at the same time,unlike scenarios or
Goal Seek. In the example below, we can view 24 possible results for a car loan.
MICROSOFT OFFICE POWERPOINT 2013
Introduction
PowerPoint 2013 is a presentation software that allows you to create dynamic slide presentations. Slideshows
can include animation, narration, images, videos, and much more.
Opening PowerPoint 2013
When you open PowerPoint 2013 for the first time, the Start Screen will appear. From here, you'll be able to
create a new presentation, choose a template, and access your recently edited presentations.
From the Start Screen, locate and select Blank Presentation.
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A new presentation will appear.
The Ribbon
PowerPoint 2013 uses a tabbed Ribbon system instead of traditional menus. The Ribbon contains multiple
tabs, each with several groups of commands. You will use these tabs to perform the most common tasks in
PowerPoint.
Exploring the Ribbon
You'll need to move between tabs to perform common tasks in PowerPoint. Knowing where to find the right
command will make PowerPoint easier to use.
Click the arrows in the slideshow below to learn more about the different commands available within each tab on
the Ribbon.
The Hom
e tab gives
you
access to the most commonly used commands, including copy and paste, formatting, and the New
Slide command. The Home tab is selected by default whenever you open PowerPoint.
To minimize and maximize the Ribbon:
The Ribbon is designed to respond to your current task, but you
can choose to minimize it if you find that it takes up too much
screen space.
Click the Ribbon Display Options arrow in the upper-right
corner of the Ribbon.
Select the desired minimizing option from the drop-down menu:
Autohide Ribbon: Autohide displays PowerPoint in full-screen
mode and completely hides the Ribbon. Toshow the Ribbon,
click the Expand
Ribbon command at the top of screen.
Show Tabs: This option hides all command groups when not in
use, but tabs will remain visible. To show the Ribbon, simply
click a tab.
Show Tabs and Commands: This option maximizes the Ribbon. All of the tabs and commands will be visible.
This option is selected by default when you open PowerPoint for the first time.
To add commands to the Quick Access toolbar:

Click the drop-down arrow to the right of the Quick Access toolbar.
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Select the command you want to add from the drop-down menu. To
choose from more commands, selectMore Commands.
The command will be added to the Quick Access toolbar.
The Ruler, guides, and gridlines
PowerPoint includes several tools to help organize and arrange
content on your slides, including the Ruler, guides,
and gridlines. These tools make it easier to align objects on
your slides. Simply click the check boxes in the Show group on
the View tab to show and hide these tools.
Simply click and drag to move the horizontal or vertical guides to a new
position.
Creating and Opening Presentations
PowerPoint files are called presentations. Whenever you start a new project
in PowerPoint, you'll need to create a new presentation, which can either
be blank or from a template. You'll also need to know how to open an
existing presentation.
To create a new presentation:
Select the File tab to go to Backstage view.
Select New on the left side of the window, then click Blank Presentation or choose a theme.
A new presentation will appear.

To open an existing presentation:
The Open dialog box will appear. Locate and select your presentation, then click Open.
If you've opened the desired

presentation recently, you can browse your Recent Presentations instead of searching
for the file.
Save and Save As
PowerPoint offers two ways to save a file: Save and Save As. These options work in similar ways, with a few
important differences:
Save: When you create or edit a presentation, you'll use the Save command to save your changes. You'll use this
command most of the time. When you save a file, you'll only need to choose a file name and location the first
time. After that, you can just click the Save command to save it with the same name and location.
Save As: You'll use this command to create a copy of a presentation while keeping the original. When you use
Save As, you'll need to choose a different name and/or location for the copied version.
Exporting presentations
By default, PowerPoint presentations are saved
in the .pptx file type. However, there may be
times when you need to use another file type,
such as a PDF or PowerPoint 97-2003
presentation. It's easy to export your
presentation from PowerPoint in a variety of file
types:
PDF: Saves the presentation as a PDF
document instead of a PowerPoint file
Video: Saves the presentation as a video
Package for CD: Saves the presentation in a
folder along with the Microsoft PowerPoint
Viewer, a special slide show player anyone can
download
Handouts: Prints a handout version of your slides
Other file type: Saves in other file types, including PNG and PowerPoint 97-2003
To export a presentation:
In our example, we'll save the presentation as
a PowerPoint 97-2003 file.
Click the File tab to
access Backstage view.
Click Export, then choose the desired option. In our example, we'll
select Change File Type.
Select a file type, then click Save As.
PowerPoint presentations are made up of a series of slides.

Slides contain the information you will present to your audience.
This might include text, pictures, and charts. Before you start creating presentations, you'll need to
know the basics of working with slides and slide layouts.
Optional: Download our practice presentation.
Understanding slides and slide layouts
When you insert a new slide, it will usually have placeholders. Placeholders can contain different types of
content, including text and images. Some placeholders have placeholder text, which you can replace with your
own text. Others have thumbnail icons that allow you to insert pictures, charts, and videos.
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Slides have different layouts for placeholders, depending on the type of information you want to include.
Whenever you create a new slide, you'll need to choose a slide layout that fits your content.
To insert a new slide:

Whenever you start a new presentation, it will contain one slide with the Title Slide layout. You can insert as
many slides as you need from a variety of layouts.
From the Home tab, click the bottom half of the New Slide command.
Working with slides
Duplicate slides: If you want to copy and paste a slide quickly, you can duplicate it. To duplicate slides,
select the slide you want to duplicate, right-click the mouse, and choose Duplicate Slide from the menu that
appears. You can also duplicate multiple slides at once by selecting them first.
Move slides: It's easy to change the order of your slides. Just click,
hold, and drag the desired slide in the Slide Navigation pane to the
desired position.
Delete slides: If you want to remove a slide from your presentation,
you can delete it. Simply select the slide you want to delete, then press
the Delete or Backspace key on your keyboard.
To copy and paste slides:
If you want to create several slides with the same layout, you may find it easier
to copy and paste a slide you've already created instead of starting with an
empty slide.
Select the slide you want to copy in the Slide Navigation pane, then click
the Copy command on the Hometab.
In the Slide Navigation pane, click just below a slide (or between two slides) to choose a paste location.
Ahorizontal insertion point will appear.
Customizing slides
To change the slide size:
By default, all slides in PowerPoint 2013 use a 16 by 9—or widescreen—aspect ratio. You might know that
widescreen TVs also use the 16-by-9 aspect ratio. Widescreen slides will work best with widescreen monitors and
projectors. However, if you need your presentation to fit a standard 4-by-3 screen, it's easy to change the slide
size to fit.
To change the slide size, select the Design tab, then click the Slide Size command. Choose the desired slide
size from the menu that appears, or click Custom Slide Size... for more options.
To format the slide background:

