Creating a workbook:

Step 1: StartprogramsMs OfficeMs excel2003.

Step 2: Click New option from File menu
Or
New icon from standard toolbar
Or
Press Ctrl+N to create blank spreadsheet.

Moving around the cell:

Step1: Place the mouse pointer on any cell
Step 2: Press <-- left arrow to move left one cell
Step 3: Press right arrow to move right one cell
Step 4: Press down arrow to move down one cell.
Step 5: Press up arrow to move up one cell

Moving and copying a range of data (Cut, Copy & Paste Options)
Step 1: Select the cells that contain the data we want to move or copy.
Step 2: To move or copy the selection, click Copy or Cut on the Standard
toolbar.
(Or) Press Ctrl +X for Cut option or Ctrl +C for Copy option as
shortcut key from keyboard.
(Or) Select Cut or Copy option from Edit menu.
Step 3: Select the cell of the paste area.
Step 4: Now click Paste option on the standard toolbar
(Or) Press Ctrl +V as shortcut key to paste the data
(Or) Select Paste option from Edit menu.
Step 5: Now the selected cells have been pasted in a new area.

Filling up a cell:
Step 1: Enter the initial value in the cell
Step 2: Select the range of cells that need to be filled up
Step 3: Select the Fill option from Edit menu
Step 4: Select the Series option from the Fill sub-menu
Step 5: Select the appropriate options and click OK button.

Undo and Redo:

Step 1: Click the Undo button on the Standard Toolbar Undo
Or
Press Ctrl + Z
Step 2: To undo multiple actions in Word 2003:
Click the Undo button list arrow
Click the action you wish to undo and the one you clicked and all
subsequent actions are undone.
Step 3: Click the Redo button on the Standard Toolbar
Or
Press Ctrl + Y

Inserting Row and Column:

Step 1: Select the Cells, Rows or Columns where we want to insert new cells, rows
or columns
Step 2: Select the Cell option from the insert menu
Step 3: The insert dialog box is opened, select the appropriate option to insert a
cell, row or column
Step 4: If we select Shift Cells Right option, the cells to the left of the inserted
cells are moved Right.
Step 5: If we select Shift Cells Down option, moves the cells up to the inserted
cells down.
Step 6: If we select Entire Row option, a new entire row of the selected cell is
inserted.
Step 7: If we select Entire Column option, a new entire column of the selected
cell is inserted.
Step 8: Select the appropriate option and click on the OK button to insert the cells

Deleting Row and Column:

Step 1: Select the cell, if we want to remove more than one cell, select all the cells
by dragging the mouse across the cells by holding the left mouse button.
Step 2: Select the Delete option from Edit menu. The delete cells dialog box is
displayed.
Step 3: Select the direction in which the adjoining cells should be moved when the
selected cells are deleted.
Step 4: If we select Shift Cells Left option, the cells to the right of the deleted
cells are moved left.
Step 5: If we select Shift Cells Up option, moves the cells below the deleted cells
up.
Step 6: If we select Entire Row option, the entire row of the selected cell is
deleted.
Step 7: If we select Entire Column option, the entire column of the selected cell
is deleted.
Step 8: Select the appropriate option and click on the OK button to delete the cells.

Formatting worksheets
Bold, Italic, Underline style:
Bold:
Step 1: Select the cell or range of cells
Step 2: Click on B icon on the formatting toolbar
(Or) Press Ctrl+ B shortcut key
Italic:
Step 1: Select the cell or range of cells
Step 2: Click on I icon on the formatting toolbar
(Or) Press Ctrl+ I shortcut key
Underline:
Step 1: Select the cell or range of cells
Step 2: Click on U icon on the formatting toolbar
(Or) Press Ctrl+ U shortcut key

Changing Font style:

Step 1: Select a cell or range of cells.
Step 2: Click Format Font (OR)
Step 3: Click the down arrow to the right of the font name list box on the
Formatting toolbar.
Step 4: A drop-down list of available fonts appears.
Step 5: Click on any font style from the list.
Step 6: The selection list closes, and the new font is applied to the selected
cells.

Changing Font size:

Step 1: Select a cell or range of cells.
Step 2: Click Format Font (OR)
Step 3: Click the down arrow to the right of the font size list box on the
Formatting toolbar.
Step 4: A drop-down list of available font sizes appears.
Step 5: Click the font size of your choice.
Step 6: The selection list closes, and the new font size is applied to the
selected cells.

