Beruflich Dokumente
Kultur Dokumente
Com
B.Com
UNIT –I
UNIT-II
Starting Excel 2000-Editing-Inserting and Deleting rows and columns-Changing width and height-formula
UNIT III
Power Point 2000-Creating a new presentation- Using templates- Slide transistion- Slide animation-Power
Point views.
UNIT IV
Company.
UNIT V
Alteration- Deletion.
UNIT –I
This may ask you to select which document template to use for the new document.
Click the New Blank Document button of the tool bar.
Press CTRL + N on the keyboard. (Depress and hold CTRL, Press and release 'N')
Open an Existing Document
Choose File ➪ Open from the menu bar.
Select File ➪ Open (or press CTRL + O on the keyboard) and find the file you want to rename.
Right-click on the document name with the mouse and select Rename form the shortcut menu.
Type the new name for the file and press the ENTER key.
Working with Multiple Documents
Several documents can be opened simultaneously if you are typing or editing multiple documents at once. All
open documents are listed under the Windows menu. The current document has checkmark beside the
filename. Select another name to view another open document or click the button on the Windows taskbar at
the bottom of the screen.
Closing a Document[edit]
In addition to working with existing documents, you will want to be able to create new documents.
Each time you open Word, a new blank document appears; however, you will also need to know how to
create new documents while an existing document is open.
In this lesson, you will learn how to create new documents—including templates and blank
documents—via the Microsoft Office button.
New documents
Formatting text
To format font size:
Select the text you want to modify.
Left-click the drop-down arrow next to the font size box on the Home tab. The font size drop-
down menu appears.
Move your cursor over the various font sizes. A live preview of the font size will appear in the
document.
Left-click the font size you want to use. The font size will change in the document.
Left-click the font style you want to use. The font style will change in the document.
Left-click the font color you want to use. The font color will change in the document.
Your color choices aren't limited to the drop-down menu that appears. Select More Colors at the
bottom of the list to access the Colors dialog box. Choose the color you want, then click OK.
Once you complete your document, you may want to print it for various reasons. This lesson covers the
three basic features of printing in Word, including Print Preview, Quick Print, and traditional Print.
Printing
To preview the document before printing:
Click the Microsoft Office button.
Select Print Print Preview. The document opens in Print Preview format.
Click Print to print the document or Close Print Preview to exit the preview format and make
changes to the document.
In Print Preview format, you can perform many tasks, including:
Modifying margins
Changing page orientation
Changing page size
Zooming in and out to view various parts of the document
Viewing multiple pages
Accessing Word Options to change several Word settings
To print:
Click the Microsoft Office button.
Select Print Print. The Print dialog box appears.
Select the pages you want to print—either all pages or a range of pages.
Select the number of copies.
Check the Collate box if you are printing multiple copies of a multi-page document.
Select a printer from the drop-down list.
Click OK.
You may want to insert a text box into your document to draw attention to specific text or to give you
the ability to easily move text around within a document.
In this lesson, you will learn how to insert a text box and format it in various ways, including resizing
and moving it and changing the text box shape, color, and outline.
Text boxes
To insert a text box:
Select the Insert tab on the Ribbon.
Click the Text Box command in the Text group.
Select a Built-in text box or Draw Text Box from the menu.
If you select Built-in text box, left-click the text box you want to use, and it will appear in the
document.
OR
If you select Draw Text Box, a crosshair cursor will appear. Left-click your mouse and while
holding it down, drag your mouse until the text box is the desired size.
Move your cursor over the styles, and Live Preview will preview the style in your document.
Left-click a style to select it.
Select a color from the list, choose No Outline, or choose one of the other options.
Left-click the text box. Your cursor becomes a cross with arrows on each end.
While holding the mouse button, drag the text box to the desired location on the page.
Release the mouse button.
If you drag the blue sizing handles on any of the four corners, the text box will resize in the same
proportions. The sizing handles on the top or bottom of the text box will allow you to
resize vertically, while the handles on the left and right sides will resize the text box horizontally.