By default, all slides in your presentation use a white background. It's easy to change the background style for
some or all of your slides. Backgrounds can have a solid, gradient, pattern, or picture fill.
Select the Design tab, then click the Format Background command.
The Format Background pane will appear on the right. Select the desired fill options. In our example, we'll use
a Solid fill with a light gold color.
The background style of the selected slide will update.
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If you want, you can click Apply to All to apply the same background style to all slides in your presentation.
To apply a theme:A theme is a predefined combination of colors, fonts, and effects that can quickly change the
look and feel of your entire slide show. Different themes also use different slide layouts, which can change the
arrangement of your existing placeholders. We'll talk more about themes later in our Applying Themes lesson.
Select the Design tab on the Ribbon, then click the More drop-down arrow to see all of the available themes.
To add a text box:
Text can be inserted into both placeholders and text boxes. Inserting text boxes allows you to add to the slide
layout. Unlike placeholders, text boxes always stay in the same place, even if you change the theme.
From the Insert tab, select the Text Box command.
Click, hold, and drag to draw the text box on the slide.
The text box will appear. To add text, simply click the text box
and begin typing.
Using blank slides
If you want even more control over your content, you may prefer to use a blank slide, which contains no
placeholders. Blank slides can be customized by adding your own text boxes, pictures, charts, and more.
To play the presentation:
Once you've arranged your slides, you may want to play your presentation. This is how you will present your slide
show to an audience.
Click the Start From Beginning command on the Quick Access toolbar to
see your presentation.
The presentation will appear in full-screen mode.
You can advance to the next slide by clicking your mouse or pressing
the spacebar on your keyboard. Alternatively, you can use the arrow
keys on your keyboard to move forward or backward through the
presentation.
Press the Esc key to exit presentation mode.
You can also press the F5 key at the top of your keyboard to start a
presentation.
If you've ever seen a PowerPoint presentation that had special effects between each slide, you've seen slide
transitions. A transition can be as simple as fading to the next slide or as flashy as an eye-catching effect.
PowerPoint makes it easy to apply transitions to some or all of your slides, giving your presentation a polished,
professional look.
About transitions
There are three categories of unique transitions to choose from, all of which can be found on
the Transitions tab:
Subtle: These are the most basic types of transitions. They use simple animations to move between slides.
Exciting: These use more complex animations to transition between slides. While they're more visually
interesting than Subtle transitions, adding too many can make your presentation look less professional. However,
when used in moderation they can add an nice touch between important slides.
Dynamic Content: If you're transitioning between two slides that use similar slide layouts, dynamic transitions
will move only the placeholders, not the slides themselves. When used correctly, dynamic transitions can
help unify your slides and add a further level of polish to your presentation.
To apply a transition:
Select the desired slide from the Slide Navigation pane. This is the slide that will appear after the transition.
Click the Transitions tab, then locate the Transition to This Slide group. By default, None is applied to each
slide.
Click the More drop-down arrow to display all transitions.
Click a transition to apply it to the selected slide. This will automatically preview the transition.
You can use the Apply To All command in the Timing group to apply the same transition to all slides in your
presentation. Keep in mind that this will modify any other transitions you've applied.
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Try applying a few different types of transitions to various slides in your presentation. You may find that some
transitions work better than others, depending on the content of your slides.
To add sound:
Select the slide with the transition you want to modify.
Click the Sound drop-down menu in the Timing group.
Click a sound to apply it to the selected slide, then preview the
transition to hear the sound.
Sounds are best used in moderation. Applying a sound between
every slide could become overwhelming or even annoying to an
audience when presenting your slide show.
To remove a transition:
Select the slide with the transition you want to remove.
Choose None from the Transition to This Slide group. The
transition will be removed.
You can also use the laser pointer feature to draw attention to
certain parts of your slide. Unlike the pen and highlighter, the
laser pointer will not leave markings on your slides. To use the
laser pointer, select it from the Pen Tools, or press and hold
the Ctrl key and the

left mouse button.
To erase ink
markings:
Locate and select
the Pen Tools button in the bottom-left corner.
Select Eraser to erase individual ink markings, or select Erase All Ink
on Slide to erase all markings.
To skip to a nonadjacent slide:
You can jump to slides out of order if needed.
Locate and select the See All Slides button in the bottom-left corner.
Thumbnail versions of each slide will appear. Select the slide you
want to jump to.

The selected slide will appear.
To show the taskbar:
Sometimes you may need to access the Internet or other files and programs on your computer during your
presentation. PowerPoint allows you to access your taskbar without ending the presentation.
Locate and select the Slide Options button in the bottom-left corner.
Select Screen, then click Show Taskbar.
Your taskbar will appear. Choose a program you want to open, such as a web browser. Click the PowerPoint icon
to return to the presentation.
Slide show setup options
PowerPoint has various options for setting up and playing a slide show. For example, you can set up an
unattended presentation that can be displayed at a kiosk and make your slide show repeat with continuous
looping.
To access slide show setup options:

Select the Slide Show tab, then click the Set Up Slide Show command.
The Set Up Show dialog box will appear. From here, you can select the desired options for your presentation.
Click the buttons in the interactive below to learn about various options for setting up and playing a slide show.
Adding pictures can make your presentations more interesting and engaging. You can insert a picture from a
file on your computer onto any slide. PowerPoint even includes tools for finding online pictures and
adding screenshots to your presentation.
To insert a picture from a file:
Select the Insert tab, then click the Pictures command in the Images group.
A dialog box will appear. Locate and select the desired image file, then click Insert.
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The picture will appear on the currently selected slide.
You can also click the Pictures command in a placeholder to insert images.
To crop an image:
When you crop an image, a part of the picture is removed. Cropping may be helpful when a picture has a lot of
content and you want to focus on only part of it.
Select the image you want to crop. The Format tab appears.
On the Format tab, click the Crop command.
Cropping handles will appear around the image. Click, hold, and drag a handle to crop the image.
Click the Crop command again. The image will be cropped.
Artistic Effects: This command is located in the Adjust group. From here, you can add artistic effects such as
pastels, watercolors, and glowing edges.
Picture Styles Group: This group contains a variety of styles you can apply to your picture, such as frames,
borders, and soft edges.
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With Background Removal, PowerPoint uses special algorithms to

determine which parts of the image are the background and then removes
these areas from the image. This can give your images a cleaner
appearance and will allow the slide background (or other objects) to show
through.Some images do not work as well with Background Removal, and they
may require extra time and effort to get good results. Generally, it's more
difficult if the image has a complex background or if the foreground and
background blend together.
To remove the background from an image:

Select the desired image, then click the Format tab.
Click the Remove Background command.
To insert an action button on one slide:
Click the Insert tab.
Click the Shapes command in the Illustrations group. A drop-down menu will appear with the action
buttons located at the very bottom.
Select the desired action button.
Insert the button onto the slide by clicking the desired location. The Action Settings dialog box will appear.
INTERNET
We will be learn about
What is Internet?
Connecting the Internet.
How does Internet work?
What is web page?
Definition of web page?
Protocols and their types
Definition of e-mail
E-mail and Internet browsing
Accessing E-mails
Sending and receiving E-mails
Browsing the Internet
What is Internet?
Internet is a large network of computers spanning the globe. To access the Internet we require a few accessories
like:
A modem
A telephone Connection
Internet account from an Internet Service Provider (ISP)
Internet browser to see the information from the Internet.
An e-mail client (a program that connects to the server to download e-mails) to send and receives e-mails
Beginning with the Basics
The Internet has grown from 1 million users in 1988 to more than 25 million users in 84 countries today. There are
currently 3.2 servers providing services to Internet users. This number is expected to grow to 100 million servers
over the next five years.
A collection of more than 25,000 global networks voluntarily connected together.
Internet Uses
Search for and retrieve files and software (Shareware, freeware and commercial) stored on computers throughout
the world.
Send and receive program data files such as word processing documents, spreadsheets, and CAD files.
Sell products and services, taking orders over the Internet.
Purchase products and services by browsing through electronic merchant catalogs.
Set up your own site dedicated to general or specific interests.
Communicate with users throughout the word in real time or by e-mail.
Conduct test marketing or gather audience information.
Distribute or receive electronic publications.
Join one of the 9,000 discussion groups dedicated to special-interest topics.
Let us see how we can connect to the Internet. To connect to the Internet we first need to have an existing
account from an ISP. An ISP id the company that gives the user a connection to the Internet through the
telephone.
We usually dial-up ISP’s telephone number through the modem connected to our PC. After getting connected we
enter our “username” (an unique name that identifies each user, given by the ISP) and our password (a secret
alphabets, alphanumeric that is used to gain access to a program and services)
The password is usually not displayed on the screen, as we type it.
If the username and password is correct, then the ISP logs (connects) us to the Internet Network. After
connection, we can start our
favorite Internet browser (a
program that lets us view
pages of information on the
Internet).
World Wide Web, or WWW

