INDEX

S.NO
1.

TOPIC

PG. NO

MS WORD
Word Basics
Page Formatting

2 15

Header & Footer

Finding & Replacing
2.

MS EXCEL
Workbooks
Formulas & Functions

16 45

Editing Graphics & Charts

Analyzing Data using Pivot Tables
3.

MS POWERPOINT
Creating new presentation
Applying Side Design
Adding Slides to Design
Adding Graphics
Using Office Buttons
Graphs, Charts & Tables

46 65

REMARKS

MS WORD

MS WORD 2007
Word Processing is perhaps the most common and comparatively easier application to work on
any computer. A word processor lets you to change words or phrases, to move whole sections of
text from one place to another, store blocks of text, and align margins all in few seconds.
Use of word processors has changed the look of official correspondence, reports, and proposals
etc. to a great extent. MS Word is an advanced word processing product by Microsoft Company.
The powerful features of Word will allow you to create even graphic based multicolumn
publications such as Fliers, News letters and Internet web pages.

OFFICE BUTTON

OPTIONS IN TOOL BAR

Start Word 2003
Switch on your computer. Click Start button then point to Programs and then click on MSWord.
You will get a screen as shown below:
PARTS OF WORD WINDOW
Please see the picture below for a visual image of parts of an active window has:
Menu bar
This is the traditional windows style drop-down menu. When you point to any menu title and
click once with the mouse, the menu will open displaying all the commands available under this
menu. Clicking on the desired command would tell Word to execute that command. Some
commands have ellipses () in front of them. These commands have further sub commands.
Commands appearing in dim mode cannot be executed unless the prerequisite functions required
by that command have been performed, e.g. you cannot use the Copy or Cut command from the
Edit menu unless you have selected a piece of text first. Many commands also have a keyboard
shortcuts specified against their names.

Standard toolbar
Toolbars contain buttons, drop-down menus and other controls that help you to quickly alter the
appearance and arrangement of documents by executing a variety of word commands. Toolbars
are very helpful and convenient in quickly executing commands without having to go through
menus. The standard toolbar contains icons for basic functions like opening files, saving files,
printing files, cut, copy, paste etc.

Formatting toolbar
This contains icons for changing the look of your text (called formatting in computer jargon);
for example, there are icons for changing fonts, styles, font sizes, text alignment etc.

Ruler
The Ruler lets you make changes to margins and indents, and helps you create document as per
dimensions required.

Scroll tools
These helps you travel within your document. You can go anywhere, up and down, right and left
in your document mainly by two ways: Using the horizontal and vertical scroll bars with the help
of the mouse; or using the keyboard to press PgUp, PgDn, Home, End and arrow keys.
Status bar Also called the Status Area, this is the normally the last line on your screen. This gives
the following information about your work
Current Page
Section Number
Current/Total pages in the document
Current Cursor Position (where the cursor is presently located)
Current Line Number
Current Column Number
Record Macro-whether macro recording is on or not
Track Revision-whether revisions have been made or not
Extend Selection
Over type mode-whether you are in Insert mode or overwrite mode

Cursor
Also called the Insertion Pointer, this denotes the place where text, graphics or any other item
would be placed when you type, overwrite or insert them. This looks like a tall, skinny toothpick
and keeps blinking so that you can locate it easily.

Mouse pointer
When your mouse pointer looks like an I-beam you should be able to move it freely on the
screen. This is used for either placing the cursor at the desired place (take the mouse pointer
there and click) or choosing any command either from the menu or from toolbars. The mouse
pointer changes shape when in the process of doing certain tasks and the cursor disappears.
File management
Creating a New Document
Click on File Menu
Select and click New option

Otherwise click

button on the standard toolbar

Opening an Existing Document:

Click File Menu
Select and click Open option

Otherwise click
button on the Standard toolbar.
Double click on the file from the open window

Saving a Document
Click File Menu
Select and click Save button.

Otherwise click button

on the Standard toolbar.

Moving through the document

Open any word document. You can move the cursor to any location on the screen by
using the arrow keys on the keyboard.
Right arrow key is used to move one position to the right of the cursor
Left arrow key is used to move one position to the left of the cursor.
Up arrow key is used to move one position to the top of the cursor.
Down arrow key is used to move one position to the down of the cursor.
Page Up key is used to move down the screen at a time
Page down key is used to move up the screen at a time
Hold down Ctrl key and press Home to move to beginning of the document.
Hold down Ctrl key and press End to move to end of the document.
You can move to any position on the screen by moving the cursor with the mouse.
You can use scroll bars to scroll the text upward and down ward.
6

Closing a Document
Click File menu
Select and click Close button.
Otherwise click button
menu bar

Editing Word document

Cut, Copy and Paste options
These options will allow you to Cut or Copy a piece of text from one location and to paste at a
new location.

Searching text
Open any document.
Click Edit menu and then click Find option. You will get a screen as shown below.

In Find What text box type the word you want to find and then click Find Next button.
Continue clicking Find Next button until you get the screen shown below.

Click OK button and then click

to close Find and Replace dialog box.

Replacing text
Open any word document.
Click Edit menu and then click Replace option. You will get the dialog box as shown
below and type the word with which you want to replace.

Click Replace All button once. You get the below dialog box.

Click OK button and then click

to close Find and Replace dialog box.

Formatting documents
Bold, Underline and Italicize the selected text
Open a word document.
Block the text by first clicking at the start of the text and holding the left mouse button and
drag to the desired position and then release the left mouse button. The selected area will be
highlighted.
8

Move the mouse pointer to the button

on the Standard Toolbar and click once.
Move the mouse pointer outside your text and click to release the highlighting. Your text will
now appear in BOLD FACE.
Like this you can underline or italicize the desired text by using the following buttons

Left aligning, centering, right aligning and justifying text

Open a word document.

Block the text by first clicking at the start of the text and holding the left mouse button
and drag to the desired position and then release the left mouse button. The selected area
will be highlighted.
Move the mouse pointer to Align Left button on the toolbar and click once. Your
selected text will be left aligned.
Move the mouse pointer to Align right button on the toolbar and click once. Your
selected text will be right aligned.
Move the mouse pointer to Center button on the toolbar and click once. Your selected
text will be centered.
Move the mouse pointer to justify button on the toolbar and click once. Your selected
text will be justified.

Creating Bulleted and Numbered list

If a list of items are to be numbered automatically it can be done using Numbered List
option
Ex: Microsoft Office consists of
MS-Word
MS-Excel
MS-PowerPoint
MS-Access
MS-Outlook

The above text is to be selected with mouse.

Click on the Numbered List button on the toolbar

Move out of the text and click to release the highlighting.

Your text will now look like this
9

1. MS-Word
2. MS-Excel
3. MS-PowerPoint
4. MS-Access
5. MS-Outlook

Now re-select the text

Click the Bulleted List button on the toolbar.

The numbers should be replaced with bullets as shown below
MS-Word
MS-Excel
MS-PowerPoint
MS-Access
MS-Outlook

Indenting Paragraphs
Select a paragraph with the mouse.

Click on the Right (increase) Indent

button on the toolbar.
Leave the highlighting on and click once more on the Right Indent button.

Click once on the Left Indent

button. Your text should now be indented by one Tab
stop. Each time you click, the paragraph is moved one tab stop.

Changing case of text

You can change the selected text into either UPPERCASE, lowercase, Title case or
tOGGLE cASE
Highlight the text. Select the Format menu option
Choose Change Case option. You will get the dialog box shown below.

From the list of options select UPPERCASE to convert lower case into uppercase.

10

Spelling and Grammar checking of word document

Open any word document.

Click Tools menu and then click Spelling and Grammar option. You will get the below
dialog box.

Note all words that appear red color in First box are spelling mistakes. If you want to
accept the suggested word, in the second box click on Change. If not, click Ignore
button. You can also add a word to the dictionary by clicking on the Add button.
Continue this process until you get the dialog box, shown below:

Click OK button.
Save your work when the spell-check is complete, so that the corrections are saved.

11

To Create header or footer

12

Creating different footers or headers for even and odd pages

Creating a Mail Merge document

Following are steps involved in creating a Mail Merge document.

Create a new data source and enter information

Create the main document
Insert fields into the main document.
Merge data source and main document.

Creating Tables
Tables are preferred when compared to using spacebar or tab for alignment to give a table
format, but Word has another excellent feature for alignment called "Tables". This feature is
used to create financial reports, catalogues, accounts etc.
Tables consist of rows and columns. The text can be typed in the cells. The size, shape
and appearance of a cell are controllable features. You can also convert a text to a table and a
table back to text. It also supports importing and exporting data onto a spreadsheet.

13

To create a table using Insert Tables Button

Move the cursor to the place where you want to insert the
table

Choose tables button

from the Standard Toolbar
Drag the mouse to highlight the desired number of rows and
columns in the tables menu.
Release the button. An empty table is inserted.

To create a table using table menu

Choose Insert table from Table Menu . You will find a dialog box as shown below:

Now type the Number of Columns and rows as you require and set column width Auto.
So that the Column with will be equal to the width of the text. Now click OK.

An empty table is inserted in the document. Now inserting rows, columns, Deleting rows and
widening the columns is very easy.
Insert Rows:
Place the cursor in the table, where rows are to be inserted
Choose Table and click Insert Rows option to insert rows in the table
Delete Rows:
Select the Row which is to be deleted
Click Table and click Delete cells option.
Using Formulae in the table
Tables can be used to prepare financial statements. Different functions can be used to calculate
Column totals, Row totals, Average , Count, Minimum and maximum of given values etc.
14

To use a formula in the table

Keep the mouse cursor at the place where the value has to come
Click Table menu and then click Formula option.

You can see the following dialog box.

Then click OK button

If you dont want the above function, then choose another from Paste function drop down list.

15

MS EXCEL

16

MS EXCEL 2007
Getting started with Excel

Excel and Word have a lot in common, since they both belong to the MS Office
suite of programs. This means that if you are familiar with Word, then you already
know how to use several Excel features!
In the Word section of this manual, youll be able to find more information and guidance on

Using the mouse and keyboard

Starting the program
The Office button and ribbon
Character formatting
Opening, saving and printing files
Accessing Help

What is Excel?
Excel is all about numbers! Theres almost no limit to what you can do with numbers
in Excel, including sorting, advanced calculations, and graphing. In addition, Excels
formatting options mean that whatever you do with your numbers, the result will
always look professional!
Data files created with Excel are called workbooks (in the same way as Word files are
called documents). But where Word starts up with a single blank page, Excel files by
default contain three blank worksheets. This gives you the flexibility to store related
data in different locations within the same file. More worksheets can be added, and
others deleted, as required.
Youll often hear Excel files referred to as spreadsheets. This is a generic term,
which sometimes means a workbook (file) and sometimes means a worksheet (a
page within the file). For the sake of clarity, Ill be using the terms workbook and
worksheet in this manual.
The Excel 2007 window
As in Word 2007, the old menu system has been replaced by the Ribbon and the
Office button. The title bar displays the name of your current workbook. Tabs at
the bottom of the screen identify the different worksheets available to you Ill
show you a little later how to give them meaningful names.
17

Notice how the working area of the screen is divided into rows (1, 2, 3, 4, ...) and
columns (A, B, C, D, ). Together these provide an address, such a C10 or G21, that
uniquely identifies each cell in the worksheet. A range of cells extends in a rectangle
from one cell to another, and is referred to by using the first and last cell addresses
separated by a colon. For example, the group of cells from A3 to G4 would be written
as A3:G4.
In the example above, the current or active cell is B7. It is surrounded by a heavy
black border, and its address is displayed in the name box above column A. Its
row and column numbers are also highlighted.
On the right of the name box is the formula bar. This displays the value stored in
the active cell, and is also the place where you would enter a new data value or
formula into that cell.
Navigating within a worksheet
Using the mouse:

Use the vertical and horizontal scroll bars if you want to move to an area of the
screen that is not currently visible.
To move to a different worksheet, just click on the tab below the worksheet.
Using the keyboard:
18

Use the arrow keys, or [PAGE UP] and [PAGE DOWN], to move to a
different area of the screen.
[CTRL] + [HOME} will take you to cell A1.
[CTRL] + [PAGE DOWN] will take you to the next worksheet, or use
[CTRL] + [PAGE UP] for the preceding worksheet.

You can jump quickly to a specific cell by pressing [F5] and typing in the cell
address. You can also type the cell address in the name box above column A, and
press [ENTER].
Selecting cells
Using the mouse:

Click on a cell to select it.

You can select a range of adjacent cells by clicking on the first one, and then
dragging the mouse over the others.
You can select a set of non-adjacent cells by clicking on the first one, and then
holding down the [CTRL] key as you click on the others.

Using the keyboard:

Use the arrow keys to move to the desired cell, which is automatically selected.
To select multiple cells, hold down the [SHIFT] key while the first cell is
active, and then use the arrow keys to select the rest of the range.

Selecting rows or columns

To select all the cells in a particular row, just click on the row number (1, 2, 3, etc)
at the left edge of the worksheet. Hold down the mouse button and drag across row
numbers to select multiple adjacent rows. Hold down [CTRL] if you want to select a
set of non-adjacent rows.
Similarly, to select all the cells in column, you should click on the column heading
(A, B, C, etc) at the top edge of the worksheet. Hold down the mouse button and drag
across column headings to select multiple adjacent columns. Hold down [CTRL] if
you want to select a set of non-adjacent columns.
You can quickly select all the cells in a worksheet by clicking the square to the
immediate left of the Column A heading (just above the label for Row 1).

19

Entering data
First you need a workbook
Before you start entering data, you need to decide whether this is a completely new
project deserving a workbook of its own, or whether the data you are going to enter
relates to an existing workbook. Remember that you can always add a new
worksheet to an existing workbook, and youll find it much easier to work with
related data if its all stored in the same file.
If you need to create a new workbook from inside Excel:
1. Click on the Office button, select New and then Blank Workbook.
2.

Sheet 1 of a new workbook will be displayed on your screen, with cell

A1 active. To open an existing workbook from inside Excel:

1. Click on the Office button, click Open, and then navigate to the drive
and folder containing the file you want to open.
2. Double-click on the required file name.
Overview of data types
Excel allows you to enter different sorts of data into the cells on a worksheet, such
as dates, text, and numbers. If you understand how Excel treats the different types of
data, youll be able to structure your worksheet as efficiently as possible.

Numbers lie at the heart of Excels functionality. They can be

formatted in a variety of different ways well get to that later. You
should generally avoid mixing text and numbers in a single cell, since
Excel will regard the cell contents as text, and wont include the
embedded number in calculations. If you type any spaces within a
number, it will also be regarded as text.

Note that dates and times are stored as numbers in Excel, so that you can
calculate the difference between two dates. However, they are usually
displayed as if they are text.
If a number is too large to be displayed in the current cell, it will be displayed as
20

#####. The formatting section of this manual explains how to widen a column.

Text consists mainly of alphabetic characters, but can also include

numbers, punctuation marks and special characters (like the check
mark in the example above). Text fields are not included in numeric
calculations. If you want Excel to treat an apparent number as text,
then you should precede the number with a single quotation mark ().
This can be useful when entering for example a phone number that
starts with 0, since leading zeros are not usually displayed for Excel
numbers.

If a text field is too long to be displayed in the current cell, it will spill
over into the next cell if that cell is empty, otherwise it will be truncated at
the cell border. The formatting section of this manual explains how to
wrap text within a cell.

Formulas are the most powerful elements of an Excel spreadsheet. Every formula
starts with an = sign, and contains at least one logical or mathematical operation
(or special function), combined with numbers and/or cell references. Well discuss
formulas and functions in more detail later in the manual.

Data entry cell by cell

To enter either numbers or text:
1. Click on the cell where you want the data to be stored, so that the cell
becomes active.
2. Type the number or text.
3. Press [ENTER] to move to the next row, or [TAB] to move to the next
column. Until youve pressed [ENTER] or [TAB], you can cancel the data
entry by pressing [ESC].
To enter a date, use a slash or hyphen between the day, month and year, for example
14/02/2009. Use a colon between hours, minutes and seconds, for example 13:45:20.
Deleting data

21

You want to delete data thats already been entered in a worksheet? Simple!

1. Select the cell or cells containing data to be deleted.

2. Press the [DEL] key on your keyboard.
3. The cells remain in the same position as before, but their contents are deleted.
Moving data
Youve already entered some data, and want to move it to a different area on the worksheet?
1. Select the cells you want to move (they will become highlighted).
2. Move the cursor to the border of the highlighted cells. When the cursor
changes from a white cross to a four-headed arrow (the move pointer),
hold down the left mouse button.
3. Drag the selected cells to a new area of the worksheet, and then release
the mouse button.
You can also cut the selected data using the ribbon icon or [CTRL] + [X], then click
in the top left cell of the destination area and paste the data with the ribbon icon or
[CTRL] + [V].
Copying data
To copy existing cell contents to another area on the worksheet:
1. Select the cells you want to copy (they will become highlighted).
2. Move the cursor to the border of the highlighted cells while holding down
the [CTRL] key. When the cursor changes from a white cross to a hollow
left-pointing arrow (the copy pointer), hold down the left mouse button.
3. Drag the selected cells to a second area of the worksheet, then release the
mouse button.
You can also copy the selected data using the ribbon icon or [CTRL] + [C], then
click in the top left cell of the destination area and paste the data with the ribbon
icon or [CTRL] + [V].
To copy the contents of one cell to a set of adjacent cells, select the initial cell and then
move the cursor over the small square in the bottom right-hand corner (the fill handle).
The cursor will change from a white cross to a black cross. Hold down the mouse
button

22

and drag to a range of adjacent cells. The initial cell contents will be copied to the
other cells. Note that if the original cell contents end with a number, then the number
will be incremented in the copied cells.
Editing data
In data entry mode, when you move the cursor to a new cell, anything you type
replaces the previous cell contents. Edit mode allow you to amend existing cell
contents without having to retype the entire entry. Note that while you are in edit
mode, many of the Ribbon commands are disabled.
Editing cell contents
There are two different ways to enter edit mode: either double-click on the cell
whose contents you want to edit, or else click to select the cell you want to edit,
and then click anywhere in the formula bar.

To delete characters, use the [BACKSPACE] or [DEL] key.

To insert characters, click where you want to insert them, and then type. You can
toggle between insert and overtype mode by pressing the [INSERT] key.
You can force a line break within the current cell contents by typing [ALT]
+ [ENTER].

Exit edit mode by pressing [ENTER].

Inserting or deleting cells
You can insert a new cell above the current active cell, in which case the
active cell and those below it will each move down one row. You can
also insert a new cell to the left of the current active cell, in which case the
active cell and those on its right will each move one column to the right.
To insert a cell:
1. Select the cell next to which you want to insert a new cell.
2. On the Home ribbon, find the Cells group and click Insert followed by Insert Cells.

3. A dialog box will open. Click the direction in which you want the
surrounding cells to shift.

23

To delete a cell, do as follows:

1.

Select the cell that you want to delete.

2. On the Home ribbon, find the Cells group and click Delete followed by Delete Cells.

3. A dialog box will open. Click the direction in which you want the
surrounding cells to shift.
You can also right-click on the active cell and select Insert or Delete on the pop-up menu.
Inserting or deleting rows
When you insert a row, the new row will be positioned above the row containing
the active cell.
1. Select a cell in the row above which you want to insert a new row.
2. On the Home ribbon, find the Cells group and click Insert followed by Insert Sheet
Rows.
3. A new row will be inserted above the current
row. To delete a row, do as follows:
1.

Select a cell in the row that you want to delete.

2. On the Home ribbon, find the Cells group and click Delete followed by Delete Sheet
Rows.
3. The row containing the active cell will be deleted. All the rows below it will
move up by one.
24

Inserting or deleting columns

When you insert a column, the new column will be positioned on the left of the
column containing the active cell.
1. Select a cell in the column to the left of which you want to insert a new column.
2. On the Home ribbon, find the Cells group and click Insert followed by Insert Sheet
Columns.
3.

A new column will be inserted to the left of the current

column. To delete a column, do as follows:

1.

Select a cell in the column that you want to delete.

2. On the Home ribbon, find the Cells group and click Delete followed by Delete Sheet
Columns.
3. The column containing the active cell will be deleted. All the columns on its
right will move left by one.
You can also right-click on the active cell and use the pop-up menu to insert or
delete a column.
Inserting or deleting a worksheet
To insert a new worksheet at the end of the existing worksheets, just click the Insert
Worksheet tab at the bottom of the screen.

To insert a new worksheet before an existing worksheet, do as follows:

1. Select the worksheet before which you want to insert a new worksheet.
2. On the Home ribbon, find the Cells group and click Insert followed by Insert Sheet.
3.