Hyperlinks
A hyperlink is a piece of text or an image in an electronic document that can connect readers to
another portion of the document or a different webpage. In addition, a hyperlink can be used to connect
to and open an email client window.
Have you noticed the active links on webpages that allow you to jump from one page to another? You
just used one to open this lesson. These are called hyperlinks. You can use these in electronic versions
of your Word documents, just like you do in webpages. In this lesson, you will learn the basics of
working with hyperlinks, including how to insert and remove them in your Word document.
To insert a hyperlink:
Select the text or image you want to make a hyperlink.
Select the Insert tab.
Click Hyperlink in the Links group. The Insert Hyperlink dialog box appears. If you selected
text, the words will appear in the Text to display: field at the top.
Click OK. The text or image you selected will now be a hyperlink.
Word recognizes many email and web addresses as you type and will format them as hyperlinks
automatically after you press the Enter key or spacebar.
To remove a hyperlink:
Select the hyperlink you want to deactivate.
Worried about making mistakes when you type? Don't be. Word provides you with several proofing
features that will help you produce professional, error-free documents. In this lesson, you will learn
about the various proofing features, including the Spelling & Grammar tool.
You can choose to ignore an underlined word, add it to the dictionary, or go to the Spelling dialog
box.
You can also choose to ignore an underlined word, go to the Grammar dialog box, or find out more
information about the word and its usage.
You can also wait and run the spelling and grammar check after completing the document. Click
the Spelling & Grammar command on the Review tab.
It's important to know how to save the documents you are working with. There are many ways
you share and receive documents, which will affect how you need to save the file.
Are you downloading the document? Saving it for the first time? Saving it as another name? Sharing it
with someone who doesn't have Word 2007? All of these factors will affect how you save Word
documents. In this lesson, you will learn how to use the Save and Save As commands, how to save as a
Word 97-2003 compatible document, and how to save as a PDF.
Select the location where you want to save the document using the drop-down menu.
Enter a name for the document.
Click the Save button.
To save as a PDF:
Click the Microsoft Office button.
Select Save As PDF. The Save As dialog box will appear.
Select the location where you want to save the document using the drop-down menu.
Enter a name for the document.
Click the Publish button.
Compatibility mode
Sometimes you may need to work with documents that were created in earlier versions of Microsoft
Word, such as Word 2003 or Word 2000. When you open these types of documents, they will appear
in Compatibility mode.
Compatibility mode disables certain features, so you'll only be able to access commands found in the
program that was used to create the document. For example, if you open a document created in Word
2003, you can only use tabs and commands found in Word 2003.
If you want access to all of the Word 2007 features, you can save the document in the Word 2007 file
format.
It's important to know how to perform basic tasks with text when
working in a word processing application. In this lesson, you'll learn the basics of working with text,
including how to insert, delete, select, copy, paste, and drag and drop text.
Working with text
To insert text:
Move your mouse to the location where you want text to appear in the document.
Left-click the mouse. The insertion point appears.
Type the text you want to appear.
To delete text:
Place your cursor next to the text you want to delete.
Press the Backspace key on your keyboard to delete text to the left of the cursor.
Press the Delete key on your keyboard to delete text to the right of the cursor.
To select text:
Place the insertion point next to the text you want to select.
Left-click your mouse. While holding it down, drag your mouse over the text to select it.
Release the mouse button. You have selected the text. A highlighted box will appear over the
selected text.
When you select text or images in Word, a hover toolbar with formatting options appears. This
makes formatting commands easily accessible, which can save you time.
If text does not appear in the exact location you want, you can click the Enter key on your
keyboard to move the text to a new line.
Before you begin creating documents in Word, you may want to set up
your Word environment and become familiar with a few key tasks such as how to minimize and
maximize the Ribbon, configure the Quick Access toolbar, display the ruler, and use the Word Count and
Zoom tools.