Auto Fill:
Step 1: Select the cell with the content you wish to copy
Step 2: Point at the black square that appears in the bottom right corner of
the cell, until your mouse pointer becomes the fill handle
Step 3: Click and drag in the direction of the range you wish to fill.
Step 4: Excel will copy the contents of the cell across the range that you
select.
Date format:
Step 1: Select a cell or range of cells.
Step 2: Choose Format Cells from the menu bar.
Step 3: The Format Cells dialog box opens.
Step 4: Click the Number tab.
Step 5: Click Date in the Category drop-down list.
Step 6: Select the desired date format from the Type drop-down list.
Step 7: Click the OK button.

Currency format:
Step 1: Select the cells that we want to format.
Step 2: On the Format menu, click Cells, and then click the Number tab.
Step 3: In the Category list, click Currency.
Step 4: In the Symbol list, do one of the following:
To add a currency symbol, select the one you want.
To remove a currency symbol, click None.
(Or)
To add the default currency symbol
Step 5: Select the cells you want to format.
Step 6: Click Currency Style on the Formatting toolbar.
 Exercise: 6
Open an excel and create fields as follows

i. Enter S.No, Name, marks for 10 students

ii. Find total and average using formula.
iii. Find Result whether the student is pass or fail and also assign grade as per our
university norms.
iv. Insert a column chart showing the comparison of marks in different subjects of
different students.

Open a new blank worksheet

Create the fields S.No, Name, M1, M2, M3, M4, and M5
To calculate the total for each student
Select the cells for total and click auto sum icon from standard toolbar (total=
M1+M2+M3+M4+M5)
To calculate the average for each student, goto InsertFunction
In the function dialog box choose Average function, give the cell range (ex: F8:J8)
and click ok button.
 Exercise: 7
i) Creating and running a macro.
ii) Assigning button to a defined macro.
iii) Editing a macro.

i) Creating a macro:
Step 1: Open an excel workbook and type the contents creating macros
Step 2: From the Tools menu choose Macro followed by Record New Macro.
Step 3: In the Record New Macro dialog box, set the Macro name, shortcut
key (optional).
Step 4: OPTIONAL: In the Description text box, type a short narrative
description for the macro
Step 5: From the Store macro in pull-down list, select the appropriate option
Step 6: Click OK to start recording.
Step 7: The Macro Record toolbar appears in the window with your
document.

Step 8: Perform the activity that you want the macro to accomplish
Step 9: When done, on the Macro Record toolbar, click STOP RECORDING
OR
From the Tools menu, select Macro Stop Recording
Step 10: Now the macro is saved.

Running a macro:
Step 1: Click Tools Macros Macro
Step 2: The Macro dialogue box appears.
Step 3: Select a macro from the list.
Step 4: Click the Run button.

ii) Assigning button to a defined macro.

Step 1: Click View Toolbars and select Forms to view the Forms
Toolbar
Step 2: Click the Button icon from the toolbar.
Step 3: Draw the button onto the sheet
Step 4: On releasing the mouse button the Assign macro dialogue box
appears
Step 5: Select the macro from the list and click Ok
Step 6: Type a name to appear as the label for the button

iii) Editing a macro.

Step 1: Select Tools Macro Visual Basic Editor.
Step 2: The Microsoft Visual Basic editor should appear and you can view
your VBA code.
Step 3: Now we can edit the macro coding.
8. Create a presentation with apply background/Themes, apply custom
animation on text, insert images/word art and animate the images with
effects.

Create a presentation with applying background:

Step 1: StartprogramsMs OfficeMs PowerPoint 2003.
Step 2: Click New option from File menu
Or
New icon from standard toolbar
Or
Press Ctrl+N to create new presentation.
Step 3: The New Presentation Task pane appears. Click on Blank Presentation
Step 4: The first slide is displayed in Normal View.
Step 5: To add new slide
Click the New Slide button on the standard toolbar.
Choose Insert New Slide.
Step 6: Click on the Design tab on the Standard Toolbar or go to Format zs
Slide Color Scheme
Step 7: Click on Edit color scheme, and choose Custom tab.
Step 8: Click on Background tab and click change background button.
Step 9: The background color palette is displayed. Choose any background
color and click ok button
Step 10: To change the slide background color choose Format Background

Apply custom animation on text/images/word art:

Step 1: Open the presentation.
Step 2: Type the text or insert an image want to add an effect to.
Step 3: Click Slide show Custom Animation
Step 4: The Custom Animation task pane opens.
Step 5: Click the Add Effect button, select Entrance More Effects.
Step 6: The Add Entrance Effect dialog box will appear. Scroll down the list
and click Color Typewriter. Then click OK.
Step 7: Click the Direction dropdown list, and select From Left. Leave
the Speed on Very Fast.
Step 8: To see animation click Play button.