as it is popularly known
E-mail
The Word Wide Web

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The Internet was once command-line oriented and difficult to use. Today, the World Wide Web has become
virtually synonymous with the Internet.
The World Wide Web (also called the Web, WWW or W3) is a graphical representation of information on the
Internet.
The ability to graphically access Internet resources through the Web is the primary reason for the phenomenal
growth and appeal of the Internet.
Its graphical presentation allows developers to integrate text with multimedia formats, including graphics, sound
and video.
The WWW mainly consists of pages of information stored into powerful computers (Web Servers) that display the
information when it gets a request from a client (your computer). The pages of information are created using a
special type of language called HTML (Hyper Text Markup Language) which follow certain codes instead of
conventional programming language.
The instruction (for formatting the page usually called Tags) is totally in English, but the basic difference from
other computer languages is that, it does not have any compiler. That is the programs (web pages) need not be
complied in order to view them.
HTML is actually a formatting language that can format text, graphics and other multimedia items like sound,
movies and animation in a neat page layout that can be viewed with the help of an Internet browser. After getting
a request for a particular page, the browser locates the file on the server and fetches the same and renders the
formatting on our computer for displaying.
An HTML page can contain links to other HTML pages on the Internet or within the same site.
How the Web Works
The Web uses electronic text links, known as hypertext links to navigate between information sources on the
Internet.
Hypertext links allow you to move between documents without knowing where you started on ended, eliminating
the need to know complex operating system commands or Internet addresses.
What is Site?
A site is a location of hard disk space on a web server owned (rented usually) by an individual or by an
organization. This space contains web pages that describe the site or the activities of the said owner. A site must
have a name.
For example a company may have its site named as www.mycompany.com. Here the “www” stands for World
Wide Web.
This means this site is within the WWW part of the Internet. The term “my company” uniquely identities the
particular site. The last part of the name is “com”. This means that this is a commercial site.
There can by any of the six most common domain types like “. Net”, “. edu”, “.org”, “.gov”, “.mil” and “.com” .
These are also called Top-level domain. Each of this has special meanings. For example, “. net” means a
company dealing with networks or networking, “.edu” usually is associated with Educational Institutions, “.org” is
related to military government organizations “.gov” is usually linked to Government Departments or institutions.
How does Internet Work?

Internet works on the basis of certain protocols.
What is a protocol?
A protocol is a set of rules that are followed by two computers during interaction. Here the two computers are (i)
your computer (client) and (ii) the server to which you connect.
The most frequently used protocol for connecting to the Internet is TCP/IP or Transmission Control Protocol/
Internet Protocol. This serves as the backbone of all communication on the Internet. It is used as a
communication bridge amongst computers connected on the network.
The protocol takes care of two things –namely data communication and assignment of IP address like
202.54.1.30 IP addresses are difficult to remember, hence they are given symbolic, easy to remember names also
called domain names e.g. www.mycompany.com or mydomain.co.in
Web Site Addressing
Each Web document has an associated URL that defines its location on the Internet. The convenience of using
the Web is in choosing your own path of navigation to reach the site. You can access sites by
 Directly entering the URL address

 Using hypertext links
 Doing a Web search for the URL
The following figure shows the three components of a URL address
 Method of access: This defines the method used to access the resource (for example, http file, gopher, or
ftp). This portion of the address is separated from the remainder of the address by a colon.
 Machine name: The name of the machine where the document is located.
 Path name: The full path that locates the file among the directories and subdirectories on that machine.
A standard URL contains the methods of access followed by a colon and two forwards slashes, the machine
name, the path to the file, and the filename.
URLs can be case sensitive and should not contain blank. If you cannot connect to a site by specifying the URL, it
might be due to misspelling or mistyping.
A Home Page
A screen display on the Web is referred to as a page. When you start a browser session, the session begins at a
home page.
Typically, this home page is defined in your own home page containing links to your favorite sites and has the
browser load this page each time you invoke the browser.
Web Error Message
When using your Web browser, you may receive certain error messages instead of a connection to a Web site.
Common error messages are included in the following list:
 Bad request 400: The browser made an incorrect request.
 Unauthorized 401: The server is expecting some type of password.

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 Forbidden 403: the user is not authorized to access this document.
 Not Found 404: This URL is no longer valid
 Internal Error 500: There is an internal error In the server software
 Unable to Locate the Server: The server name in the URL in connected or cannot be located on the
Internet.
 Gateway Timeout 503: The connection timed out. This can be caused by server problems, net problems,
or Client problems.
 Too Many Connections-Try Again Later: This is a common problem with popular FTP sites. Avoid it by
using gopher to access the site.
 Network Connection was Refused by the Server: The Server might not be accepting connections or may
be busy.
 Not implemented 501: The server does nor supports the requested feature.
How Information is sorted
Files transferred across the Internet are in a variety of formats, including video, text and binary. Some formats can
be viewed using your browser, but other requires special software for viewing.
Text Files
Files with a .TXT extension are ASCII text files that require no special viewer software. Other text files can require
special viewers, depending on the format the file was created in.
Files with the .PS extension are PostScript files, which must be viewed with a PostScript program or printed to
PostScript printer.
Graphics
File Extension File Type

Table:
. bmp Bit-mapped files
.gif Graphics Interchange Format (Compressed)
. Jog Compressed Graphics Files (JEPG)
. tiff Tagged Image File
Graphics File Extension
Sound
The following sound formats can be played with the sound player WHAM, available using FTP. The filename is
WHAM131.ZIP, and is found at ftp://ftp.ncsa.uiuc.edu/Mosaic/Windows/viewers.
File Extension File Type