A new worksheet will be inserted before the current

worksheet. To delete a worksheet,

1. Select the worksheet that you want to delete.
2. On the Home ribbon, find the Cells group and click Delete followed by Delete Sheet.
3. The current worksheet will be deleted.
25

Moving or copying a worksheet

Right-click on the worksheet tabs, and selects Move or Copy from the pop-up menu.
A dialog box will open:

The To Book field allows you to move or copy the current worksheet to another
workbook. The Before Sheet field allows you to specify the new position of the
worksheet.
The Create a Copy checkbox lets you specify whether the worksheet should be
moved or copied.
Renaming a worksheet
Right-click on the worksheet tab, and select Rename from the
pop-up menu. Type the new worksheet name and press
[ENTER].

Formatting data
Cell
formatting
The icons on the Home ribbon provide you with a variety of formatting options. To
apply any of these, just select the cell or cells that you want to format, and then click
the desired icon.

26

Commonly used formatting attributes

include:

Font

and size
Bold, Italic, Underline
Cell borders
Background and Font
colour
Alignment: Left, Centre or
Right

Merge text across

multiple cells

Wrap text

within a cell
Rotate angle of text
Format number as Currency, Percentage or
Decimal
Increase or Decrease number of decimal
places
The Format Painter allows you to copy formatting attributes from one cell to a range
of cells.
1. Select the cell whose formatting attributes you want to copy.
2. Click on the Format Painter icon.
3. Select the cell or range of cells that you want to have the same formatting attributes.
The cell values will remain as before, but their format will change.
Formatting
columns

rows

and

Any of the cell formatting options above can easily be applied to all the cells
contained in one or more rows or columns. Simply select the rows or columns by
27

clicking on the row or column labels, and then click on the formatting icons that you
want to apply.
You may also want to adjust the width of a
column:

To manually adjust the width, click and drag the boundary

between two column headings.
To automatically adjust the width, select the required columns, and then in the
Cell group on the Home ribbon, select Format, Cell Size, Autofit Column Width.

To specify an exact column width, select the columns, and then in the Cell group on the
Home ribbon, select Format, Cell Size, Column Width, and type the value you want.

To adjust the height of a row:

To manually adjust the height, click and drag the boundary

between two row labels.
To automatically adjust the height, select the required rows, and then
in the Cell group on the Home ribbon, select Format, Cell Size,
Autofit Row Height.
To set a row or rows to a specific height, select the rows, and then in
the Cell group on the Home ribbon, select Format, Cell Size, Row
Height, and type the value that you want.

Hiding rows and columns

If your spreadsheet contains sensitive data that you dont want displayed on the
screen or included in printouts, then you can hide the corresponding rows or
columns. The cell values can still be used for calculations, but will be hidden from
view.
28

The easiest way to hide or unhide a row or column is to select the row or column
heading, right-click to view the pop-up menu, and then select Hide or Unhide.
Alternatively, you can click the Format icon on the Home ribbon, and select the
Hide & Unhide option.

Keeping row and column headings in view

If you scroll through a lot of data in a worksheet, youll probably lose sight of the
column headings as they disappear off the top of your page. This can make life
really difficult imagine trying to check a students result for tutorial 8 in row 183
of the worksheet! And its even more difficult if the students name in column A
has scrolled off the left edge of the window.
The Freeze Panes feature allows you to specify particular rows and columns that will
always remain visible as you scroll through the worksheet. And its easy to do!
Select a cell immediately below the rows that you want to remain visible, and
immediately to the right of the columns that you want to remain visible. For example,
if you want to be able to see Rows 1 and 2, and column A, then you would click on
cell B3.

29

On the View tab, click Freeze Panes, and select the first option.

If Freeze Panes has already been applied, then the ribbon option automatically changes to
Unfreeze Panes.
Formulas
Formulas are the key to Excels amazing power and versatility! By using a formula,
you can find the answer to virtually any calculation you can think of! In this section
Im going to explain how to construct a formula, and give you some guidelines to
ensure that your formulas work correctly.
Creating a formula
Rule number one: a formula always starts with an equals sign (=). This lets Excel
know that its going to have to work something out.
In the body of the formula, youre going to tell Excel what you want it to calculate.
You can use all the standard maths operations, like addition and multiplication, and
you can include numbers, cell references, or built in functions (which are covered
in the next section of this manual).
For example, suppose you have a retail business. You buy stock at cost price, and add
a 25% markup to calculate your selling price. VAT must be added to that at 14%. You
30

give a 5% discount to long-standing customers who pay their accounts promptly. Lets
look at how formulas can make the calculations simple for you:

In column A, the Stock Item labels have just been typed in.
In column B, the Cost Price values have just been typed in.
In column C, Ive used a formula. Cell C2 contains =B2 * 25%. This works out
25% of the value in cell B2 (cost price), and displays the result in cell C2
(markup).
In column D, Ive used a formula. Cell D2 contains =B2 + C2. This adds the
values in cells B2 (cost price) and C2 (markup), and displays the result in cell D2
(retail price).
In column E, Ive used a formula. Cell E2 contains =D2 * 14%. This works out
14% of the value in cell D2 (retail price), and displays the result in cell E2 (VAT).
In column F, Ive used a formula. Perhaps by now you can work it our for
yourself? Cell F2 contains =D2 + E2. This adds the values in cells D2 (retail
price) and E2 (VAT), and displays the result in cell F2 (selling price).
In column G, Ive used a formula. Cell G2 contains =F2 * 95%. This works out
95% of the value in cell F2 (selling price), and displays the result in cell G2
(discounted price).
And the great thing about using formulas in Excel, is that you can copy them just as
you do values. So once youve entered all the formulas in row 2 and checked that
they are correct, you just need to
1. Select the cells in row 2 that contain your formulas (cells C2
to G2).
2. Move the cursor over the fill handle in the bottom right corner of the selected
cells. It will change shape to a black cross.
3. Hold down the mouse button and drag the selected cells over rows 3 to 5. The
values in cells C3 to G5 are automatically calculated for you! How cool is
that?

31

How formulas are evaluated

Now lets look at some of the rules for creating
formulas: The operators that you need to know are
+

addition

subtraction

multiplication

division

exponentiation (to the power of)

&

to join two text strings together

These operations are evaluated in a particular order of precedence by Excel:

Operations inside brackets are calculated first

Exponentiation is calculated second.
Multiplication and division are calculated third.
Addition and subtraction are calculated fourth.

When you have several items at the same level of precedence, they are
calculated from left to right.

Lets look at some examples:

= 10 + 5 * 3 7

(result: 10 + 15 7 = 18)

= (10 + 5) * 3 7

(result: 15 * 3 7 = 38)

= (10 + 5) * (3 7)

(result: 15 * -4 = -60)

If youre not sure how a formula will be evaluated - use brackets!

Relative cell referencing
Remember in the pricing example above, how you just had to copy the formulas in
row 2 and the remaining values were automatically calculated?

32

Look again in the formula bar of that screenshot. Although the formula that you
copied from cell G2 was =F2 * 95%, the formula in cell G5 reads =F5 * 95%.
The original reference to row 2 in the formula has changed to a reference to row 5.
This is called relative addressing, and its an important concept.
Relative addressing is what Excel uses by default. This means that when you copy or
move a formula to a new location in a worksheet (or even to another workbook),
Excel automatically adjusts the cell references in the copied formula to be consistent
with the original formula. If the original formula referenced a value five columns to
the left and two rows down, then the copied formula will do the same.
Does this concept make sense? If not, then give it some careful thought,
because its important that you understand it.
Absolute cell referencing
Now were going to improve the structure and usability of our pricing model. After
all, theres no guarantee that your markup will always be 25% - in these tough
economic times you may need to reduce it to remain competitive. And what if the
VAT rate changes? Or maybe you decide to increase the discount to encourage
customers to pay promptly?
The following example shows you how to construct the worksheet so that it allows
for future changes in the business.

Here Ive made life a lot easier for myself by showing the markup, the VAT rate,
and the customer discount, in cells A1 to B3. I no longer have to remember what
values I used in my formulas I can just look at the top of the worksheet.
Now my formulas need to change, so that they refer to the values in cells B1 to B3
instead of physically typing the actual percentages in each formula.

The formula in cell C5 will become =B5 * B1, instead of the previous =B5 *
25%. This multiplies the value in cell B5 (cost price) by the value in cell B1
(markup rate), and displays the result in cell C5 (markup).

33

The formula in cell E5 will become contains =D5 * B2, instead of the previous
=D5 * 14%. This multiplies the value in cell D5 (retail price) by the value in
cell B2 (VAT rate), and displays the result in cell E5 (selling price).

When I copy my new formulas from row 5 into rows 6 to 8, Excel is going to use
relative addressing. The formula in cell C5 refers to cell B1 (the markup rate).
When I copy the formula to the next row, it will want to refer to cell B2 (the VAT
rate), instead of cell B1 (the markup rate). By the time Ive finished copying, my
spreadsheet will look like this:

Clearly something is very wrong!

Relative addressing makes working with formulas really easy, but sometimes you
dont want the referencing in the formula to change as the formula is copied. Then
you need to use absolute addressing. Absolute addressing fixes a cell reference so
that regardless of where the formula is copied to, it will always reference the same
original cell. This feature takes the versatility of formulas to the next level!
To use absolute addressing in a formula, all you need do is to click on the cell
reference that you want to remain fixed, and then press the [F4] key. Take for
example the formula in cell C5:
Using relative addressing, the formula looked like this: = B5 * B1
1. Double click on cell C5 to enter edit mode.
2. In the formula bar, click on the cell reference B1 and press [F4] on the keyboard.
3. The formula changes to: =B5 * $B$1. Note that cell reference B5 must retain its
relative addressing, since you want to multiply each different cost price by the same fixed
markup rate.
4. Press [ENTER] to accept the change.
Once all the formulas in row 5 have been corrected to use absolute referencing, you
can copy them into rows 6 to 8. The following screenshot shows the result now it all
34

works

perfectly!

Any future changes to the markup rate, VAT rate or discount rate need only be
entered once in cells B1 to B3 (where they are clearly visible), and the calculated
values from row 5 downwards will automatically be updated!
Functions
Excel provides a wide range of built-in functions that can be included in your
formulas to save you the effort of having to specify detailed calculations step-by-step.
Each function is referred to by a specific name, which acts as a kind of shorthand for
the underlying calculation. Because a function is used inside a formula, youll still
need to start off with an equals sign to show Excel that a calculation is required.
Using AutoSum
Because addition is the most frequently used Excel function, a shortcut has been
provided to quickly add a set of numbers:
1. Select the cell where you want the total to appear.
2. Click on the Sum button on the Home ribbon.
3. Check that the correct set of numbers has been selected (indicated by a dotted line).
If not, then drag to select a different set of numbers.
4. Press [ENTER] and the total will be calculated.
Basic functions
Some of the most commonly used functions include:
SUM ()

to calculate the total of a set of numbers

35

AVERAGE ()

to calculate the average of a set of numbers

MAX ()

to calculate the maximum value within a set of

numbers
MIN()

to calculate the minimum value within a set

of numbers
ROUND()

to round a set a values to a specified number of decimal

places TODAY ()
IF()

to show the current date

to calculate a result depending on one or more conditions

Printing
By default, Excel prints all the data on the current worksheet. If your worksheet
extends over several pages, its worth making sure that the printed copy will be easily
readable. Here are a few tips.
Print preview
Start by using Print Preview to see what your data will look like when its printed.
1. Click the Office button, select Print and then Print Preview. The Print
Preview icon shows a dog-eared page with a magnifying glass.

2. The display will change to Print Preview mode. You see the document
exactly as it will look when printed.
3. The Show Margins option allows you to not only adjust
your page margins by dragging them, but also to drag the
column and row boundaries to make them narrower or
wider.
36

4. Now is the time to consider whether the column and row labels are easily
visible, whether page breaks are in appropriate places, and whether you
need to include page numbers. The following section tells you how to do
all these.
5. To close Print Preview, click the Close Print Preview button on the right
of the ribbon.
Preparing to print
Your best option is to use the Page Layout ribbon for this. (Some of the same
options are available from inside Print Preview, but many of them arent.)

Use the Orientation button to swap between portrait and landscape mode.

Use the Print Area button to select a subset of your data for printing.
(The data that you want included in the print area should be selected
before you click this icon.)

Use the Breaks button to insert a page break immediately above the
currently active cell, or to remove previously specified page breaks.

The Print Titles button takes you to the Page Setup dialogue box, which has four
tabs that allow you to do a whole lot more than printing titles.

The Page tab is used to set orientation and scaling.

The Margins tab is used to adjust page margins.
The Header/Footer tab allows you to enter a header or footer to be repeated on
every page. This is where you would include page numbers.

37

The Sheet tab lets you specify rows that are to be repeated at the top of each sheet
(such as column headings), and columns to be repeated at the left of each sheet (such
as student names). You can also adjust the print area under this tab.

Printing a worksheet
Youve previewed your worksheet one last time, and youre happy with the way it
looks - now its time to finally print it!
1. Click the Office button and select the Print command.
2. The Print dialog box will appear.

3. If you have more than one printer to choose from, they will be available in the
Printer area. Click the drop-down arrow next to the Name field to select your
preferred printer.
4. Would you like to print selected pages only? Find the Page Range area, and
type the page numbers that youd like printed in the Pages field.
5. If youd like to print the entire workbook, rather than just the active sheet,
you can specify this in the Print What area of the dialog box.
38

6. If youd like more than one copy of the worksheet, then enter the required
number of copies in the Number of Copies field.
7. Click OK when youre satisfied with your settings. The specified worksheet
pages will be sent to the printer.
Charts
A picture is worth a thousand words! Often its much easier to understand data
when its presented graphically, and Excel provides the perfect tools to do this!
Its worth starting with a quick outline of different data types and charts:
Categorical data items belong to separate conceptual categories such as knives,
forks and spoons; or males and females. They dont have inherent numerical
values, and it doesnt make sense to do calculations such as finding an average
category. A pie chart or column chart is most suitable for categorical data.
Discrete data items have numerical values associated with them, but only whole
values; for example, the number of TV sets in a household. Again, average values
dont make much sense. Discrete data is often grouped in categories (less than
three, four or more) and treated as categorical data.
Continuous data refers to numerical values that have an infinite number of possible
values, limited only by the form of measurement used. Examples are rainfall,
temperature, time. Where discrete data has a very large number of possible values, it
may also be treated as continuous. Continuous data is well suited to line graphs,
which are very useful for illustrating trends.
Of course, Excel offers you many more chart types than just these three. Do
remember that its best to select a chart type based on what youre trying to
communicate.
Creating a chart
Its very easy to create a basic chart in Excel:
1. Select the data that you want to include in the chart (together with column
headings if you have them).
2. Find the Charts category on the Insert ribbon, and select your preferred chart type.

39

3. Thats it! The chart appears in the current window. Move the cursor over the Chart
Area to drag it to a new position.

Modifying a chart
When you click on a chart, a Chart Tools section appears on your Ribbon, with
Design, Layout and Format tabs.

Use the Design tab to quickly change the chart type, or to swap data rows and
columns.

In this example, Ive changed the previous chart type to Column, and
swapped rows and columns. All it took was two mouse clicks!

40

Use the Layout tab to add a title, and to provide axis and data labels.
Use the Format tab to add border and fill effects.

Inserting graphics in a worksheet

Sometimes you may want to add graphics, for example a corporate logo, to a
worksheet. The good news is that images, ClipArt and WordArt are available in
Excel, along with a host of call-out shapes that you can use to label your charts.
Youll find them all on the Insert ribbon.

Data manipulation
The features mentioned in this section are most relevant when youre working with a
large data set perhaps several hundred, or even thousand records and it isnt
practical to scroll through the entire worksheet each time you want to find a
particular record.
To use data functions effectively, each column of your worksheet should contain the
same data type, apart from the column heading. Ideally, row 1 should contain the
column headings, with the data rows immediately below; this structure is referred to
as a data table. If you have blank rows in your data set, then youll need to manually
select the data to be manipulated, which you dont really want to do.
Sort
The sort function does exactly what it says: it sorts your data records based on the
criteria that you specify. You can sort numbers, text or dates, in either ascending
(default) or descending order. Blank cells are always placed last in a sort.

If you want to sort an entire data table:

41

1. Click anywhere in the column that you want to sort by.

2. On the Home ribbon, select Sort & Filter.
3. Choose either Ascending (Sort A to Z) or Descending (Sort Z to A) order.
4. Your data will be sorted based on the value in the column
that you initially clicked on.
If you want to sort on two or more criteria (columns), or if you want to sort a range
of cells, then you need to do a custom sort:
1. Click in the data table, or select the cells to be sorted.
2. On the Home ribbon, select Sort & Filter, and choose Custom Sort. The Sort
Window will open.

3. In the Sort By field, use the drop-down arrows to select the column that you
want to sort by and the order (ascending or descending) to be used.
4. If you want to add another sort criterion, then click the Add Level button, and
a second details row will appear in the window. Again, choose the sort
column and sort order.
5. Add more levels (or delete levels) as required.
6.

When you click the OK button at the bottom of the window, your data will

be sorted.
Filter
The filter function lets you view just the records that you want to see! The other
records in your data table will still be there, but hidden. To use this amazing
function:
1. On the Home ribbon, select Sort & Filter, and select the Filter option.

42

2. In the first row of your data table, a drop-down arrow will appear on the right of each
column heading. When you click on a drop-down arrow, youll see a list of all the values
occurring in that column. Press [ESC] to close the filter list.

3. If you want to view records with a particular value only, click to uncheck the
Select All option, and then check one or more values that you want to view.
Click the OK
button. (The example above has already been filtered on Product, Delivery
month and Customer Type, and is about to be filtered on Discount as well.)
4. All rows that do not contain the value(s) you checked will be hidden from
view. A column that has been filtered will show a funnel icon next to the
drop-down arrow on the heading.
5. Repeat the filtering process for as many columns as you need. You can
remove a column filter by checking its Select All option.
To clear your previous filter settings, select Sort & Filter, and then clear.
To turn off filtering, select Sort & Filter, and then Filter (the same option that you
originally Used to turn it on).
Note that the Sort function is also available from the Data ribbon.
Subtotals
If your data table includes a column with categorical data (such as month, department,
region, etc), then you can easily obtain subtotals of numeric values (such as sales,
salaries, rainfall).
1. First sort your data on the column that contains categorical data for which
you want subtotals calculated.
43

2. Click the Subtotal button on the Data ribbon. The Subtotal

window will appear.

3. In the At Each Change In field, select the column with categorical data
that was used for sorting.
4. The Use Function field allows you to choose from a range of functions such
as sum, average, count, etc.
5. Check under Add Subtotal To to identify the columns for which you want
subtotals to be calculated.
6. Click the OK button. The screen display will show three outline levels on
the left of the data window.

Level 1 shows the overall grand total only. Click on the + icon or on the
level 2 button to see subtotals.

Level 2 shows the requested subtotals only. Click on a + icon to see the
records within one category, or click on the level 3 button to see all records.

To remove subtotals, click the Subtotal button on the Data ribbon, and then Remove All.
44

MS POWER
POINT

45

MS POWERPOINT 2007
Microsoft Office Button: The Microsoft Office button appears in the top left corner of the
window and includes basic file functions such as New, Open, Save, and Print.
Tabs: The many buttons and menu options required to create and edit presentations are grouped
into seven distinct categories and accessible from tab-like buttons which appear across the top of
the window.
Ribbon: The ribbon contains the buttons and menu options specific to each tab for creating and
editing presentations.
Current Slide: The current slide appears in the middle of the screen and contains the contents of
a particular PowerPoint slide.
Outline or Slides Tab: The Slides tab displays thumbnails of all slides in a presentation. The
Outline tab displays an automatically generated outline of the presentation.
Help button: The help button in the top right corner of the window provides access to an index
of help topics as well as a key-word search of the extensive help files.

46

Lower Toolbar: The lower toolbar allows easy toggling between viewing options and also
displays the number of the slide currently on screen.

Tabs and the Ribbon

The ribbon includes seven tabs to choose from. After selecting a tab, the ribbon will
automatically update to display the appropriate menu options and buttons. The menu options and
buttons are grouped by functional category into distinct toolbars. For many toolbars, not every
menu option or button can be displayed in the ribbon. In these instances, click the More Options
button to display a pop-up window with the full set of menu options and buttons for that
category. The More Options button is square-shaped with an arrow.

Home Tab
The Home tab includes basic functions for creating and manipulating a presentation. The
toolbars that make up the Home tab include Clipboard, Slides, Font, Paragraph, Drawing, and
Editing. Example menu and button options include copying and pasting, adding a new slide,
adjusting fonts and paragraph formatting, and basic drawing features.

Insert Tab
Use the Insert tab to add a wide variety of content into a presentation including tables, charts,
images, links, text boxes, audio, and video. The toolbars that make up the Insert tab include
Tables, Illustrations, Links, Text, and Media Clips.

47

Design Tab
The Design tab provides a variety of options for designing and formatting a presentation. Use the
Design tab to manipulate the page setup, color themes, and backgrounds of a presentation. The
toolbars that make up the Design tab include Page Setup, Themes, and Background.

Animations Tab
Use the Animations tab to add, customize, and preview animations and transitions between
slides. The toolbars that make up the Animations tab include Preview, Animations, and
Transition to This Slide.

Slide Show Tab

Manage the settings for showing a presentation with the Slide Show tab. The toolbars that make
up the Slide Show tab include Start Slide Show, Set Up, and Monitors.

Review Tab
The Review tab provides access to proofing features like spell check and also allows for
embedding comments in a presentation. The toolbars that make up the Review tab include
Proofing and Comments.

48

View Tab
The View tab presents a number of options to specify how to view a presentation such as hiding
or displaying notes, hiding or displaying gridlines, zooming in and out, displaying in gray scale,
and more. The toolbars that make up the View tab include Presentation Views, Show/Hide,
Zoom, Color/Grayscale, Window, and Macros.

Create a New Presentation To create a new presentation, click the Microsoft Office button and
select New. The New Presentation pop-up window will appear. From here, choose to start with
one of Microsofts Installed Templates, Installed Themes, or a Blank presentation to create a
customized presentation. Click the Installed Themes menu option to browse through the
available graphical themes. Select one that will work for the presentation. Then click the Create
button in the lower right-hand corner. Or, to create a completely custom-designed presentation,
select the Blank and recent menu option. Click the Blank Presentation button and then the
Create button in the lower right-hand corner. After selecting the presentation type, the first slide
of the presentation will appear. This slide is formatted for a title slide.

49

Design a Presentation
PowerPoint includes a number of ready-made design themes. These themes serve as the basis for
the graphic design of a presentation. Each theme consists of a background design, placeholder
layouts, a color palette, and font styles. To browse through the available themes, click the Design
tab in the ribbon. In the Themes toolbar, several example themes will be displayed. Move the
mouse over each theme to preview it on the current slide. To see more choices for themes, click
the down arrow in the scrollbar next to the example themes. Click a particular theme to apply it
to the presentation.

To skip the ready-made themes in order to create a custom-designed presentation, select the
Design tab in the ribbon. First click the Background Styles menu to choose the background.
Then click the Colors, Fonts, and Effects menus in the Themes toolbar to customize the design
of the presentation. To customize a ready-made theme, click an element within a slide. Select the
Design tab and then choose from the various options available from the Colors, Fonts, and
Effects menus in the Themes toolbar. Adjust the Background using the Background Styles
menu in the Background toolbar.

Insert a New Slide To insert a new slide into a presentation, click the Home tab in the
ribbon. In the Slides toolbar, select the New Slide button. Notice there is a More Options
button available next to the New Slide button. Click this More Options button to select a
slide layout option that works for a particular slide. To quickly add a slide with the basic title
box and content placeholder box to the presentation, skip the More Options button and
simply click the New Slide button.

50

Save the Presentation To save a presentation, click the Microsoft Office button and choose
Save As. PowerPoint 2007 Presentations are not backward-compatible with earlier versions of
PowerPoint. Therefore, saving presentations in PowerPoint 97-2003 Presentation format is
recommended, especially if a different computer might be used to show the presentation.

Text Add Text Adding text to a new slide is straightforward. Simply place the mouse where it
says Click to add title or Click to add text. When the cursor appears, start typing. To add text
into a new text box, follow these instructions.
1. Click the Insert tab.
2. Then click Text Box in the Text toolbar.
3. Move the mouse to where the new text box should appear and click. The textbox will
automatically appear.
4. After the cursor begins blinking in the text box, type in the text.

51

Format Text Basic text formatting can be done from the Home tab in the ribbon. Use the mouse
to select the text that needs formatting. Click the Home tab and then select from the formatting
menus and buttons in the Font and Paragraph toolbars. Be sure to click the More Options button
to see additional formatting choices. For more advanced text formatting, select the text that needs
formatting. Then click the Format tab and choose from the formatting menus and buttons
shown.

52

Format Text Boxes

To format the color or shape of a text box, select the text box and then click the Format tab.
Select from the wide variety of options in the Shape Styles and WordArt Styles toolbars to
customize the formatting of the text box.

Use the Master Template To change the text formatting on all slides of a presentation, first
access the Slide Master and then adjust the font formatting. Slide Master is the term PowerPoint
uses for master template. To change the formatting on the Slide Master:
1. Click the View tab.
2. Then click the Slide Master button. The master template for the presentation will appear.
3. In the left-hand Slides tab, select the first slide which is numbered 1.
4. Then select the text that needs reformatting.
5. Click the Home tab.
6. Choose from the menus and buttons in the Font and Paragraph toolbars to format the text as
needed.
53

7. After achieving the desired look, click the Slide Master tab and then the Close Master View
button. Then the previous presentation view will appear on screen.

Resize a Text Box To resize a text box, click the text box. Circles will appear on the corners of
the text box. Click one of the corners and drag it to the desired size. When resizing the text box,
note that the cursor will change to a two-sided arrow.

54

Move a Text Box To move a text box, click once inside the text box and then click again on the
dashed line that outlines the text box. The outline of the text box should change to a solid line.
The cursor should also change to a four-pronged arrow. Use the mouse to drag the text box to the
appropriate place.

IMAGES
Add an Image
Adding images to a new slide can be achieved in two different ways. When working from
a new slide with an empty content placeholder box, click the Insert Picture or Clip Art
button that appears in the center of the empty content placeholder box. From here, navigate
to the appropriate image and select it. The image will automatically be inserted into this
content placeholder box. An alternative way to add an image to a slide is to click the
Insert tab and then click the Picture, Clip Art, or Photo Album button from the
Illustrations toolbar. Then select the appropriate image. The image will automatically
appear on the slide.

Images from the Web To use images from the Web, right-click the desired image and select
Save Picture As. After saving the image to a computer, add it into a presentation using the steps
outlined in the Add an Image section. Consult your textbook for specific Fair Use guidelines
regarding using images from the Web. Usually using an image from the Web is acceptable if it is
being used for educational purposes.

55

Format an Image
PowerPoint allows for manipulating the formatting of an image directly within PowerPoint. To
format an image, click the image. Once the image is selected, the Format tab will appear in the
top ribbon. Click the Format tab to select from a wide variety of image formatting options. Place
the mouse over example image styles in the Picture Styles toolbar to preview how the image
would look.

Example formatting options include adjusting image settings such as compression, contrast, or
color; adding image effects such as stylized borders, shaped cropping, or drop shadows; cropping
and resizing the image; and arranging the image among other content elements on a slide.

56

Resize an Image In addition to using the menus in the Format tab to resize an image, use the
mouse to resize an image. First, click the image. Notice the circles that appear on the corners of
the image. Move the mouse to one of the corners. Then, drag it to the appropriate size. When
resizing an image, note that the cursor will change to a two-sided arrow. Tip: When resizing an
image, be sure to hold down the SHIFT key in order to maintain the aspect ratio of the image.
By maintaining the aspect ratio, the image will not appear disproportionately wide or tall.

Moves an Image To move an image on a slide, click the image. The cursor should then change
to a four-pronged arrow. Then drag the image to the desired location.

57

AUDIO
Adds Audio To add audio to a presentation, follow these instructions.
1. Click the Insert tab.
2. Then click the Sound button.
3. Navigate to the correct audio clip and select it.
4. A pop-up window will ask if the audio should play Automatically or When Clicked.
Selecting When Clicked is recommended so the presenter controls when the audio begins
during the presentation.
5. An audio icon will automatically appear on the slide. To preview the audio, right click the
audio icon and select Preview.
Not all audio file formats are compatible with PowerPoint 2007, but AU, AIFF, MP3, MIDI,
WAV, and WMA are acceptable formats.

Adjust the Audio Icon To change the audio icon, right click the icon and select Change
Picture. From here, navigate to the appropriate image and select it. The new image will
automatically replace the audio icon. To resize the audio icon or image, click it. Notice the
circles that appear on the corners of the image. Click one of the corners and drag it to the
appropriate size. When resizing the audio image, note that the cursor will change to a two-sided
arrow.

58

Move Audio Icon To move the audio icon, click the Audio Icon. The cursor should then change
to a four-pronged arrow shape. Now drag the Audio Icon to the desired location.

Video Add Video To add video to a presentation, follow these instructions.

1. Click the Insert tab.
2. Then click the Movie button.
3. Navigate to the correct movie file and select it.
4. A pop-up window will ask if the audio should play Automatically or When Clicked. Selecting
When Clicked is recommended so the presenter controls when the video begins during the
presentation.
5. To preview the video, right click on the video box and select Preview.
Not all video file formats are compatible with PowerPoint 2007, but AVI, MPEG, and WMV are
acceptable formats.

Resize Video
To resize the video, click the video. Notice the circles that appear on the corners of the video.
Click one of the corners and drag it to the desired size. When resizing the video, note that the
cursor will change to a two-sided arrow. When resizing an image, be sure to hold down the
SHIFT key in order to maintain the aspect ratio of the video. By maintaining the aspect ratio, the
image will not appear disproportionately wide or tall. As the size of the video is increased, the
display quality of the video may decrease to the extent that pixilation may appear within the
video. Therefore, be careful not to increase the size of the video too much. To preview the video,
right click on the video box and select Preview.
Move Video
To move a video, click the video. The cursor should then change to a four-pronged arrow shape.
Now drag the video to the desired location.
Tables Add a Table To add a table to a presentation, follow these instructions.
1. Click the Insert tab.
2. Then click the Table button.
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3. A pop-up menu will appear. Use the mouse to select the exact number of cells needed to make
up the table. After releasing the mouse button, the table will automatically appear on the slide.
Place the cursor within each cell of the table and begin typing to add text. Format a Table To
format a table, click the table and then select either the Design or Layout tabs. Use the buttons
and menu options in these tabs to manipulate the formatting and design of the table. Move a
Table To move a table, click the table once and then click again on the border of the table. The
cursor should then change to a four-pronged arrow shape. Now drag the table to the desired
location. Resize a Table To resize a table, click the table. Then click one of the corners of the
table. Notice that the cursor changes to a two-sided arrow. Use the mouse to drag the table to the
desired size.

CHARTS
Add a Chart PowerPoint 2007 makes it easy to insert a chart or graph directly into a
presentation. A wizard steps you through the process of selecting the type of chart, entering
the data, and previewing the graph or chart. To insert a new chart, click the Insert tab and
then Chart. Alternatively, select the Insert Chart icon from an empty content placeholder
box.

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Once the Insert Chart pop-up window appears, preview the variety of chart and graph types
including bar graphs, line graphs, pie charts, scatter plots, and more. After selecting the
appropriate type, Microsoft Excel will automatically open. Type in the labels and data points for
the chart or graph directly into the fields in Excel. The chart or graph will automatically appear
in the PowerPoint presentation. Return to Excel to tweak the labels or data and the chart will
automatically update in the PowerPoint presentation.

Format a Chart
When a chart is actively selected, three new Chart Tools tabs will appear in the ribbon: Design,
Layout, and Format. Use the menus and buttons in these tabs to edit the chart or graph further.

Move a Chart
To move a chart, click it. The cursor should then change to a four-pronged arrow shape. Now
drag the chart to the desired location.
Resize a Chart
To resize a chart, click it once and then click one of the corners of the chart. Notice that the
cursor changes to a two-sided arrow. Use the mouse to drag the chart to the appropriate size.

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ORGANIZE AND ANIMATE A PRESENTATION

Organize a Presentation Once you have several slides in a presentation,
you may want to reorder the slides. To reorder slides, look at the Outlines
or Slides tab which appears in the left panel of the PowerPoint window.
Click the slide that needs to be reordered and drag it to the correct place.
Alternatively, click the View tab. Then click the Slide Sorter button.
From this viewing setting, click and drag slides to the desired locations.
To return to the previous viewing setting to make further edits, click the
Normal button in the View tab.

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Animation
PowerPoint allows you to animate objects or specific content within a slide and also to add
animated transitions between slides. Transitions are a common and easy way to liven up a
presentation.
Add Transitions
To add a consistent transition between each slide throughout the presentation, follow these
instructions.
1. Click the View tab and click the Slide Master Button.
2. In the left-hand Slides tab, select the first slide which is numbered 1.
3. Click the Animations tab.
4. In the Transition to This Slide toolbar, browse through the transition options and click the
appropriate choice. Place the mouse over each option to preview the transition within the slide
currently on screen.
5. When satisfied with the transition, click the Slide Master tab and then the Close Master View
button.

Any transitions added to the master slide will automatically apply to every slide. To see the
animations and transitions in action, click the Animation tab and the Preview button. Adding
different transitions between each slide is also possible. However, this can be distracting to the
audience and is not usually recommended.
Add Animation
With PowerPoint, you can animate virtually any object or specific content that appears on a
slide. To animate an object or content, select it. Then click the Animations tab. Select from the
menus and buttons available in the Animations toolbar. After selecting the appropriate animation
settings, use the Preview button to see the animation in action. It is recommended that the
number of animations be limited so as not to distract the audience from the content on the slide
or the overall presentation. To maximize audience interest while minimizing potential
distractions, the type of animation used should also be relatively quick, simple, and consistent
from slide to slide. To add the same animation to the same object on each slide, follow these
instructions.
1. Click the View tab and then click the Slide Master button.
2. In the left-hand Slides tab, select the first slide which is numbered 1.
3. Click the Animations tab.
4. Select the object to animate.
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5. Use the buttons and menus available in the Animations tab to select the appropriate animation.
6. When satisfied, click the Slide Master tab and then the Close Master View button.

Any animations added to the master slide will automatically apply to every slide. To see the
animations and transitions in action, click the Animation tab and then click the Preview button.
Borders and Images Images of an irregular shape should not have a border. Usually these
images are meant to blend into the background. Images with straight edges and of a regular
shape may be enhanced with a border. To add a border to an image, click the image. Then click
the Home tab. In the Drawing toolbar, select from the menu options and buttons available from
the Quick Styles and Shape Outline buttons.
Size Images Properly Striking a visual balance of the images on a slide is critical. If an image is
too small, audience members in the back of the room may not be able to see it. If an image is too
large, the quality of the image may be degraded and appear grainy or the oversized image may
overpower the other content on the slide. See the Resize an Image section earlier in this
tutorial for specific instructions on image resizing.

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