9. Create My album use photos, audio, and videos with necessary

Transition Effects

Step 1: Create a folder contain your photos

Step 2: From the Insert menu, click Picture, and then click New Photo
Album.
Step 3: Select the picture from the file to insert the pictures.
Step 4: In the Photo Album dialog box, under Album Layout,
choose Picture layout and Frame shape options. See how the photos look in
the Preview window.
Step 5: Select other options that you would like to use. When you're finished,
click the Create button.
Step 6: Save the presentation, and then view the photo album in Slide
Show view.
Step 7: Click Slide Show Slide Transition.
Step 8: In the Slide Transition pane, choose the effect you want from the
drop-down menu, such as Blinds Horizontal, Blinds Vertical, or Box In and
Box Out.
Step 9: Automatically preview each transition by clicking on it. (Auto Preview
must be selected).
Step 10: Click Apply to All when you have chosen an effect.
Step 11: Choose to advance from slide to slide on mouse
click or automatically after the number of seconds you select.

To insert a sound effect:

Select Insert Movies and Sounds from the main menu.
Select the location of the sound clip:
o Sound from Clip Organizer
o Sound from File
o Play CD Audio Track
o Record Sound

In this example, select Sound from File. The Insert Sound dialog box will appear.
Locate the sound file on your computer.
Select the file.
Click OK. The Microsoft Office PowerPoint dialog box will appear.

Decide whether you want the sound to start Automatically when the slide
appears or When Clicked. An icon representing the sound will appear.
10. Making an Organization Structure in Power Point
Starting an organization chart, Entering names and Titles, Adding
Members,
Formatting the Boxes, Text and Lines, Rearranging the Org Chart,
Finishing the Chart.

Step 1: Click on the Insert Diagram or Organization Chart button on the

Drawing toolbar
Or
Step 2: Click Insert Diagram. Select the Organization Chart in the Diagram
Gallery
Step 3: Click Ok. The organization chart and toolbar are displayed.
Step 4: Add text inside the shapes.
Step 5: To add members: On the Organization Chart toolbar, click the drop down arrow
beside Insert Shape.
Subordinate - This will place a new shape below the currently selected shape. Use this option for
a child of the selected member.
Coworker - Use this option for a sibling of the selected member. Coworker is not an available option
when the highest member box is selected.
Assistant - Use this option for a spouse of the selected member.
Step 6: If the text is too large for the shape, the text can be resized all at one time.
Select the e chart or any object within the chart.
Click the Fit Text button on the organization chart toolbar.

Modifying Organization Charts: Changing Chart and Box Style

You can add shadows, change the fill color of the boxes, and change the border and line styles in your
organization chart.
1. Select the chart

2. On the Organization Chart toolbar, click AUTOFORMAT

The Organization Chart Style Gallery appears.
3. Make the desired selection
A preview appears in the right of the gallery.
4. Click OK
Modifying Organization Charts: Adjusting Line Thickness, Style, or Color
NOTE: You can only make these changes if you use the Default diagram style from the Organization Chart Style
Gallery.
1. Select the chart
2. On the Organization Chart toolbar, from the Select pull-down list, select All Connecting Lines
All the connecting lines are selected.

3. On the Drawing toolbar, make desired changes using LINE COLOR and LINE STYLE
R e c o r d a M a c ro
A macro is an automated sequence of actions. It improves productivity by reducing a number of
actions into one click of a button. This will make common tasks much quicker to perform.
The macro recorder is used to create macros in Excel. This is quick and easy to use, but is only
capable of creating simple macros. Anything more powerful will involve writing VBA (Visual
Basic for Applications) code. Using the macro recorder and then editing the macro is a great start
before moving beyond the limitations of the recorder.
In this example, we wish to create a macro that formats a cell with a particular date format.
1. Click Tools > Macros > Record a New Macro

2. The Record Macro dialogue box appears. Enter a name for the macro
Macro names cannot contain spaces, begin with a letter or contain restricted symbols
such as / and .
If the macro is to be used in this workbook only, select This Workbook from the Store
macro in field. If the macro is to be used in any workbook, select Personal macro
workbook.
Enter a short description for the macro and click Ok.