.au Sun audio format
.mid MIDI files
.snd Macintosh sound files
.ram Radio Files
.wav Windows sound files
Table: Sound File Extension
Video
Browsers can be configured to work with viewers for video files QuikTime viewers for MOV files are located at
ftp://ftp.ncsa.uiuc.edu/Mosiac / Windows /viewer. The filename for QuickTime is QTWII.ZIP.
This site also contains MPEG viewers. The filename for MPEG format [MPG.MPEG or MPE] is MPEGW32H.ZIP
Email
E-mail is an integral part of Internet. E-mail stands for Electronic Mail. Why is it so important?
E-mail is important because, it has established itself as the most convenient and reliable method of sending
information. E-mail can be used as a fast easy and inexpensive method of sending information over the Internet to
any part of the word.
E-mail can be sent to any person who has a valid E-mail address. When we send an E-mail, it goes from our
computer to the recipient’s computer as a file, which can then be read by the recipient e-mail client. How do we
send E-mail?
To send or receive E-mail, we must have software like Outlook Express, Microsoft Outlook, Eudora; Netscape
Messenger etc also called e-mail clients that can be used to send, received and organized e-mails.
Let us see the parts of an E-mail address.
E-mails address is a name that identifies an electronic post office box on a network where e-mails con be sent.
Different types of networks have different formats for e-mails addresses. On the Internet, all e-mail address has
the form.
<name> @ <domail.name>
For example,
webmaster@lalani.com
Every Internet user has a unique e-mail address. For Example, say you want to send an e-mail to your friend
Sudip. After you know the E-mail address of your friend to send an E-mail, you open an E-mail address in the
“To :” box.
In the Subject Box, we type in the Subject of the E-mail. On the big white box below we type in the letter (body).
After we have typed in the letter, we can click on the “Send” button to send the E-mail.
If we are connected to the Internet then, the message will be sent immediately, in case we are not connected to
the Internet, the message will be queued in the ‘Outbox’, and shall be sent on the next connect.
As you can see we have typed in the recipient’s E-mail address (mads@cal3.vsnl.net.in) in the ‘to’ box, “Happy
Birthday” as the ‘Subject’ and the text ‘Wishing you a very Happy Birthday
As the text of the E-mail.
You will notice, that we can format the text, as we like colors, fonts and different font sizes, thus we can change
the look the look of the E-mail message completely to make it more attractive.
We can even insert pictures and send the same along with the E-mails. Sometimes it is also necessary to send
other documents along with the E-mail. This is called Attachment.
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We can attach (add) files to our E-mails. It comes to over “inbox” after downloading from our mail server.
Once all the mails are downloaded, we can click the mails to read the same.
Browsing
URL:
Acronym of Uniform Resource Locator, the global address of documents and other resources on the World Wide
Web. The first part of the address indicates what protocol to use, and the second part specifies the IP address or
the domain name where the resource is located.
For example, the two URLs below point to two different files at the domain lalani.com
ftp://ftp.lalani.command/public/allfiles.exe
http://www.lalani.command/index.htm
The first specifies an executable file that should be reached using the FTP protocol: the second specifies a Web
page that should be fetched using the HTTP protocol.
A browser is a program that lets us view the web pages from the Internet. These are two most popular web
browsers available.
One that comes with the Windows operating system. Microsoft Internet Explorer. The second browser Netscape
Communicator from Netscape Communication Ine. Both these browsers are equally good and most users use
both of them.
There are some other browsers available like Opera. NeoPlanet, Tango Mosaic etc. We notice that a page is
displayed on the browser window. Notice the Title Bar of the browser window. We can type the address (name) of
the site in the address box and then the browser shall take us to the said site.
We type the address as http://www.yahoo.com. In this case we requested for access to a web site with the name
www.yahoo.com, located in the World Wide Web.
We use the HTTP protocol to access the site; since, we are requesting a web page. This is how it looks in the
browser.
You will also find some buttons on the browser window. Here we shall discuss briefly about the functions of
some of the most commonly used once.
“Back” button takes us to the previous page visited

“Forward” button takes us to the next page
“Stop” button stops the accessing the current page
“Refresh” button reloads the current page
“Search” button can be used to search for information on the Internet
Some of the sites that are worth visited are listed below
www.yahoo.com
www.britanica.com
www.askjeeves.com
www.rediffmail.com
You may or may not add the http:// before the web address (URL). It is not mandatory. After entering the URL, we
press the enter key to navigate to the particular site.
Internet Addressing
IP Address
Network protocols use different methods to identify systems and users on the network. TCP/IP uses a unique
addressing scheme to identify systems on a network.
Each computer system on a TCP/IP network has a numeric dotted decimal address (for example,
1999.154.223.2) called IP address.
An IP address is mandatory for Internet use. It allows routers and name resolution servers to communicate with
your system.
Domain name System
For a system on an IP network to talk to another system, it must have knowledge of other systems.
Therefore, a system must maintain a database of other IP systems and their IP addresses.
As more and more hosts and users accessed the Internet, it become necessary to devise a mechanism that was
easier to maintain and did not require each system to have knowledge of the other systems on the network.
Because there can potentially be thousands of addresses on the Internet, a secondary naming system was
developed.
The secondary systems eliminate the need to remember numerical addresses, and works on a name basis.
This secondary system is called a Domain Name System (DNS). DNS provides a naming structure built around a
hierarchy of domains.
Each organization has a unique domain name, and each user in an organization has a unique user name. All
names map to the decimal representation of the IP address, but eliminate the need for users to remember the
numerical addresses.
Example of Internet domain names includes novell.com.sun.nasa.gov and so on.
Notes:
Download:
When we transfer a file from a computer on the Internet to our computer, the process is known as downloading.
Sometimes installation of software from a distribution media like CD-Rom to our Hard Disk Drive is also called
downloading.
SMTP:
SMTP is the short for Simple Mail Transfer Protocol a protocol for sending e-mail messages between servers.
Most e-mail systems that send mail over the Internet use SMPT to send message from one server to another.
The message can then be retrieved with an e-mail client using POP to IMAP. In addition, SMTP to generally used
to send message from a mail client to a mail server. This is the reason you need to specify both the POP and
IMAP server and the SMTP server when you configure your e-mail application.
POP:
POP is the short from for Post Office Protocol, a protocol used to retrieve e-mail from a mail server. Most e-mail
application (e-mail clients) uses the POP protocol although some can use the newer IMAP 0002000.
DOM
There is two several of POP. The first, called POP2, become a standard in the mid-80’s and required SMPT to
sent messages. The newer version POP3 can be used with or without SMTP.
IMAP
IMAP is the short from for Internet Massage Access Protocol, a protocol for retrieving e-mail messages. The latest
version. IMAP4 is similar to POP3 but supports some additional features.
HTTP:
HTTP Is the short from for Hyper Text Transfer Protocol, the underlying protocol used by the Worlds Wide Web?
HTTP defines how messages are formatted and transmitted, and what action Web servers and browsers should
take in response to various commands.
For example, when you enter a URL in your browser, this actually sends an HTTP commands to the WEB server
directing it to fetch and transmit the requested Web page. The other main standard that controls how the World
Wide Web works is HTML, which covers how Web pages are formatted and displayed.
FTP:
FTP is the abbreviation of File Transfer Protocol, the protocol used on the
Internet for sending and receiving files from one computer to another.
To create an account:
Go to www.gmail.com.
Click Create an account.
The signup form will appear. Follow the directions and enter the required information, such as
your name, birthdate, and gender.
Finally, review Google's Terms of Service and Privacy Policy, click the check box, then click Next
step.
The Create your profile page will appear.

Click Add a photo if you want to add a photo
to your Google+profile. If you don't want to set
a profile photo at this time, click Next step.
Your account will be created, and the Google
welcome page will appear.
Just like with any online service, it's important to choose a strong password—in other words, one that is difficult
for someone else to guess. For more information, check out our Password Tips lesson.
Signing in to your account
When you first create your account, you will be automatically signed in. Most of the time, however, you'll need
tosign in to your account and sign out when you're done with it. Signing out is especially important if you're using
a shared computer (for example, at a library or office) because it prevents others from viewing your emails.
To sign in:
Go to www.gmail.com.
Type your user name (your email address) and password, then click Sign in.
To sign out:
In the top-right corner of the page, click your name and select Sign out.
DOM
Mail settings
Occasionally, you may want to make adjustments to
Gmail's appearance or behavior. For example, you could create
a signature or vacation reply, edit your labels, or change the theme. These
adjustments can be made from your Mail settings.
To access your mail settings:
Click the gear icon in the top-right corner of the page, and select Settings.
From here, you can select the category you want to edit.
Publisher Basics
Microsoft Publisher 2007 is a desktop publishing program that can be used to create a variety of
publications. Using Publisher, you can easily create business cards, greeting cards, calendars,
newsletters and much, much more.
Unlike the other programs in Microsoft Office 2007, Microsoft Publisher 2007 uses the Microsoft Office
Toolbar and a Menu system in place of the Microsoft Office Ribbon.
Some Useful Definitions:
Frame – Most publications are divided into several different areas called frames.
A frame can contain a variety of objects such as graphics, tables, or text boxes.
Frames can be resized, moved and manipulated to suit your needs.
Handles – When you click on a frame, small circles appear around the edge of the frame. These are
called handles. You can click and drag on the handles to resize your frame.
Picture Frame
Text Frame
Handles
Template ‐ A Template is a tool used in Publisher to help you easily create basic publications. The
template has a set of pre‐chosen design styles that you can use as it is or customize as you see fit.
Opening Publisher
To Open Publisher either:
Double click on the Microsoft Publisher Icon on your desktop, OR ‐OR
Click on Start in the lower left hand corner of your desktop, move up to Programs, and then click on
Microsoft Publisher
Creating New Publications With Publisher 2007 design templates.
When you first open Publisher, Publisher offers you a number of different publication types to start with.
Click on one of the publication types in the main window or in the list on the left side of the main
window to view a list of templates that will walk you through the process of making basic design
choices for your publication. These choices include color schemes, font styles, and more.
Creating a Calendar
To Create a Calendar:
1. Open Microsoft Publisher by double clicking the icon on the desktop or finding it under the
start menu.
2. Click on Calendars from the main window or the list on the left. A selection of pre‐ designed
templates appears for you to choose from.
3. Click on one of the pre‐designed templates that you like. It will appear at the top of the area on
the right side of the page.
4. You can either stick with the default design choices that are part of the template, or you can
customize them by clicking the downward pointing arrow to the right of a design section and
choosing any of the options provided by clicking on it.
5. Click on the Set Calendar Dates button and choose the period of time that you would like your
calendar to cover.
6. Click on Create at the bottom to create your caledar.
Now that you have made your basic calendar selections, it is time to further customize the publication.
Customizing a Publication
Working with Frames

Each publication is composed of different frames, such as text frames, picture frames, table frames, and
shape/object frames. Click on different areas of the calendar to identify the different frames. Handles,
little circles on the corners and sides of the frame will appear. The handles help show which frame you
have selected. They are also used in resizing frames.
2. When your cursor turns into a four

Moving Frames directional arrow, click and drag the picture
frame to the desired location.
To move a picture frame,
Resizing Frames
1. Click on the picture.
To resize a picture frame,
To move a text frame,
1. Click on the picture.
1. Click on the text frame.
2. Rest your cursor on a corner handle.
When your cursor turns into a diagonal 2. Rest your cursor near the border of the text
line with arrows on the ends, click and frame. When your cursor turns into a four
drag inwards at a diagonal to make it directional arrow, click and drag the text
smaller or outwards at a diagonal to make frame to the desired location.
it larger. Using corner handles to resize
pictures allows you to keep the picture’s
proportions.
Deleting Frames
To resize a text frame,
1. Click on the text frame.
2. Rest your cursor on one of the handles.
When your cursor turns into a line with
arrows on the ends, click and drag inwards
or outwards to resize the text area.
Resizing Arrows
1. Right click on the frame that you would like to delete.
2. Select Delete Object from the list of choices.
Formatting Text
1. Click in a text frame.
2. Begin typing.
3. Click and drag over the text you typed to select it for formatting changes.
4. Use the Formatting Toolbar or click on Format  Font to make changes to the
Bold Italic Underlined Line Color
Align
Font Type Font Size Left | Center | Right | Justified Fill Color Font Color
text’s appearance.
Undoing Changes
Creating a publication often involves trial and error. Unlike many of Microsoft Office’s other
applications, in Publisher you cannot preview what a change is going to look like until you apply it.
To undo actions, click on the undo button on the standard toolbar or click on Undo in the Edit
Menu.
Inserting Additional Text Frames

1. Click on Text box from the Insert Menu
2. Click and drag over an area of the publication.
3. Type the text you want to appear.
Inserting Clip Art

If you want to change the picture in an existing picture frame,
1. Right click on the picture and select Delete Object.
2. Click on Insert  Picture  Clip Art.
3. A Clip Art search interface will open in the task pane.
4. Enter a search term and press Go.
5. You can choose to limit the search to a particular collection or a particular media type.
6. Once you discover the desired clip art, click on it to insert it.
Notice that the clip art has a drop down arrow next to it. If you click on the drop down arrow other
options present themselves. You can click on Find Similar Style for clip art of similar design. You can
click on Preview/Properties to view the original size of the clip art and what keywords were used to
classify the picture.
Search Box
Search Limiter
Drop down menu options
Saving Your Publication
There are two basic ways to save your publication

Point and click on the save icon on your toolbar, or
‐OR
1. Click on the File Menu and Save As.
2. When the Save As Dialogue Box appears Click Browse and find the location on your computer
where you would like the file saved.
3. Type the name of your publication in the File Name field.
4. Click on the Save button
Printing Your Publication
There are two basic ways to print your publication:
Click on the print icon on your toolbar . This will print one copy of your publication with the
default print options.
‐OR
1. Click on the File Menu and click Print.
2. When the print window appears, select the desired number of copies and choose any other
printing options you want.
3. Click OK.
Creating a Business Card
1. Open Microsoft Publisher by double clicking the icon on the desktop or finding it under the
start menu.
2. Click on Publications for Print then Business Cards, and finally Accent Box Business Card.
3. In the personal information form that opens, enter your own contact information and click on
OK. (If you accidentally close your personal information and you want to edit it further, click on
the Edit Menu and Personal Information to retrieve the form.)
4. In the task pane on the left side of the window, you are given different options you can adjust. As
you click on the different steps at the top of the task pane, the options change on the lower part
of the task pane.
5. Click on Business Card Options.
a. Choose to Include a logo.
b. Choose the traditional Landscape orientation
c. Choose to have Multiple copies per sheet
6. Click on Publication Designs.
a. Leave the selected Accent Box.
b. Click on Color Schemes and select the desired color scheme.
7. Click on Font Schemes and select the desired font scheme.
Now that you have completed the Business Card Wizard, you can customize the business card. Change
the format or insert additional clip art, if you wish.
To adjust the logo,

• Double click on the picture portion and use the clip art gallery to find a different picture.
• Click in the text portion and type your organization’s name.
Creating a Personalized Greeting Card
1. Open Publisher by double clicking the icon on the desktop or finding it under the start menu.
2. Click on Publications for Print  Greeting Cards  Birthday  Birthday Card 72
3. Click on Greeting Card Options
a. Select Greetings Bar.
b. Select Full Verse
c. Click on Select a suggested verse. A dialog box will open click on a verse on the left side
and on the right side it will show you the front message and the inside message. Select the
verse you would like to use and click on OK.
4. Click on Page Options

a. Choose the Quarter page side fold option.
5. Click on Card Gallery
a. Leave Birthday 72 selected.
6. Click on Color Schemes
a. Select the desired color scheme.
7. Click on Font Schemes
a. Select the desired font scheme.
Now that you have completed the Greeting Card Wizard, you can customize the greeting card.
At the bottom of the screen are sheets with numbers on them (1, 2, 3, 4). Click on 1 to see the front of
the card. Click on 2 or 3 to see the inside of the card. Click on 4 to see the back of the card.
The Help Menu
Accessing Microsoft Word’s Help Feature
If you have a question about Word that you need answered right away, you might want to consult
Microsoft PowerPoint 2007’s built in help feature. You can access this feature in PowerPoint by pressing
the F1 key on your computer keyboard. From there you can click on a help topic or search for one using
PowerPoint’s help search box located near the top of the PowerPoint Help window.
Help Help
Search Topics
Box
OUTLOOK
The Basics
The Calendar feature of Outlook allows the user to schedule appointments, meetings and
events. It is therefore a handy tool, assisting with time management and general work
practices. Your calendar can be shared with a colleague or colleagues which means that
they will be able to see your availability for meetings etc. if you are absent. The calendar is
listed in Outlook’s folder list. Once you have selected calendar from the Folder List, a
screen something like the following will appear (the Calendar may look slightly different
due to individual setups):
Date
Navigator
Appointment
Slots
Time Slots
Tasks
Quick Links Tasks
Time Slots
Time Slots show the hours of the day, with each full hour numbered. The default Time
Slots for working hours are bright yellow, and non-work hours are shaded a darker yellow.
Appointment Slots
Appointment Slots on the Calendar show your appointments and meetings. A Calendar item
indicates whether the item refers to an appointment or a meeting, whether the appointment
or meeting is recurring, whether it is private and whether you've set a reminder. The
Calendar item also gives you information about the subject, the location and the duration of
the appointment or meeting.
This symbol indicates that a reminder for the appointment or meeting has been
set.
A recurring appointment or meeting.
A meeting (an appointment has no symbol)
Using the Date Navigator