Tasks to set up and use Word
To minimize and maximize the Ribbon:
Right-click anywhere in the main menu.
Select Minimize the Ribbon in the menu that appears. This will toggle the Ribbon on and off.
The check mark beside Minimize the Ribbon indicates that the feature is active.
The new tabbed Ribbon system replaces traditional menus in Word 2007. It is designed to be
responsive to your current task and easy to use; however, you can choose to minimize the
Ribbon if you would rather use different menus or keyboard shortcuts.
The Save, Undo, and Redo commands appear by default in the Quick Access toolbar. You may want
to add other commands to make using specific Word features more convenient for you.
To display or hide the Ruler:
Click the View Ruler icon over the scrollbar.
The View Ruler icon works as a toggle button to turn the Ruler on and off.
In this lesson, you will learn how to search for and locate clip art and insert it into your documents.
The clip art options appear in the task pane on the right.
Enter keywords in the Search for: field that are related to the image you want to insert.
Click the drop-down arrow next to the Search in: field.
Select Everywhere to ensure Word searches your computer and its online resources for an
image that meets your criteria.
Click the drop-down arrow in the Results should be: field.
Deselect any types of images you do not want to see.
Click Go.
OR
Left-click the arrow next to an image in the task pane.
Select Insert, Copy, or any of the other options on the list.
In this lesson, you will learn how to insert a shape and format it by changing its fill color, outline color,
shape style, and shadow effects. Additionally, you will learn to apply 3D effects to shapes that have this
option.
Using shapes
To insert a shape:
Select the Insert tab.
Click the Shape command.
Left-click a shape from the menu. Your cursor is now a cross shape.
Left-click your mouse and while holding it down, drag your mouse until the shape is the
desired size.
Release the mouse button.
Click the More drop-down arrow in the Shapes Style group to display more style options.
Move your cursor over the styles, and Live Preview will preview the style in your document.
Left-click a style to select it.
Select a color from the list, choose No Fill, or choose one of the other options.
Select Shadow Color from the menu, and choose a color from the palette to change the color of the
shadow on your shape.
To change 3D effects:
You cannot add a 3D effect to all shapes.
Select the Format tab.
Left-click the 3-D Effects command.
Move your mouse over the menu options. Live Preview displays how it will appear in your
document.
After you have chosen a 3D effect, you can change other elements of your shape, including
the color, depth, direction, lighting, and surface of the 3D effect on your shape. This can
dramatically change the way the shape looks. You can access these options by clicking the 3-D
Effects command.
Bulleted and numbered lists can be used in your documents to arrange and format text to draw
emphasis. In this lesson, you will learn how to modify existing bullets, insert new bulleted and
numbered lists, and select symbols as bullets.
Left-click the bullet or numbering style you want to use. It will appear in the document.
Position your cursor at the end of a list item, and press the Enter key to add an item to the list.
To remove numbers or bullets from a list, select the list and click
the Bullets or Numbering commands.
You can use a picture as a bullet. Click the Picture button in the Define New Bullet dialog box, then
locate the image file on your computer.
You can also change the bullet font and formatting in the Font dialog box.
An important part of creating effective documents lies in the document design. As part of designing the
document and making formatting decisions, you will need to know how to modify the spacing. In this
lesson, you will learn how to modify line and paragraph spacing in various ways.
Modifying spacing
To format line spacing:
Select the text you want to format.
Click the Line spacing command in the Paragraph group on the Home tab.
Select a spacing option.
OR
Select Line Spacing Options. The Paragraph dialog box appears.
OR
Select Line Spacing Options. The Paragraph dialog box appears.
Change the Before and After points in the Paragraph section.
Click OK.
Line spacing is measured in lines or points, which is referred to as leading. When you reduce the
leading, you automatically bring the lines of text closer together. Increasing the leading will space
the lines out, allowing for improved readability.
You may find that the default page layout settings in Word are not
sufficient for the document you want to create, in which case you will want to modify these settings. In
addition, you may want to change the page formatting depending on the document you're creating.