3. The macro is now recording each step that you take. It is recommended to have the
necessary steps written down so that you may follow them. Unless you understand VBA
code, any mistake at this point usually results in having to delete the macro and re-record
it.
Let's complete the steps for the FormatDate macro.
1. Click Format > Cells
2. Select Date from the list of Categories on the Number tab
3. Select the 14 March 2001 format and click Ok
 4. Click the Stop Recording button on the Visual Basic toolbar

A macro has been created. Let's run the macro to ensure it works as planned.
R u n a m a c ro
1. Select the range that you wish to apply the date format to
2. Click Tools > Macros > Macros
3. Select the FormatDate macro and click Run

4. The macro runs and formats the dates as planned

We will now assign the macro to a button.
A d d a m a c ro t o a b u t t o n o n t h e s p re a d s h e e t
Adding a button to the spreadsheet is easier using the Forms toolbar.
1. Click View > Toolbars and select Forms to view the Forms Toolbar
2. Click the Button icon

3. Draw the button onto the sheet

4. On releasing the mouse button the Assign macro dialogue box appears

5. Select the macro from the list and click Ok

6. Type a name to appear as the label for the button
To format the button, change the button text or assign a different macro at any time, simply right
click the button and select the appropriate option.
Running a Slide Show
Once everything is set up, you can run the slide show on a computer using an overhead projector.
Whilst delivering the presentation there are a variety of keyboard shortcuts and tools available to
aid your delivery.
Start a slide show
To start a slide show from the first slide:
Click the Slide Show > View Show

or
Press the F5 key on the keyboard
To start a slide show from the selected slide:
Click the Slide Show view button on the Status Bar

Or
Press the Shift + F5 keys on the keyboard

Applying an Animation Effect

Custom animation gives the presenter control over the text and objects on a slide. Using custom
animation, text and objects such as bullet points, pictures and charts can be animated to appear
and disappear when required.
Add an animation effect
1. Select the text or object you want to animate
2. Click Slide Show > Custom Animation

The Custom Animation task Pane appears

3. Click the Add Effect button in the Task Pane
4. Point to the category of animation you want to use
A list of animation effects for that category appear for you to choose from
 Entrance: An effect is used when the text or object appears on the slide (The most
commonly used animation category)
Emphasis: An effect is used to emphasize the text or object
Exit: An effect is used when the text or object leaves the slide
Motion Path: An effect is used to make the text or object move in a specified pattern.
5. Select an animation effect from the list
A preview of the effect is played and the effect is applied to the text or object

Using Slide Transitions

A slide transition is an animation effect that can be applied to a slide. This provides a visual
effect when the slide is changed and can be used when creating a slide show to run on its own
with timings.
Just as with standard and custom animations, you should be careful not to overdo slide
transitions to the point that it distracts the audience.
Adding a slide transition
1. Select the slide you want to apply the transition to (if you are applying the transition to all
slides, as is quite common, you can ignore this step)
2. Click Slide Show > Slide Transition
The Slide Transition Task Pane is displayed
3. Select a transition effect from the list

The transition is applied to the selected slide and the transition icon will appear underneath the
slide thumbnail
 4. Click the Apply to All Slides button to apply the effect to all the slides of the
presentation
Modify slide transition effects
A slide transition's speed, sound and the method of advancing the slides in slide show view can
all be modified.
Transition Speed: Click the list arrow of the Speed box and select the required speed
from the list that appears
Transition Sound: Click the list arrow of the Sound box and select the sound you want
from the list that appears
Advance Slide: Select how to control when the next slide appears on screen by checking
either the On Mouse Click or Automatically After boxes and entering a time
Click the Apply to All Slides button if you want to apply the modifications to all slides

Change orientation
1. On the Menu Bar, click File, then Page Setup.
2. When the Page Setup window appears, click Landscape/Portrait.
3. This changes the page orientation to horizontal/ vertical.

Font style:

Font size: