INTRODUCTION TO MS WORD 2007

Microsoft Office Word is a commercial word processor designed by Microsoft. It is a part of the
Microsoft Office SNuite. Microsoft Word is the most commonly used word processor in the market. Just
like any word processor, we can perform five major operations with Microsoft Word

 Opening and Creating a document

 Typing text in the document
 Editing and Formatting a document
 Saving it for future use
 Previewing and Printing a document.

IMPORTANT FEATURES OF WORD PROCESSOR

EASE AND SPEED: A Word processor provides an easy and fast way to type text.

EDITING FEATURE: Using a word processor you can apply editing operations to the text such as
copying, moving, and deleting.

FORMATTING FEATURES: Unlike Text Editors, you can beautify the text using powerful formatting
features such as Boldface, Italics, Underlining, Font Name, Font Color and WordArt (similar to Fontwork
feature)etc.

STORAGE FEATURES: Word processors can store all your documents for future use. You can retrieve
them whenever want.

GRAPHIC FEATURES: Most Word processors allow us to add pictures, drawings and charts to our
documents, which help in enhancing the overall presentation of the document.

PRINTING FEATURES: You can easily take a printout of your documents. Most Word processors have
the feature of WYSIWYG (What You See Is What You Get).

VOCABULARY AND SPELL CHECK FEATURES: Word processors have powerful libraries, using
which you can check your vocabulary. They not only correct the spelling and grammatical error but also
suggest synonyms better sentence formation.

MAIL MERGE FEATURES: Most Word processor allows us to send a piece of text to multiple
addresses. For example you want to send your birthday invitation to 100 friends, the Mail Merge feature
will keep the same invitation text for all, will change only the names and invited guests. Hence, this
feature saves a lot of time and man-power.

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OLE FEATURE: The Object Linking and Embedding feature allows a Word processor to interact with
other programs by embedding objects in a document. For example, suppose you have linked an equation
written in the spreadsheet software to some charts in a Word processor if you change the equation values,
the charts will change automatically because an object of the equation is present with the Word processor
also.

STEPS FOR OPENING MS WORD

Click on Start > All Programs>Microsoft Office Microsoft Office Word 2007.

The WORD application opens a blank document with the temporary name Document1. The small blinking
vertical line that you notice on the screen is known as the Insertion point or Cursor. It indicates the
position where the next typed character will appear.

COMPONENTS OF MS WORD 2007

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1. OFFICE BUTTON: The first thing that you will notice on the Ms Office Word 2007 window would
be a round button with Office logo, which is known as Office Button. It is located at the top-left corner of
the Word window. Clicking on the Office Button opens the menu which is quite similar to the File menu
of the previous versions. Using this menu, you can create a new file, open an existing file, save a file and
perform other tasks. On the right side of the Office Button menu screen, you will see the recently used
files under the heading Recent Documents

2. QUICK ACCESS TOOLBAR: It is present to the right of the Ms Office Button. It provides easy
access to frequently used command buttons. By default, three buttons are present on it which are, Save,
Undo and Redo. You can customize this toolbar by adding and removing commands, using the drop-down
arrow of Customize Quick Access Toolbar.

3. TITLE BAR: Title bar is still located at the top of the Word window. It displays the current document
(Document 1) and the name of the application (Microsoft Word) in the centre.

4. RIBBON: It is a new term used in Office 2007. The old look of menu bar and toolbar at the top of the
window has been replaced by the Ribbon. The Ribbon makes everything nicely centralized and easy to
find. The Ribbon is an expanded toolbar across the top of the page, which is used to create and format a
document. It brings the most popular commands to the front. It is divided into three sections:

i. Tabs: They are designed to be more task oriented. Tabs are quite similar to the drop-down menu.
Clicking on the tab displays the related groups of commands

ii. Groups: Each tab has several groups that show related commands.

iii. Commands: A command is a button, clicking on which a certain action could be performed.

5. WORKAREA: This is the blank area in the document window where you can type, edit and format the
text.

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6. RULER BARS: They are present on both top and left side of the document. The Vertical Ruler bar
allows you to format the vertical alignment of text. Using the Horizontal Ruler bar, you can modify the
indents, margins, tab stops and page measurement. The numbers present on the Vertical Ruler bar indicate
the position of text on that page. The number present on the Horizontal Ruler bar indicate location of the
text from left and right side of the screen.

7. SCROLL BARS: The scroll bars help you to navigate through different portions of a document. The
Horizontal Scroll bar (by clicking and holding the pointer, you can navigate through a document from left
to right) is located at the bottom of the page and just above the Status bar. The Vertical Scroll bar (by
clicking and holding the pointer you can navigate through a document from up to down) is located on the
right side of the screen.