The Date Navigator is used to view from one to several months at a glance. Dates that are
bold indicate that an appointment or meeting has been made on that particular date.
Navigate to a date by clicking on the desired month and date in the navigator. Use the scroll
arrows to jump months ahead or back. Outlook places a square around the date currently
being viewed in the Calendar.
The diagram below shows the Date Navigator displaying two months at a time. The amount
of months showing depends on how wide you have allowed the pane to be – drag on the
border between the pane showing the months and the pane showing the calendar slots to
alter.
Scroll arrow
Month
Yellow indicates the

current week. The red
square indicates the
current day.
Hints
• Click on the month title to reveal a list of months from which you can
navigate quickly to by selecting them with the mouse.
• To return to today’s date use the TODAY icon on the toolbar.
Viewing the Calendar

The default Calendar view is the Day/Week/Month view. This can be changed by using the
buttons shown below. You can choose between four time spans: Day, Work Week (5 day
week), Week (7 day week) or Month. Select the time span shown by clicking on the
appropriate icon on the toolbar. (The TODAY icon will return to a view which includes the
current date)
Creating a New Appointment

Create a new appointment by one of the following methods:
7. Click on the CALENDAR button on the Outlook QUICK LINKS, then select the
NEW icon from the toolbar; or
8. While you are in Calendar view, double click on the desired time slot or the
appointment slot, a new appointment window will open (the times can be adjusted
once you are in the appointment window.
Or double
click on a
new time slot
Either click on
‘New’
The following window appears:
Fill in the appropriate areas of the window, setting the starting and ending times and dates
as you go. Make sure the text in the subject dialog box is descriptive as this is what shows
in your calendar.
The reminder time is set by clicking on the drop down box and
selecting a time.
Reminder Times
After all settings have been made, click on the ‘SAVE AND CLOSE’
icon on the Standard toolbar.
Recurring Appointments
To create a recurring appointment, click on the
RECURRENCE icon.
The APPOINTMENT RECURRENCE dialog box appears.
In this window you can choose the time for your meeting as well as how often you want it
to happen, and when you want the recurrence to end.
Make the necessary changes and click on OK when you finish.
Hint: If you are setting a recurring appointment for a long period of time and one
occurrence needs to be cancelled (for example, if you have a Monday appointment for the
next 12 weeks, and a public holiday falls due in this time), it is quicker to set the whole
range of dates and then delete the one you don’t require when you are back in Calendar
view, than it is to set two ranges of dates, avoiding the unwanted day. You will be asked do
you want to delete the whole series, or just the one. Make sure you select the correct
option.
Meeting Requests
Outlook gives you all the tools required to investigate the availability of staff who you
would like to invite to a meeting. You can send an email invitation to a meeting upon
which Outlook will add an entry to both yours and their calendar. This entry will be marked
as TENTATIVE in the staff member’s calendar until they either accept or decline the
meeting.
If you are the organiser of the meeting (the originator of the meeting), you will be able to
track acceptances and non-acceptances by looking at your meeting appointment.
You can add further attendees at a later date and inform them of the meeting without
having to send an email to everyone.
Creating a basic meeting request

There are a few ways to create a new meeting request.
3. Select CALENDAR from the Outlook QUICK LINKS, ensure you are in the correct
day. Select the desired appointment slot and then click on the drop down arrow next to
the NEW icon and select MEETING REQUEST from the list; or
3. Use the keyboard shortcut – CTRL+SHIFT+Q; or
4. Select CALENDAR from the Outlook FOLDER LIST, ensure you are in the correct
day. Select the desired appointment slot and then click on the NEW icon.
Filling out the meeting details is very much the same as making an appointment for
yourself except that you have an extra dialog box where you enter the email addresses of
the invitees. There is also an extra tab called SCHEDULING which is used to ascertain the
availability of the attendees.
To invite people to your meeting choose the Scheduling option and then you will have
the screen shown below and by clicking on ‘Add Others” you can invite whoever you
would like to attend by selecting their email addresses from the Global Address Book.
See below:
Each person who has been invited will receive an invitation. Once they have received the
invitation they will have a few options. These are:
Accept – which will notify you that they can attend and put an entry into both your diary
and their diary?
Decline – This will send a message back to you to tell you that they cannot attend the
meeting
Tentative – Which will send a message to you informing you that they are not yet sure
they can attend but will tentatively accept your invitation
Propose new time – Will tell you that the invitee cannot attend at the time specified but
would like to suggest an alternative time
Creating New Contacts

You will notice on your folder list an entry titled ‘Contacts’. This is set up for you to
easily add email addresses of people outside the University who you may need to contact
on a regular basis or whose email address and details you would like to keep for future
reference.
If you have received an email from someone and would like to add a new contact entry for
them you will just need to drag and drop their email into the contact folder, alternatively
you can just open the ‘New Contact’ window and add them manually.
To add a new contact manually

Go to ‘New’, Click on ‘Contact’ and you will see this screen
Fill in all the information required and you will have made yourself a new ‘contact’.
To see your contacts click on ‘Contacts’ in your folder list and the following screen will
open.
To send a new message to one of your contacts from this list you need to ‘right click’ on
the contact and you will get the following options. You can send a new message from this
list of options.
Then click here
Right click here

Drag and Drop
If you receive an email from someone whom you would like to add to your ‘Contacts’ list
then you have the option to add them by using the ‘drag and drop’ function. What this
means is that you can just drag the email entry into your contacts folder and Outlook will
automatically add an entry for them, including the original email for future reference. The
original email will still remain in your ‘inbox’ for you to deal with.
Tasks
The task feature in Outlook allows you to enter individual activities or items of work which
you are required to undertake, similar to a ‘To do’ list. Tasks allows you to keep track of
the important things you need to do or follow up which may not require a full calendar
entry. You can also assign tasks to other people by sending them a task.
Creating New Tasks

Creating a new task is very similar to creating a new meeting request or calendar item. You
need to click on ‘Tasks’ in your folder list. See below:
Tasks
A blank ‘Task’ window will now open and you can fill in the details of your task.
See below:
Creating Folders
To create new folders Click on ‘New’, then choose ‘Folder’.
To create a new sub folder in your inbox, right click on your inbox and select ‘New
Folder’. You can give your folder a name in the resulting ‘Create New Folder’ window.
Then select ‘OK’ and your new folder will file alphabetically under the ‘Inbox’ folder.
Give your folder a name here
Select ‘New Folder’
Mail Format
In mail format you will find information to alter your Message Format, change your
stationery and fonts and add a signature to your emails.
You just need to go into tools/options/mail format and access the area you need and either
create what you require or make the necessary changes.
Field Chooser
You can choose the way you would like your incoming mail to look. The usual format is
‘From, subject, and date received’. The grey area above the Information Viewer area
is known as the ‘Folder Banner’. This displays the name of the currently open folder. By
using your right mouse button in the information bar directly below this you will get a
menu which looks like this:
Information Bar –
right click here
Customize current
view
From this menu you will need to choose the ‘Customize Current View’ option and you
will see this screen:
Fields
tab
If you choose the ‘Fields’ tab you will see the following list of options and you can choose
which fields you would like to see in your incoming mail folder:
Then click
on OK
Choose your
options here
and click
‘Add’
You need to choose the available fields from the left column and add them to the right
column. You can choose the order you would like to see them by dragging and
dropping within the list.
RULES
Adding a rule in Outlook
You can set up ‘Rules’ in your Microsoft outlook program to organise the way messages
are handled once they are delivered to your mailbox. To do this you will need to use the
‘Rules Wizard’. You will find the rules wizard by selecting ‘tools’ from the ribbon and then
selecting ‘Rules and Alerts’ from the resulting drop down list.
Tools
Rules and
Alerts
The next step is to select ‘New Rule’ from the top of the
resulting window. The ‘Rules Wizard’ window will then open and this is where you start to
select the conditions for your new rule.
The first section of your ‘Rules Wizard’ window has a list of some rules which you may
wish to activate for your own use. This section is Step 1. Select a template. There is also a
section where you can make your own rule.
Step 1.
Select a Template
The next step is to choose an option from this list. Once you have chosen an option you
can move on to Step 2 from the bottom of the window. This step gives you the ability of
when and how you apply the rule. In the following example I have chosen the first option
from Step 1. This option is – ‘Move messages from someone to a folder’.
Selected option
Step 2 is at the bottom of the window. The options in Step 2 change according to the
selection you have made in Step 1. This example shows the options for the selection above.
You will see that some of the text is ‘hyperlinked’, this means that you can click on it and it
will open another window from where you can choose your options.
Options showing
hyperlinks
If you choose the ‘people or distribution list’ hyperlink the Outlook address book will open
and you can choose either a person or distribution list from your options. If you choose the
‘specified’ hyperlink your folder list will display and you can choose which folder you
would like your messages delivered to.
Once you have made your selections from these options click on ‘Next’ at the
bottom of the window. You will then have the option to put specific conditions and
exceptions on your rule. Click on ‘Next’ and you will be able to give your rule a
name, run the rule, and Turn it on or off.
Click on ‘Finish’ and your rule will be in effect.
If you choose the ‘Start from a blank rule’ option you can make your own rule from the
options presented.
Create your rule

here
Make your selections from the menu and keep choosing ‘Next’ until you have set all the
conditions for your rule.
SHARING
Sharing Mail and Calendars
These instructions are for sharing your mailbox, email folders and other MS Outlook items
such as calendars and tasks.
Sharing Outlook items with other users involves three steps:
3. Setting up permission for a user to access your Outlook Today which is the top level
of your mailbox. This step includes making sure that this top level is visible to the
other user.
4. Setting up permission for the actual folders or tasks in your mailbox that you wish
others to access. This includes specifying the level of access they are allowed to have.
5. Finally, after granting permissions, making sure that the user you are setting up
accepts the permission you have granted, and that they decide whether to:
M access your information on an ‘as needs basis’; or
3. have your folder(s) on view all the time, in the same way as they view their own
information.
Note: If you are being set up to view someone else’s folder(s), it is a good idea to have the
FOLDER LIST showing. To turn this on, when you have opened MS Outlook, click on the
VIEW menu and select FOLDER LIST.
Setting up permission for a user to access Outlook on

your behalf:
1 Open Microsoft Outlook.
5. Right Mouse click on the Mailbox

folder
6. Select PROPERTIES FOR “Mailbox”

option from the shortcut menu.
Right click here
Select ‘Properties
for mailbox
4. When the PROPERTIES dialog box

opens, select the
PERMISSIONS TAB.
Permissions
tab
Click on the
ADD button to
add users
7. Click on the ADD button to add the logon ID of the person you wish to share your MS
Outlook folders with. The ADD USERS dialog box will open.
Type in the first

2 or 3 letters of
the user’s name The name
should appear
in the list here
Select the user

you require and
click on ADD
5. In the ‘TYPE NAME OR SELECT FROM LIST’ text box, type the first two or three
letters of the person you wish to add. When you see their name in the NAME list,
either double click on it or click on the ADD button. The name should then appear in
the ADD USERS list on the right hand side of the dialog box. Click on OK to finalise
this step.
6. You will be returned to the PROPERTIES dialog box. You should be able to see the
person’s name in the NAME box. To make sure that the user will be able to see your
Outlook Today, click on the FOLDER VISIBLE option. Change the Permission level
to NONE.
Select ‘Folder
Visible’ here
4. Click on OK – the PROPERTIES dialog box will close.
Setting up permission for specific folders or features in

Outlook
a. If setting up your Inbox for another user to access, right mouse click on your
Inbox and select PROPERTIES. The INBOX PROPERTIES dialog box will
open.
• Click on the PERMISSIONS tab.
• Click on the ADD button to add a user, in the same way you added a user in steps 5
and 6 of the previous section. Their name will appear in the NAME text box.
• Make sure the FOLDER VISIBLE option is enabled. This will let people see your
Inbox in their Folder List.
Select
‘Permissions’
Click on
the ADD View different
button to ‘Permission
add users Levels’ here
Make sure you

select ‘folder
Visible’
4. Select the different options required, to see what the options are, click on the drop
down menu next to ‘Permission Level’. The different Permission Levels are
described below:
With this You can

permission level (or
role)
Owner Create, read, modify, and delete all items and files, and
create subfolders. As the folder owner, you can change
the permission levels others have for the folder. (Does not
apply to delegates.)
Publishing Editor Create, read, modify, and delete all items and files, and
create subfolders. (Does not apply to delegates.)
Editor Create, read, modify, and delete all items and files.
Publishing Author Create and read items and files, create subfolders, and
modify and delete items and files you create. (Does not
Author Create and read items and files, and modify and delete
items and files you create.
Contributor Create items and files only. The contents of the folder do
not appear. (Does not apply to delegates.)
Reviewer Read items and files only.

Custom Perform activities defined by the folder owner. (Does not
None You have no permission. You can't open the folder.
Excerpt from MS Outlook
Help
8. After setting up the Inbox, right mouse click on any subfolders that you wish to grant
access to and repeat steps 2-5. You can only do one folder at a time.
Viewing folders and tasks which have had permissions

granted on them
This step accepts the permissions that have been set up for a user.
1. Have the person you have set up permission for, go to their computer and in MS
Outlook, right mouse click on Mailbox. If you have been set up by someone else, you
will do these steps on your own computer to be able to view their information.
2. Select the ‘Properties for Mailbox’ option from the shortcut menu. The PROPERTIES
dialog box will open.
Properties
for Mailbox
3. On the GENERAL tab, locate and click on the ADVANCED button.

‘General’
Tab
‘Advanced’
4. The MICROSOFT EXCHANGE SERVER dialog box will open. Locate and click on
the ADVANCED tab, then click on the ADD button.
Click on ‘Add’
‘Advanced’
5. The ADD MAILBOX dialog box opens. Type in the logon ID of the person who’s
mailbox you are trying to add and click on OK.
6. You will be returned to the MICROSOFT EXCHANGE SERVER dialog box. The
user’s name should now appear in the MAILBOXES list.
7. Click on OK twice to close this and the PROPERTIES dialog box.
8. The user should now be able to see the folders, in their folder list, that they have been
given permission to access,.
NOTE: You can set up other MS Outlook folders, for example, a Calendar, in the same
way.
Viewing a folder or calendar on an ‘as needs basis’

Should you only wish to view a folder or calendar once in a while, i.e. you do not wish to
have it on permanent view, follow these steps:
1. Click on File, Open, Other Users Folder.
Other User’s
folder
2. In the ‘Open Other User’s Folder’ dialog box, type in the logon ID of the person.
3. In the FOLDER drop down list, select the folder or task you wish to open.
Select Folders
here
4. After clicking on OK, the calendar, folder etc you specified should open.
NOTE: You cannot view subfolders in this way, only the main folders. And you need to
have been given permission to access these folders before you can open then
Removing Users
To remove a user’s access that you have previously given, go back into each folder or
object’s PROPERTIES dialog box, click on the PERMISSIONS tab and then use the
REMOVE button to remove the user’s access. If removing from the Inbox, remember that
each subfolder the user had access to must also have its permissions removed. For
example:
A user has been given access to a subfolder called “Correspondence” under the
Inbox:
1. Right mouse click on the Correspondence subfolder;
2. Select PROPERTIES from the Shortcut menu.

3. Click on the PERMISSIONS tab
4. Highlight the user’s name
Select user here
Select ‘Remove’
5. Click on the REMOVE button
6. Click on OK to finalise the steps.
7. Remove the user’s access from the Inbox by right mouse clicking on the Inbox folder
and repeating steps 2-6 above;
8. Remove the user’s access from OUTLOOK TODAY by right mouse clicking on
OUTLOOK TODAY in the mailbox, selecting PROPERTIES FOR “OUTLOOK
TODAY” from the shortcut menu then following steps 3-6 above.
Removing someone’s folder from your mailbox

If your access to someone else’s folder is removed, you will have to follow these steps to
remove the instructions that were setup to allow you to see their folder:
1. Right mouse click on OUTLOOK TODAY;
2. Select PROPERTIES FOR “OUTLOOK TODAY” from the shortcut menu;
3. On the GENERAL tab, select the ADVANCED button.
4. In the MICROSOFT EXCHANGE SERVER dialog box, select the ADVANCED tab.
Select the user
then click on
‘Remove’
5. Select the user’s name from the ‘Mailboxes’ text box, then click on the ‘Remove’
button.
6. Confirm that you want to remove the user (click on the YES button)
7. Click on OK twice to finalise the procedure.
JUNK MAIL
What is ‘Junk Mail’?

‘Junk email is unwanted marketing material, advertisements, sales pitches, and product
descriptions; junk email often advertises questionable products and/or services and uses
nonsensical filler to try to get past firewalls and virus checking software’.
Most junk email at CSU is stopped by the Sophos scanning software before it is delivered
to your mailbox. Some messages which are not ‘Junk’ are delivered to your junk email
folder from time to time. This happens with ‘Scanned’ documents.
Scanned documents in ‘Junk’
If you scan a document and send it to yourself if will often deliver directly to the Junk
folder. Always check your junk email folders when you should have received a message
and it has not arrived.
You cannot open an attachment or hyperlink from a message in your junk folder. To open
any attachments from these messages you should move the message back to the inbox by
clicking and dragging it.
‘Safe Senders List’

If you have a problem with messages from certain senders going to the Junk Email folder
then you can add them to the ‘Safe Senders List’. Any message from that sender in the
future will automatically go directly to the Inbox without being filtered out. To add a user
to the ‘Safe Senders List’ follow these steps:
Right click on the message when it is showing

in the folder
Select ‘Junk E-mail’
Junk E-mail
From the resulting menu select ‘Add Sender to Safe Senders List’
Add Sender to Safe

Senders list
This will ensure that any future messages from that sender will go to the Inbox.
Blocked Senders List
You will also see that from this menu you can add people to a ‘Blocked Senders List’ by
following the same steps and selecting ‘Add Sender to Blocked Senders List’ from the
options available on this window.
Other Options for Junk Mail

Other options include:
• Add sender’s domain to Safe Senders List – what this means is that by adding the
domain any future emails coming from anyone within that domain will automatically
go to your inbox, eg.@csu.edu.au
• Add recipient to Safe Recipients List – if you are a member of a ‘Listserve’ and a
message is sent to that listserve the message sent to the ‘Listserve’ will not be treated
as ‘Junk’ email and will be delivered to your email account. If you have received a
message at any time from a listserve and it has been delivered to your Junk folder you
should right click on the message and add the listserve as a ‘Safe Recipient’. A
‘Listserve’ is like a distribution list.
• Mark as ‘Not Junk’ – sometimes messages come repeatedly and go into your Junk
Email folder. If you right click on it and mark it as ‘Not Junk’ you will get a popup
appearing informing you that the message is being moved back to your Inbox
• Junk E-mail options – when you select this option a window will open with lots of
options for you to select to deal with your Junk email. It looks like this:
More about Safe Senders
Email addresses that are listed in your ‘Contacts’ folder are considered safe by the Junk
Email filter if the ‘Also trust e-mail from my Contacts’ check box is selected (the
default setting). However, you might also sometimes send e-mail to recipients who are not
listed in your Contacts. Such recipient addresses are not considered safe by default. If you
want these addresses to be considered safe, do the following:
Right click on your message or select ‘Tools’, ‘Options’, ‘Preferences’, ‘Junk E-mail’:
Select
Preferences
Choose Junk E-mail

DOM
From the ‘Junk E-mail Options window select the ‘Safe Senders’ tab and then select ‘Also
trust e-mail from my Contacts’. Then click on OK.
Choose Safe Senders
Click here
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DIPLOMA IN OFFICE MANAGEMENT

SWANIRVAR CHARITABLE TRUST

Ghoshpara, Nischinda, Bally, Howrah - 711227

E-mail: ho@sct-india.com / official.sct@outlook.com

LIMIT OF LIABILITY AND DISCLIMER OF WARRANTY

SWANIRVAR CHARITABLE TRUST

Ghoshpara, Nischinda, Bally, Howrah - 711227

E-mail: ho@sct-india.com / official.sct@outlook.com

What does the CPU do?

So what is the role of Memory?

Random Access Memory

Hard Disk Drives:

Floppy Disk Drives: Removable Storage

Getting to know the Brain of your Computer

What’s What on the Windows Desktop?

Changing the Background Texture Using Files Provided

The Simplest way to make a switch is to change the display’s background

To do this, you’ll need to perform the following steps

Some Component of Desktop

The Internet Explorer icon launches the Internet Explorer browser.

The Recycle Bin

My Briefcase is used to coordinate files between two computers.

Program, Folder, and Document icons

To shut down your computer:

Click on the Start button. The Start menu will appear.

How do I restart my computer?

To shutdown and immediately restart your computer:

What is Standby mode?

How do I put my computer in Standby mode?

How do I start a program?

How do I add an item located on my desktop to the Start or to a Program menu?

To add an item on the desktop to the Start or to a Program menu:

To add an item located in Windows Explorer to the Start or to a Program menu:

Click on Settings. A submenu will appear.

How do I copy an item that is located on the Start or on a Program menu?

To copy an item located on the Start or on a Program menu:

How do I rename an item on the Start or on a Program menu?

To rename an item on the Start or on a Program menu:

How do I delete a file from the Start or from a Program menu?

To delete a file from the Start or from a Program menu:

How do I re-sort the Start or a Program menu?

To resort the Program menu:

Note: Not all menus can be re-sorted.

What is the Favorites option on the Start menu for?

How do I quickly find files and folders?

To quickly find a file or folder:

Look In Select the drive or folder you want to search.

Include Subfolders Check this box if you want subfolders to be searched

Click on the Browse button to manually select the drive and

Of Type Select a file type from the drop-down menu.

Name & Location Tab

Find Now Click on Find Now to start your search.

Stop Click on Stop to abort your search.

What is the most recently used document list?

How do I clear my most recently used

To clear the most recently used document list:

Where are the games?

Four games are included with Windows 98.

How do I change the date and/or time?

To change the date and/or time:

In the Date frame, select the month and year.

How do I install a new printer?