8. STATUS BAR: It is located at the bottom of the Document window. It displays the status of the
document which you are working in. It displays the number of pages and number of words. If you need
more information than double click on the word. The Word Count Dialog box opens, which gives the
complete information like character, paragraphs and lines. Adjoining to it is a Proofing error icon.
Clicking on it will highlight the errors

It is quite easy to change the view of your document

i. Print Layout: It is selected by default. This view shows the document as it will appear when it is
printed.

ii. Full Screen Reading: It shows the complete page on the screen, and also displays the multiple
pages. This view has several buttons at the top of the page such as Save, Print, Tools, Text and
Insert comment. At the centre of the bar, it displays the page number and at the right end of the bar
View Options menu and Close button are displayed.

iii. Web Layout Button: This view enables you to see your document as it would appear in a browser
such as internet Explorer.

iv. Outline Layout Button: It displays your document in an Outline View. You can display headings
without the text If you move a heading, the accompanying text moves with it

v. Draft Layout: It is the most frequently used view. You use Draft View to quickly edit your
document.

9. ZOOM SLIDER: On the Status bar, next to the view buttons, you will find the Zoom slider, which lets
you zoom in or zoom out your document by moving the slider to the percentage zoom setting

FORMATTING A DOCUMENT
In any profession, it is important to keep documents presentable and beautiful. This can be achieved by
adding the effects that beautify the text.
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 Formatting means arranging the general appearance of text in a document. You can enhance the look of a
document by:

 Changing font and its size

 Highlighting certain words
 Changing case
 Adjusting line spacing
 Setting tabs/Margins/Borders/Shading
 Aligning text on a page
 Creating bulleted or numbered lists

Formatting effects can be applied using the Home tab, commands (Font group), paragraph formatting
commands (Paragraph group), and text styles commands (Styles group) There are several ways of
formatting the text. Let us learn the different types of text formatting:

 Character Formatting
 Paragraph Formatting
 Page Formatting

INSERTING GRAPHICS IN WORD

When you create a text document using Word, you may need to include some graphic illustrations
Graphics are added to textual documents for a wide variety of reasons: from supporting the description
provided in the text to providing an immediate visual impact of the contents.

Word has three types of graphic illustrations:

 Image files, including photos, drawings, scanned images, and others.

 Diagrams, which can be created using drawing tools.
 Charts that can be created using Chart facility.

INSERTING IMAGES

Images/Pictures can be inserted from a variety of sources. They may be downloaded from the internet,
scanned, or created with a graphics program; or they may be photos taken with a digital camera.

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1. Inserting An Image From File
You can insert an image in the word document which is already available on the computer. Word can
import various types of file formats. The most common types are GIF, JPEG or JPG, and BMP
To insert an image from proceed as follows:
 Click on the Insert tab, select the Picture button the Illustrations group.
 Browse the picture you wish to insert.
 Choose the desired file and on Insert button.

2. Inserting Images From Other Sources

You can also insert images from various sources other than a file:
i. Graphic Programs
ii. Scanner
iii. Gallery/ Clip Art

1. Inserting Images from Graphic Programs

Various graphic programs can be used to edit a graphic file. Using these programs, you can select, copy,
and paste an image or part of a graphic into a Word document. Let us see an example:

 In the Graphic program window, select an area of the image to be copied.

 Move the cursor over the selected area, and press Ctrl+ C to copy.
 Switch to the Word document.
 Click on the location where the graphic is to be inserted.
 Press Ctrl+ V to paste the image.

2. Inserting Images from a Scanner

If a scanner is connected to a computer, Word can call the scanning application and insert the scanned
item into the Word document page as an image
 Click on the Insert tab, and then select the Clip Art option in the Illustrations group
 In the Clip Art task pane, click the Organize clips option. The 'Favorites-Microsoft Clip Organizer'
window opens.
 On the File menu, click Add Clips to Organizer, and then click From Scanner or Camera.
 Select the scanner device and resolution quality, and then click Insert.
 Wait until the scan is done, and then click the folder with you scanner name under My Collections.
You could see the scanned image.
 Close Microsoft Clip Organizer.
 In the Clip Art pane, click Go. The scanned image appears. Click the image to insert it into your
document.
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3. Inserting Images from ClipArt
 On the Insert tab, in the Illustrations group, click on the Clip Art option. The clipart options appear
in the task pane on the right.
 Enter keywords in the Search for: field that is related to the image you wish to insert, or type in the
file name of the clip art. To narrow your search, do one or both of the following:
 If you wish to limit the search results to a specific collection of clip art, click the drop-down arrow
next to the Search in field.
 Select Everywhere to ensure that word searches your computer and its online resource for an
image that meets your criteria.
 Click the down arrow in the Result should be field. Deselect any type of images you do not wish to
see. Select the checkbox of Clip Art.
 Click Go. In the displayed list of results, select the clip art to insert it in a document.
Or
Click the drop-down arrow next to an image in the task pane and select Insert, Copy or any of the
other options on the list.
 In the Clip Art task pane, you can also search for photographs, movies and sounds. To include any
of those media types, select the required check boxes.

WORKING WITH SHAPES

In MS Word, Shapes is a drawing feature that helps you to draw different shapes like stars, banners,
callouts, connectors, etc. With the help of these shapes, you can draw attention and provide impact to your
message. To insert shape, follow these steps:
 Click on the Shapes button in the Illustrations group on the Insert tab.
 A drop-down menu displays various options, such as Lines, Basic Shapes, Block Arrows,
Flowchart, Callouts, Stars and Banners, etc
 Point to Basic Shapes, and click on the Smiley Face.
 To insert a shape in the document, drag the ‘+’ (Cross hair symbol) on the working area.
 The Format tab appears automatically when you have drawn the shape.
 Select any shape style from the displayed list in the Shape Styles group. Click on the more drop-
down menu to select and change the overall visual style of the shape.

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USING WORD ART

MS Word has inbuilt ‘WordArt gallery’, which allows a user to create special text effects. It gives a
unique look to the text. Using WordArt option, you can apply special decorative effects such as curvy,
wavy, shadowed, 3 dimensional etc. in your document.

 Let us learn how to do it:

 Click the Insert tab. Select the WordArt option in the Text group.
 Select any desired WordArt style.
 The Edit WordArt Text dialog box appears with a selected text placeholder.
 Type text in the Text: box. You can change the formatting effects like font, font style, size and
typeface using the available options. Click OK. The desired WordArt style will appear on the
screen.
 By default, WordArt Tools tab appears at the Ribbon.

MAIL MERGE
Sometimes, you may face situations when you need to send similar documents containing similar text to a
lot of people. For example, a school wants to send invitation letters requesting parents to attend the
Annual Sports Science Exhibition. The general layout of all the letters is same. The letters vary from one
another only in terms of Recipient's name and his/her address. MS Word provides useful features to create
and print:
 Multiple copies of a document to send a list of recipients
 Mailing labels
 Envelopes
All these facilities, though different in application, are based around the concept field of a Data Source,
from which a document extracts the required information.
In this topic, you will learn the entire process of Mail Merge. The steps include:

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  How to create the Main Text Document, which contains the main body of the letter, different field
names and merge instructions.
 How to create the Data Source, which feeds the main document with required information.
 How to create a Merged Document using the Main Text Document and a Data Source.

CREATING THE MAIN TEXT DOCUMENT

To create a main document, follow these steps:

 Create a new document and type a letter, or open an existing letter in MS Word that you want to
send to different people on different addresses.
 Click on the Mailings tab. Select the Step by Step Mail Merge Wizard option from the Start Mail
Merge button.
 Mail Merge task pane will appear on the right side of the MS Word application window.
 Now, select the Letters option under ‘Select document type’ section. Click on ‘Next: Starting
document’ (wizard step) under ‘Step 1 of 6’ section.
 Click on ‘Use the current document’ option under ‘Select starting document’ section.
 Click on ‘Next: Select recipients’ under ‘Step 2 of 6’ section.

CREATING RECIPIENT LIST

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  To create a new mailing list, select the Type a
new list radio button under the Select recipients
section, and click on Create option.
 The New Address List dialog box will appear
on the screen (see fig. 9.54). ‘Click on the
document’ section. Click on the Customize
Columns button to add or remove fields.
 Now enter data in the respective fields and click
on the New Entry button.
 Enter three records of your friends and relatives
and click on OK button. You will get the Save
Address List dialog box.
 Specify a name in the File name: text box and
click on Save button
 Now, the Mail Merge Recipients dialog box will appear, in which you will find all the records you
have entered
 Note that by default, tick marks are placed on the check boxes on the left side of all the records. It
gives an indication that the records are selected. If you don't want to send the letter to a particular
address, just click on that check box to deselect it, and click on OK button.
 Now, click on the Next: Write your letter (wizard step) under ‘Step 3 of 6’ section.

INSERTING MERGE FIELDS

 Click on the Insert Merge Field button in the Write & Insert Fields group on the Mailings tab.
 The Insert Merge Field dialog box will appear with a list of field names you have created.
 Click on the first field name, and then click on the Insert button. It will be inserted at the cursor
position.

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  Similarly, insert other fields into the document. Click on Close button. Separate the field names by
pressing the Enter key.

VIEWING THE MERGED DATA

 You can check whether MS Word has picked up the data source according to the merged fields or
not, by viewing it on the screen.
 Click on the Preview Results button in the Preview Results group on the Mailings tab, or click on
the Next: Preview your letters (wizard step) under ‘Step 4 of 6’ section.
 The first record will be displayed. Click on Next Record button in the Preview Results group to
view the next record of the data source.

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INTRODUCTION TO MS POWERPOINT 2007
MS PowerPoint is a graphic software package for creating effective multimedia presentations. It is a part
of MS 2007 suite and developed by Microsoft. It provides various tools, wizards, templates, themes, and
predefined layouts to create dynamic and professional presentations

 MS PowerPoint is a powerful communication tool to present the views and ideas effectively
through visual aids. Your presentation can be enhanced with 2D and 3D clipart, special effects and
transition styles, animations and high impact drawing tools. The maximum usage of this
application can be seen in the field of entertainment, education, corporate training sessions,
seminars and conferences
 You can easily import data from Word, Excel etc., into a presentation of PowerPoint.
 You can also generate handout material and speaker's notes after creating a presentation.

Steps for opening ms PowerPoint 2007

 Click on Start > All Programs > Microsoft Office > Microsoft Office PowerPoint 2007.
 On starting PowerPoint, a blank presentation named as "Presentation1' with a Title Slide appears.

Components of PowerPoint window

Ms PowerPoint window has the following components:

1. QUICK OFFICE BUTTON: This button performs many of the functions that were available in the
File menu of older versions of PowerPoint. This button allows you to create a new presentation, open an
existing presentation, save and save as print, send or close a presentation.

2. QUICK ACCESS TOOLBAR: It contains commands that you may want to use quite often. You can
place toolbar above or below the Ribbon. To do so, click on the drop-down arrow at the end of the toolbar
and select Show Below Ribbon option. To add items to the Quick Access Toolbar, right-click on any item
on Ribbon and click on Add to Quick Access Toolbar.

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3. TITLE BAR: This bar is located at the top of the PowerPoint window. It displays the name of the
current presentation (Presentation-1) and the name of the application (MS PowerPoint).

4. RIBBON: It is placed at the top area of the document. It has seven tabs Home, Insert, Design,
Animations, Slide Show, Review and View. Each tab contains commands arranged in groups.

5. SLIDES PANE: It is the blank area in the middle of the window where you can design your slides.

6. SLIDES TAB: It shows a thumbnail version of each slide shown in the Slides pane. After adding other
slides, you can click a thumbnail on the Slides tab to make the slide appear in the Slides pane. You can
add, delete, duplicate, and rearrange slides in the Slides tab.

7. OUTLINE TAB: This tab displays the text content of each slide. You can edit your text directly from
the Outline tab.

8. STATUS BAR: The Status bar is positioned at the bottom of the PowerPoint Window. It displays
information like slide number, zoom level, and other important information about the current slide.

9. VIEW BUTTONS: These buttons can be used to change between the Normal View, the Slide Sorter
View, and the Slide Show View.

10. NOTES PANE: In the Notes pane, you can type notes for yourself about the current slide.

11. VERTICAL AND HORIZONTALSPLITTER BARS: These bars are used to change the size of the
panes.

GUIDELINES TO MAKE AN EFFECTIVE PRESENTATION

PowerPoint can be used effectively to make persuasive presentations. Let us learn a few tips to create
brilliant presentations.

 KEEP IT SIMPLE: Always try to keep your presentation simple by using charts that are easy to
understand and graphic that reflects what you are saying. The thumb rule for making a good
presentation is to ensure that there are not more than five words in each line and not more than five
lines in each slide.

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  MINIMIZE FACTS AND FIGURES IN SLIDES: PowerPoint has the capacity to convey ideas
and support a speaker's remarks in a concise manner. You should avoid including too many figures
and numbers.

 USE VIBRANT COLOURS: A striking color contrast between words, graphics, and the
background can be very effective in conveying both message and emotions.

 IMPORT IMAGES, GRAPHICS AND VIDEOS: Do not limit your presentation to the
collection of cliparts etc. provided in PowerPoint. Import images, graphics and videos for a better
visual appeal and variety as well.

 USE HUMOUR IN YOUR PRESENTATION: Humor helps to convey a message efficiently

and loosen up the crowd.

 EDIT RUTHLESSLY: After creating the PowerPoint slides, imagine yourself as one of the
listeners, and critically review your presentation. If you find something unappealing, distracting or
confusing, either modify it or remove it.

The above points should be kept in mind while designing the presentation, whereas the following should
be observed while showing the presentation

 HOLD UP YOUR END WITH ENTICING/CONVINCING MATERIAL: Sometimes, the

ease of use to create simple engaging presentations with eye-catching slides and graphics in
PowerPoint become its own enemy. Always remember people do not merely stare at images tossed
onto a screen, they also wish to hear you. Build a strong PowerPoint presentation, but make sure
that your spoken remarks should be appealing to the ears of listeners. Remember:"PowerPoint
doesn't deliver presentations. It makes slides, which support a spoken presentation".

 DON'T PARROT POWERPOINT. Never read the visual presentation to the audience. It makes
even the most visually appealing presentation boring to the bone. A presentation works best with
spoken remarks that augment what's present on the screen, rather than mimic.

 MAKE EYE CONTAT WITH YOUR AUDIENCE: Always remember that the audience wishes
to see the back of your head. So, always try to maintain a direct eye-contact with the audience.

 TIME YOUR REMARKS: Proper care should be taken while giving remarks. Your comments
shouldn't coincide with appearance of a fresh PowerPoint slide. It splits the audience's attention.
Never talk on top of your slides.

 MAKING A POWERFUL FIRST IMPRESSION: First impression is the last impression. You
cannot make a first impression twice. The audience will make decisions about you from your first
appearance, your words and the intonation of your voice. Plan the opening of your presentation
precisely. Use short sentences. Keep minimum technical information. Grab the attention of your
audience with a joke, an interesting fact, a short anecdote, a quotation, a positive statement, or a
provocative question etc.

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  GIVE IT A REST: PowerPoint is an effective tool as a visual companion to the spoken word. But
you must let the screen go blank on certain occasions. By doing so, your audience will not only get
a visual break, but it is also an effective way to focus attention on more verbally- focused give and
take such as a group discussion, or an interactive session.

“Practice makes a man perfect.”No professional in any field performs without practicing. Remember, your
time in front of audience is your showcase.

BASIC ELEMENTS OF A SLIDE

A slide contains the following basic elements:

1.BACKGROUND: It is the base of a slide on which various elements like title, images, charts etc. can
be added. The background of a slide can be modified.

2. TITLE: It is the heading of a slide which is used to guide the audience about the content of the slide.

3. BODY TEXT: It contains the main content of the slide, generally formatted as a bulleted or numbered
list.

4. FOOTER: This is an area at the bottom of the slide used to specify the organization name or slide
show theme. It is an optional field and can be deleted.

5. DATE AND TIME: It is displayed at the bottom of the slide. This option can be set to update
automatically or can be deleted.

6. SLIDE NUMBER: It is also located at the bottom of the slide. You can either modify its location or
delete it.

DIFFERENT TYPES OF SLIDE LAYOUTS

PowerPoint offers various slide layouts. In the PowerPoint window, go to Home tab, and click on the
Layout button in Slides group. This feature defines the basic structure of a slide and arranges your slide
content it provides you different ways to position your text, images, and other graphic options. Let us have
a look and briefly learn about the features of the different slide layouts.

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 TITLE SLIDE: It is designed to add a title and some text content in a
paragraph form.

TITLE AND CONTENT SLIDE: It contains a title field and a body

where you can either add text or insert any one element from the
following: charts, tables, media clips, pictures, etc.

SECTION HEADER SLIDE: It contains a title field and a body where

you can either add text or insert any one element, like charts, tables, media
clips, pictures, etc.

COMPARISON SLIDE: It is similar to two content slide layouts, but it

has additional text boxes in the body.

TITLE ONLY SLIDE: It only contains title field. There is no other

content panel in this slide.

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 BLANK SLIDE: It is completely blank and contains no elements. You
can design the side according to your requirements.

CONTENT WITH CAPTION SLIDE: Content will be placed on the

right side of the slide, which is most often graphic objects, such as charts,
pictures, media clips, shapes, etc. The title and caption are placed on the
left side

PICTURE WITH CAPTION SLIDE: The upper part of the slide is used
to place only a picture. Below the picture you can add title and descriptive
text in the given text boxes.

TWO CONTENT SLIDES: It only contains a title field and two layout
boxes where you can either add text or insert any element, like charts,
tables, media clips, pictures, etc.

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BUILT-IN TEMPLATE

MS PowerPoint 2007 does not contain the 'AutoContent Wizard' for creating presentation. Instead, if you
are new to PowerPoint, you can create your presentation quickly and easily by using built-in templates.
PowerPoint 2007 templates include a sample slide show that contains various themes and layouts
including most of those that existed in the AutoContent Wizard. Templates give you an initial foundation
to build a presentation. You can modify text and design of a template, add pictures, sound, company's logo,
or can also delete existing contents from the template.

DIFFERENT VIEWS OF A SLIDE

MS PowerPoint has the feature viewing a presentation in different formats such as Normal View Slide
Sorter View, Notes Page, and Slide Show. By default, we work in Normal View. The view of a
presentation can be changed anytime by clicking on different view option available in the Presentation
Views group on the View tab. Let us briefly discuss the different presentation views:

NORMAL VIEW

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 It is the main editing view, which is used to write and design a presentation. In Normal View, you can
add text, graphics, sound, animation, and other effects as well. In this view, you can also have a large view
of individual slide, notes pane the bottom, an outline of the side text (Outline tab), and slides displayed as
thumbnails (Slides tab), all at the same time.

 To open this view, click on the View tab and select the Normal button.

SLIDE SORTER VIEW

It displays a miniature view of all the slides in a presentation. In Slide Sorter View, you can change the
order of sides, copy or delete the slides, add transitions, animation effects, and set the timings for the slide
show.

 Select the View tab and click on Slide Sorter button.

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  You will see all the slides of your presentation, and the selected slide will appear with a thick
border around it.

SLIDE SHOW VIEW

It shows all the slides o f a presentation starting either from the first slide or the current slide one after
another. One slide occupies the entire screen in this view.

 In full screen view, you can see how your graphics, timings, movies, animated elements, and
transition effects will look in the actual show.

To View Slide Show:

 Click on the Slide Show button present on the Status bar. Or

 Click on the View tab > Slide Show button. Or
 Click on the Slide Show tab and select the From Beginning option. Or
 You can also use F5 key to view the Slide Show.

To Move To The Next Slide:

 Click on the mouse button. Or

 Use Enter/Space bar key.

To Quit The Slide Show View:

 Press the Esc key on the keyboard.

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NOTES PAGE

Notes Page option is available on the View tab. It displays the notes page for the selected slide, where you
can create additional notes for the current slide. These notes are not visible when the presentation is shown.
They can easily be modified later. The steps to enter notes in a slide are as follows:

 Select Notes Page option in the Presentation Views group on the View tab.
 Select a slide, on which you wish to add a note, from the Slides tab.
 You will find a text panel right below the slide with a prompt box Click to add text. Click here to
enter notes for the slide.

ADDING NEW SLIDE

You can insert as many new slides in your presentation as you need.

To add new slides into your existing presentation, you can choose any of the following ways:

 Open an existing presentation.

 Click on the drop-down arrow next to the New Slide button in the Slides group on the Home tab.
 A menu will appear with the Slide Layout options.
 Select the desired layout and click on it.
 PowerPoint will add a new blank slide with the selected layout in the center of the PowerPoint
window, and also in the slide tab on the left.

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CHANGING BACKGROUND COLOUR OF
THE SLIDE

 You can change the background color, pattern, and

texture of a slide, which helps you to give a different
appearance to your slide.
 Click on the Background Styles button, present in the
Background group on the Design tab. A list of options
will be displayed.
 As you move the mouse over the Background options,
their effects are reflected on the slide. Click on the
suitable background style option.
 Click on the Format Background option in the
Background Styles drop down menu. The 'Format
Background' dialog box will appear.
 The Fill tab in the left pane is selected by default.
 Select the Solid fill radio button and the options in the right pane change accordingly.
 Click on the Color button. A drop-down menu appears. To select different color apart from the
displayed colors, select More Colors option.
 Colors dialog box appears. Click on the Standard tab, and then choose color you want. You can
also select the Custom tab, and create your own color scheme.
 Chick on OK. You will find the Format Background dialog box on the screen.
 Click on Apply to All button to apply the color scheme to all the slides. Click on Close button to
close the dialog box.

INTRODUCTION TO MICROSOFT EXCEL 2007

Microsoft Excel is a popular spreadsheet component of Microsoft Office suite, which allows you to store,
calculate and manipulate the available data. Aspreadsheet is like a grid, consisting of rows and columns in
which data can be organized in a tabular form.

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It provides inbuilt features and tools, such as formulas, functions and data analysis tools, that make it
easier to work with amount of data. It has an additional feature of representing data in a chart form that
helps us to analyse and understand our data easily. It is used to automate financial statements, carry out
transactions of accounts payable or received, and organize business plans of any company.

IMPORTANT FEATURES OF SPREADSHEETS

Some of the important features of MS Excel are

 Functions and formulas: Functions are the built-in formulas used for calculating percentage,
interest, average etc., in MS Excel. Formulas are mainly used for performing simple and complex
calculations etc.

 Formatting features: improve the appearance of data.

 Auto-calculation: The data is automatically recalculated in the whole worksheet if any change is
made in a single cell.

 Fast searching and instant replacing of data.

 Entering data in series using Auto Fill option.

 Data can be viewed in a graphical form as charts, which help to understand, analyze, and compare
data in an effective manner.

 Data can be arranged (Sorted) either in increasing or decreasing order.

These advanced features have made MS Excel the first choice for professionals to quickly perform lengthy
accounting and financial tasks, and take immediate decisions.

STEPS FOR OPENING MS EXCEL

Click on Start > All Programs>Microsoft Office Microsoft Office Excel 2007.

COMPONENTS OF WORKSHEET
1. WORKSHEET: As soon as you open Excel, the worksheet is visible on the screen by default. A
worksheet is made of rows and columns. Rows run horizontally from left to right, and columns run
vertically from top to bottom. By default, a workbook has three worksheets, with the names: Sheet1,
Sheet2, and Sheet3, which are displayed at the bottom of the worksheet, just above the Status bar. You can
add any number of worksheets in a workbook according to the limits of memory available on a computer.

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2. ROW HEADER: Each row in Excel is represented by a specific number, which is present on the left
hand side of a worksheet. This number is known as a Row Header. Row numbers are numbered from 1 to
1,048,576.

3. COLUMN HEADER: Alphabets across the top border of a worksheet represent column headings,
starting AA…AZ, BA....BZ.XAA...XFD. Every worksheet in Excel contains 16,384 columns.

4. CELL: A cell is an intersection of a column and a row in a worksheet. It is rectangular in shape. Each
cell is identified by its column letter, and row number which is known as Cell Address. A cell can contain
up to 32,767 characters. A cell is used to store data such as text, number, formulas, functions etc.

5. ACTIVE CELL: When you dick on a cell in the worksheet, a thick black-colored border appears
around it, which differentiates the active cell. This highlighted box is called the Cell pointer. Data can be
entered only in the active cell.

6. RANGE: A range is a group of contiguous cells, which form the shape of a rectangle. It can be as small
as a single cell or as big as an entire worksheet. You can specify a range by writing the starting cell
address followed by the ending cell address; both separated by a colon (:). For example, a range starting
from C3 and ending in J10 would be written as C3:J10.

7. NAME BOX: Name box is located above the Column heading on the left hand side of the window. The
unique cell name/reference is displayed in this box. It displays the location of the cell pointer.

8. FORMULA BAR: It is located to the right of the Name box. This bar shows the characters and
formulas that you entered.

9. SHEET TABS: Sheet tabs appear at the bottom left of the Excel window, just above the Status bar.
Every new workbook which you open contains three blank sheets named as Sheet1, Sheet2, and Sheet3.
When you click on a particular Sheet tab, that worksheet becomes active. You can add more worksheets in
a workbook according to your need. You can rename the Sheet tabs, Insert new sheets, and delete sheets
as per your requirement.

10. STATUS BAR: The Status bar lies at the bottom of the Excel window. It displays information like
Sheet number, active working mode, zoom level and other important information about the (current)
spreadsheet in which you working.

EDITING THE RANGES

You have already learnt that range is a group of contiguous cells which
forms the shape of a rectangle.

SELECTING A RANGE
You can select a range of cells either by using a mouse or a keyboard.

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1. Using The Mouse

Suppose, you want to select a range from A1:F6. Since a range is always in the form of a rectangle, our
desired range will have four corners, A1, A6, F1 and F6. Bring the cell pointer on any of the corners, and
drag it diagonally to the opposite corner. You will see that the selected area gets highlighted.

2. Using The Keyboard

To select range of cells using a keyboard, follow the steps given below:

 Bring the cell pointer on any of the corners.

 While holding down the Shift key, move the cell pointer towards the diagonally opposite corner
cell using the arrow keys.
 After reaching the destination cell release the Shift key. You will get the desired range that has
been selected. In both the cases, you will see the output as shown in Fig. 12.17.

INSERTING CELLS, COLUMNS AND ROWS IN A WORKSHEET

Sometimes, while entering data in a file, you may miss some data entry or record of a person. In such
situations, you may have to insert a cell or some row(s)/column(s) in the worksheet later on. Let us learn
this procedure.

INSERTING BLANK CELLS

To insert some blank cells in a worksheet, you must follow these steps:

 Select the range of cells where you want to insert the blank cells. You should select the same
number of cells as you want to insert in the spreadsheet.
 Select the desired range of cells.
 Now, right-click on the range and select the Insert option Or
 Click on the Home tab, select the insert button in the Cells group. Click on the Insert Cells option
from the drop-down list.
 In both the cases, you will get the insert dialog box. There are
four different options to choose within the dialog box. Select
the desired option and click on OK.
Let us have a glimpse of some of these mentioned options and
understand the difference practically

Case-1: Shift cells down

As you can see, only the selected range of cells moved down rather
than the entire row Also, only four blank cells were inserted because
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we selected only four cells initially.

Case-2: Entire row

In this case, the entire row shifts down. Since, the selected range contained cells from two different rows,
a total of two new rows were inserted in the worksheet.

INSERTING BLANK COLUMNS

You can insert blank column(s) between any existing columns or even before the first column. Let us
learn how to do it.

 Right-click on the column header where you want to insert the new column.
 Select the Insert option from the Context menu. A new column will be added to the left of the
selected column.

INSERTING BLANK ROWS

You can insert blank row(s) between any existing rows or even above the first row. Let us learn how to do
it:

 Right-click on the row header, where you want to insert a new row(s).
 From the Context menu, select the insert option.
 A new row will be inserted just above the selected row.

DELETING ROWS AND COLUMNS FROM A WORKSHEET

You can always delete unwanted rows and columns from a worksheet Let us learn this process:

DELETING ROWS USING CONTEXT MENU

 Right-click on the row header of the row, which you

want to delete.
 Select the Delete option. The entire row will be deleted.
Or
 Click on the Delete drop-down button in the Cells group
on the Home tab, and choose the Delete Sheet Rows
option.
 In both the cases, the selected row will be deleted and
contents below this row will shift up by one row.

DELETING COLUMNS USING THE CONTEXT

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MENU

 Right-click on the column header of the colurnn, which you want to delete.
 Select the Delete option. The entire column will be deleted.
 Click on the Delete drop-down button in the Cols group on the Home tab, and choose the Delete
Sheet Columns option.
 In both the cases, the selected column will be deleted and the contents lying to the right of this
column will shift left by one column.

CELL REFERENCE
The cell address in a formula is known as the cell reference. With the help of references, you can use the
data in different parts of a worksheet. There are three types of cell references:

RELATIVE REFERENCE

When you create a formula, references to a cell or range

of cells are usually based on the position relative to the
cell. When you copy or move a formula to other cells,
the reference cell automatically changes.

For example, the formula in A3 is =A1+A2. When you

copy the formulas from A3 to B3, Excel automatically
changes the reference to match the location of cells i.e.,
=B1+B2. Let us learn it practically.

 Select the cell B12, in which formula=SUM (BS:

B10) is written. Click on the Copy button present
on the Clipboard group on the home tab.
 Now, select the cell C12 and click on the Paste
button in the Clipboard group on the Home tab.

ABSOLUTE REFERENCE

Absolute Reference is used when we do not want to change

the address of the cell on copying the formula cell. For this
purpose, we add the dollar symbol ($) before the column
and row number.

For example, SA$1+SA$2 is an example of Absolute

Reference.

 Let us calculate the incentive at 10 % on monthly

sales.
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  Type 10 % in cell D1.
 Now, click on the cell D5.
 Type =B5*$D$1 and press the Enter key.
 The cell D5 displays the value 100. The first cell address has no dollar sign; hence, it is the case of
Relative Reference. Therefore, when the cell is copied, first cell reference changes accordingly in
the new location, but the second one remains the same. i.e., SD$1.
 Now, copy the formula by dragging the mouse pointer to the rest of the cells.

MIXED REFERENCE

It is a combination of Relative and Absolute reference. In

this type reference, either row or column has to remain
fixed. $A1+A$2 is an example of Mixed Reference.

Let us calculate the Actual Expenses.

 Type 50 in cell D2.

 Chicken the cellE5 and type=$C5-D$2, and press
the Enter key.

You can further calculate the Actual Expenses for other

cells by dragging the mouse pointer to the desired range
when it changes cross (+) symbol.

CHARTS AND ITS TYPES

A chart is a graphical representation of data in a worksheet. It helps to provide a better understanding of
large quantities of data. Charts make it easier to draw comparison and see growth, relationship among the
values and trends in data. They provide an accurate analysis of information. MS Excel offers a wide range
of charts to interpret data. These charts share some common features, which assist the users to
comprehend the data logically.

The various types of charts in excel are as follows:

 BAR CHART
 COLUMN CHART
 LINR CHART
 AREA CHART
 XY (SCATTER) CHART
 PIE CHART
 DOUGHNUT CHART
 RADAR CHART
 STOCK CHART
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  BUBBLE CHART
 SURFACE CHART

COMPONENTS OF A CHART
Chart is an effective way to display data in pictorial form. A chart can be inserted after selecting the
relevant data from the worksheet. Let us learn about the various components of a chart:

1. CHARTAREA: Chart area includes all the area and objects in the chart.
2. CATEGORY AXIS: Category axis or X-axis is the horizontal axis of a chart.
3. VALUE AXIS: Value axis or Y-axis is the vertical axis used to plot the values. It is located at the left
side.
4. DATA SERIES: Data series are the bars, slices or other elements that show the data values. 5.
CATEGORY NAME: Category names are the labels, which are displayed on the X and Y-axis.
6. PLOTAREA: Plot area is a window within the Chart area. It contains the actual chart itself, and
includes plotted data, data series, and category and value axis.
7. LEGEND: It depicts the colors, patterns or symbols assigned to the data series. It helps to differentiate
the data.
8. CHARTTITLE: It describes the aim and contents of the chart.
9. GRIDLINES: These can either be Horizontal or Vertical lines depending on the selected chart type.
They extend across the plot area of the chart. Gridlines make it easier to read and understand the values.

USING SIMPLE FUNCTIONS

Functions are pre-designed formulas to perform simple and complex calculations. Functions eliminate the
chance to write wrong formulas. They accept Arguments and return Values. Since a function cannot exist
on its own, it must always be part of a formula. Functions are made up of two parts:
1. Arguments 2. Structure

1. ARGUMENTS: Arguments are input values to

functions. Arguments can be numbers, text, logical
values such as True or False, range of cell reference, or
formulas that are enclosed within parenthesis.

2. STRUCTURE: The Structure of a function defines

its basic skeleton, which forms the base of writing
general syntax of functions. The structure begins with
the equal sign (=) function name and then followed by
the list of arguments separated by comma within the
parenthesis.

=FUNCTION NAME (argument1, argument2,

argument3...)
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Rules To Enter Functions

 All Excel functions must begin with = sign.

 Function name must be a valid Excel name.E.g, SUM, AVERAGE etc.
 Function name must be followed by opening and closing parenthesis.
 Parenthesis contains arguments within it. For example, =SUM (A1:A5). If there is more than one
argument, then they should be separated by a comma. E.g., (A1:A5, B1:88)

IMPORTANT FUNCTION

SUM ()

The SUM function adds all the numbers in a given range of cells that you specify as arguments.

=SUM (A1:A4)

AVERAGE ()

The AVERAGE function returns the average (arithmetic mean) of the arguments. The arguments can be a
range of cells, simply numbers or numbers along with cell reference(s).

=AVERAGE (A1:A4)

COUNT ()

This function counts the number of numeric entries, formula, and date entries in a given range of cells.

=COUNT (A1:A4)

MAX ()

The MAX function returns the largest value among the set of values in a given range of cells. This
function only considers numeric entries and logical values as its arguments. If there are no valid
arguments within the MAX function, it returns a value of 0.

=MAX (A1:A4)

TODAY ()

It is used to display the current date.

=TODAY ()
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