In this lesson, you will learn how to change the page orientation, paper size, and page margins, as well as
how to insert a break.
Landscape format means everything on the page is oriented horizontally, while portrait format
means everything is oriented vertically.
Left-click a size option to select it. The page size of the document changes.
OR
Select Custom Margins from the menu. The Page Setup dialog box appears.
To insert a break:
Place your insertion point where you want the break to appear.
Select the Page Layout tab.
Click the Breaks command. A menu appears.
Left-click a break option to select it. The break will appear in the document.
Why would you need to use a break? Each type of break serves a different purpose and will affect the
document in different ways. Page breaks move text to a new page before reaching the end of a page,
while section breakscreate a barrier between parts of the document for formatting purposes. Column
breaks split text in columns at a specific point. Practice using the various break styles to see how they
affect the document.
Pictures can be added to Word documents and then formatted in various ways. The picture tools in
Word 2007 make it easy to incorporate images into your documents and modify these images in
innovative ways.
In this lesson, you will learn how to insert a picture from your computer, change the picture style and
shape, add a border, and crop and compress pictures.
Left-click a corner sizing handle, and while holding down the mouse button resize the image. The
image retains its proportions.
To compress a picture:
Select the picture.
Select the Format tab.
Click the Compress Pictures command in the Adjust group. A dialog box appears.
Click the Options button to access the Compression Setting dialog box.
You need to monitor the file size of your images and documents that include images, especially if
you send them via email. Cropping and resizing an image doesn’t decrease the image file size, but
compression does.
Two useful formatting features in Word are the columns and ordering commands. Columns are used
in many types of documents but are most commonly used in newspapers, magazines, academic journals,
and newsletters.
Ordering is the process of layering two or more shapes so they appear in a certain way. For example, if
you have two shapes that overlap and want one shape to appear on top, you will have to order the
shapes.
In this lesson, you will learn how to insert columns into a document and order an image and a shape.
The Format Painter command allows you to easily format text to appear like other text in your
document. Select the text that is formatted the way you want, click the Format Painter command
on the Home tab, and select the text you want to change. The new text now appears modified.
Select a menu option that will arrange the item in the desired way. In this example, select Send
Behind Text.
The text and image are now displayed layered on top of the shape.
You may find that the default page layout settings in Word are not sufficient for the document you want
to create, in which case you will want to modify these settings. In addition, you may want to change
In this lesson, you will learn how to change the page orientation, paper size, and page margins, as well as
how to insert a break.
Landscape format means everything on the page is oriented horizontally, while portrait format
means everything is oriented vertically.
Left-click a size option to select it. The page size of the document changes.
OR
Select Custom Margins from the menu. The Page Setup dialog box appears.
To insert a break:
Place your insertion point where you want the break to appear.
Select the Page Layout tab.
Click the Breaks command. A menu appears.
Left-click a break option to select it. The break will appear in the document.
Why would you need to use a break? Each type of break serves a different purpose and will affect the
document in different ways. Page breaks move text to a new page before reaching the end of a page,
while section breakscreate a barrier between parts of the document for formatting purposes. Column
breaks split text in columns at a specific point. Practice using the various break styles to see how they
affect the document.
You can make your document look professional and polished by utilizing the header and footer
sections. The header is a section of the document that appears in the top margin, while the footer is a
section of the document that appears in the bottom margin. Headers and footers generally contain
information such as page number, date, and document name.
In this lesson, you will learn how to insert built-in and blank headers and footers.
OR
Left-click Blank to select it.
Click OK. The date and time now appear in the document.
The Format Painter command allows you to easily format text to appear like other text in your
document. Select the text that is formatted the way you want, click the Format Painter command
on the Home tab, and select the text you want to change. The new text now appears modified.
Select a menu option that will arrange the item in the desired way. In this example, select Send
Behind Text.
The text and image are now displayed layered on top of the shape.
A table is a grid of cells arranged in rows and columns. Tables can be customized and are useful for
various tasks such as presenting text information and numerical data.
In this lesson, you will learn how to convert text to a table, apply table styles, format tables, and create
blank tables.
Choose one of the options in the Separate text at: section. This is how Word knows what text
to put in each column.
You can also add rows below the insertion point. Follow the same steps, but select Insert Rows
Below from the menu.
To add a column:
Place the insertion point in a column adjacent to the location where you want the new
column to appear.
Right-click the mouse. A menu appears.
Select Insert Insert Columns to the Left or Insert Columns to the Right. A new column
appears.
You can modify which table styles are displayed. In the Table Styles Options, you can select and
deselect various table options. For example, you can select banded rows, and only tables with
banded rows will appear in the Tables Styles section.
Want to have a little more creative freedom when it comes to formatting your tables? You can manually
change the table border or shading, change line weight, or erase part of the table.
UNIT - II
When you move your mouse arrow over Programs, you have to move it along that blue bar, to
the right and over the white arrow. When you do that, the menu of available programs (the second
and third column above) appears to the right. You only need click once on Microsoft Excel, for the
program to start loading or running.
1. Position the cursor over the row line so the white cross becomes a double arrow .
2. Click, hold, and drag the mouse to increase or decrease the row height.
3. Release the mouse. The height of the selected row will be changed.
Rather than resizing rows and columns individually, you can modify the height and width of every row
and column at the same time. This method allows you to set a uniform size for every row and column in
your worksheet. In our example, we will set a uniform row height.
1. Locate and click the Select All button just below the formula bar to select every cell in the
worksheet.
2. Position the mouse over a row line so the white cross becomes a double arrow .
3. Click, hold, and drag the mouse to increase or decrease the row height.
4. Release the mouse when you are satisfied with the new row height for the worksheet.
After you've been working with a workbook for a while, you may find that you want to insert
new columns or rows, delete certain rows or columns, move them to a different location in the
worksheet, or even hide them.
To insert rows:
1. Select the row heading below where you want the new row to appear. For example, if you
want to insert a row between rows 7 and 8, select row 8.
When inserting new rows, columns, or cells, you will see the Insert Options button next to the
inserted cells. This button allows you to choose how Excel formats these cells. By default, Excel
formats inserted rows with the same formatting as the cells in the row above. To access more
options, hover your mouse over the Insert Options button, then click the drop-down arrow.
To insert columns:
1. Select the column heading to the right of where you want the new column to appear. For
example, if you want to insert a column between columns D and E, select column E.
3. The new column will appear to the left of the selected column.
When inserting rows and columns, make sure you select the entire row or column by clicking
the heading.If you select only a cell in the row or column, the Insert command will only insert a new
cell.
To delete rows:
It's easy to delete any row that you no longer need in your workbook.
1. Select the row(s) you want to delete. In our example, we'll select rows 6-8.
3. The selected row(s) will be deleted, and the rows below will shift up. In our example, rows 9-
11 are now rows 6-8.
To delete columns:
1. Select the columns(s) you want to delete. In our example, we'll select column E.
3. The selected columns(s) will be deleted, and the columns to the right will shift left. In our
example, Column F is now Column E.
It's important to understand the difference between deleting a row or column and
simply clearing its contents. If you want to remove the content of a row or column without
causing others to shift, right-click a heading, then select Clear Contents from the drop-down menu.
Sometimes you may want to move a column or row to rearrange the content of your worksheet. In our
example we'll move a column, but you can move a row in the same way.
1. Select the desired column heading for the column you want to move, then click
the Cut command on the Home tab or press Ctrl+X on your keyboard.
2. Select the column heading to the right of where you want to move the column. For example, if
you want to move a column between columns B and C, select column C.
3. Click the Insert command on the Home tab, then select Insert Cut Cells from the drop-down
menu.
4. The column will be moved to the selected location, and the columns to the right
will shift right.
You can also access the Cut and Insert commands by right-clicking the mouse and then selecting
the desired commands from the drop-down menu.
At times, you may want to compare certain rows or columns without changing the organization of your
worksheet. Excel allows you to hide rows and columns as needed. In our example, we'll hide columns C
and D to make it easier to compare columns A, B, and E.
1. Select the column(s) you want to hide, right-click the mouse, then select Hide from
the formatting menu.
2. The columns will be hidden. The green column line indicates the location of the hidden
columns.
3. To unhide the columns, select the columns to the left and right of the hidden columns (in
other words, the columns on both sides of the hidden columns). In our example, we'll select
columns B and E.
4. Right-click the mouse, then select Unhide from the formatting menu. The hidden columns will
reappear.
Whenever you have too much cell content to be displayed in a single cell, you may decide to wrap the
text or merge the cell rather than resize a column. Wrapping the text will automatically modify a
cell's row height, allowing cell contents to be displayed on multiple lines. Merging allows you to
combine a cell with adjacent empty cells to create one large cell.
In our example below, we'll wrap the text of the cells in column D so the entire address can be displayed.
1. Select the cells you want to wrap. In this example, we'll select the cells in column D.
In our example below, we'll merge cell A1 with cells B1:E1 to create a title heading for our worksheet.
3. The selected cells will be merged, and the text will be centered.
Click the drop-down arrow next to the Merge & Center command on the Home tab. The Merge drop-
down menu will appear. From here, you can choose to:
Merge & Center: Merges the selected cells into one cell and centers the text
Merge Across: Merges the selected cells into larger cells while keeping each row separate
Merge Cells: Merges the selected cells into one cell but does not center the text
Unmerge Cells: Unmerges selected cells
COUPDAYS Returns the number of days in the coupon period that contains the settlement date
COUPDAYSNC Returns the number of days from the settlement date to the next coupon date
COUPNCD Returns the next coupon date after the settlement date
COUPNUM Returns the number of coupons payable between the settlement date and maturity date
COUPPCD Returns the previous coupon date before the settlement date
CUMIPMT Returns the cumulative interest paid between two periods
CUMPRINC Returns the cumulative principal paid on a loan between two periods
DB Returns the depreciation of an asset for a specified period by using the fixed-declining balance
method
DDB Returns the depreciation of an asset for a specified period by using the double-declining
balance method or some other method that you specify
DISC Returns the discount rate for a security
DOLLARDE Converts a dollar price, expressed as a fraction, into a dollar price, expressed as a decimal
number
DOLLARFR Converts a dollar price, expressed as a decimal number, into a dollar price, expressed as a
fraction
DURATION Returns the annual duration of a security with periodic interest payments
EFFECT Returns the effective annual interest rate
FV Returns the future value of an investment
FVSCHEDULE Returns the future value of an initial principal after applying a series of compound interest
rates
INTRATE Returns the interest rate for a fully invested security
IPMT Returns the interest payment for an investment for a given period
IRR Returns the internal rate of return for a series of cash flows
ISPMT Calculates the interest paid during a specific period of an investment
MDURATION Returns the Macauley modified duration for a security with an assumed par value of $100
MIRR Returns the internal rate of return where positive and negative cash flows are financed at
different rates
Function Description
NPV Returns the net present value of an investment based on a series of periodic cash flows and
a discount rate
ODDFPRICE Returns the price per $100 face value of a security with an odd first period
ODDLPRICE Returns the price per $100 face value of a security with an odd last period
ODDLPRICE Returns the price per $100 face value of a security with an odd last period
PPMT Returns the payment on the principal for an investment for a given period
PRICE Returns the price per $100 face value of a security that pays periodic interest
PRICEDISC Returns the price per $100 face value of a discounted security
PRICEMAT Returns the price per $100 face value of a security that pays interest at maturity
RECEIVED Returns the amount received at maturity for a fully invested security
SYD Returns the sum-of-years’ digits depreciation of an asset for a specified period
TBILLPRICE Returns the price per $100 face value for a Treasury bill
VDB Returns the depreciation of an asset for a specified or partial period by using a declining
balance method
XIRR Returns the internal rate of return for a schedule of cash flows that is not necessarily
periodic
XNPV Returns the net present value for a schedule of cash flows that is not necessarily periodic
YIELDDISC Returns the annual yield for a discounted security; for example, a Treasury bill
YIELDMAT Returns the annual yield of a security that pays interest at maturity
Introduction
All cell content uses the same formatting by default, which can make it difficult to read a
workbook with a lot of information. Basic formatting can customize the look and feel of your
workbook, allowing you to draw attention to specific sections and making your content easier
to view and understand.
2. On the Home tab, click the drop-down arrow next to the Font Size command, then select the
desired font size. In our example, we will choose 24 to make the text larger.
You can also use the Increase Font Size and Decrease Font Size commands or enter
a custom font size using your keyboard.
By default, the font of each new workbook is set to Calibri. However, Excel provides many
other fonts you can use to customize your cell text. In the example below, we'll format our title
cell to help distinguish it from the rest of the worksheet.
2. On the Home tab, click the drop-down arrow next to the Font command, then select the desired font.
In our example, we'll choose Century Gothic.
When creating a workbook in the workplace, you'll want to select a font that is easy to read.
Along with Calibri, standard reading fonts include Cambria, Times New Roman, and Arial.
2. On the Home tab, click the drop-down arrow next to the Font Colorcommand, then select the
desired font color. In our example, we'll choose Green.
Select More Colors at the bottom of the menu to access additional color options. We've
changed the font color to a bright pink.
2. Click the Bold (B), Italic (I), or Underline (U) command on the Home tab. In our example, we'll make
the selected cells bold.
You can also press Ctrl+B on your keyboard to make selected text bold, Ctrl+I to apply italics,
and Ctrl+U to apply an underline.
Cell borders and fill colors allow you to create clear and defined boundaries for different
sections of your worksheet. Below, we'll add cell borders and fill color to our header cells to
help distinguish them from the rest of the worksheet.
2. On the Home tab, click the drop-down arrow next to the Fill Color command, then select the fill
color you want to use. In our example, we'll choose a dark gray.
3. The selected fill color will appear in the selected cells. We've also changed the font color to white to
make it more readable with this dark fill color.
To add a border:
2. On the Home tab, click the drop-down arrow next to the Borders command, then select
the border style you want to use. In our example, we'll choose to display All Borders.
You can draw borders and change the line style and color of borders with the Draw
Borders tools at the bottom of the Borders drop-down menu.
Cell styles
Instead of formatting cells manually, you can use Excel's predesigned cell styles. Cell styles
are a quick way to include professional formatting for different parts of your workbook, such
as titles and headers.
In our example, we'll apply a new cell style to our existing title and header cells.
2. Click the Cell Styles command on the Home tab, then choose the desired style from the drop-down
menu.
Applying a cell style will replace any existing cell formatting except for text alignment. You
may not want to use cell styles if you've already added a lot of formatting to your workbook.
Text alignment
By default, any text entered into your worksheet will be aligned to the bottom-left of a cell,
while any numbers will be aligned to the bottom-right. Changing the alignmentof your cell
content allows you to choose how the content is displayed in any cell, which can make your cell
content easier to read.
Click the arrows in the slideshow below to learn more about the different text alignment
options.
Left Align: Aligns content to the left border of the cell
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In our example below, we'll modify the alignment of our title cell to create a more polished
look and further distinguish it from the rest of the worksheet.
2. Select one of the three horizontal alignment commands on the Home tab. In our example, we'll
choose Center Align.
2. Select one of the three vertical alignment commands on the Home tab. In our example, we'll
choose Middle Align.
You can apply both vertical and horizontal alignment settings to any cell.
When working with a lot of data in Excel, it can be difficult and time consuming to locate
specific information. You can easily search your workbook using the Findfeature, which also
allows you to modify content using the Replace feature.
In our example, we'll use the Find command to locate a specific department in this list.
1. From the Home tab, click the Find and Select command, then select Find from the drop-down menu.
2. The Find and Replace dialog box will appear. Enter the content you want to find. In our example, we'll
type the department's name.
3. Click Find Next. If the content is found, the cell containing that content will be selected.
4. Click Find Next to find further instances or Find All to see every instance of the search term.
5. When you are finished, click Close to exit the Find and Replace dialog box.
You can also access the Find command by pressing Ctrl+F on your keyboard.
Click Options to see advanced search criteria in the Find and Replace dialog box.
At times, you may discover that you've repeatedly made a mistake throughout your workbook
(such as misspelling someone's name) or that you need to exchange a particular word or
phrase for another. You can use Excel's Find and Replace feature to make quick revisions. In
our example, we'll use Find and Replace to correct a list of department names.
1. From the Home tab, click the Find and Select command, then select Replacefrom the drop-down
menu.
2. The Find and Replace dialog box will appear. Type the text you want to find in the Find what: field.
3. Type the text you want to replace it with in the Replace with: field, then click Find Next.
4. If the content is found, the cell containing that content will be selected.
5. Review the text to make sure you want to replace it.
6. If you want to replace it, select one of the replace options. Choosing Replacewill replace individual
instances, while Replace All will replace every instance of the text throughout the workbook. In our
example, we'll choose this option to save time.
7. A dialog box will appear, confirming the number of replacements made. Click OK to continue.
9. When you are finished, click Close to exit the Find and Replace dialog box.
Generally, it's best to avoid using Replace All because it doesn't give you the option of
skipping anything you don't want to change. You should only use this option if you're
absolutely sure it won't replace anything you didn't intend it to.
Mathematical operators
Excel uses standard operators for formulas, such as a plus sign for addition (+), a minus
sign for subtraction (-), an asterisk for multiplication (*), a forward slash for division (/), and
a caret (^) for exponents.
All formulas in Excel must begin with an equals sign (=). This is because the cell contains, or is
equal to, the formula and the value it calculates.
While you can create simple formulas in Excel using numbers (for example, =2+2 or =5*5),
most of the time you will use cell addresses to create a formula. This is known as making
a cell reference. Using cell references will ensure that your formulas are always accurate
because you can change the value of referenced cells without having to rewrite the formula.
In the formula below, cell A3 adds the values of cells A1 and A2 by making cell references:
When you press Enter, the formula calculates and displays the answer in cell A3:
If the values in the referenced cells change, the formula automatically recalculates:
By combining a mathematical operator with cell references, you can create a variety of simple
formulas in Excel. Formulas can also include a combination of cell references and numbers, as
in the examples below:
To create a formula:
In our example below, we'll use a simple formula and cell references to calculate a budget.
1. Select the cell that will contain the formula. In our example, we'll select cell D12.
2. Type the equals sign (=). Notice how it appears in both the cell and the formula bar.
3. Type the cell address of the cell you want to reference first in the formula: cell D10 in our example.
A blue border will appear around the referenced cell.
4. Type the mathematical operator you want to use. In our example, we'll type the addition sign (+).
5. Type the cell address of the cell you want to reference second in the formula: cell D11 in our example.
A red border will appear around the referenced cell.
6. Press Enter on your keyboard. The formula will be calculated, and the valuewill be displayed in the
cell. If you select the cell again, notice that the cell displays the result, while the formula bar displays
the formula.
If the result of a formula is too large to be displayed in a cell, it may appear as pound
signs (#######) instead of a value. This means the column is not wide enough to display the
cell content. Simply increase the column width to show the cell content.
The true advantage of cell references is that they allow you to update data in your worksheet
without having to rewrite formulas. In the example below, we've modified the value of cell D1
from $1,200 to $1,800. The formula in D3 will automatically recalculate and display the new
value in cell D3.
Excel will not always tell you if your formula contains an error, so it's up to you to check all of
your formulas. To learn how to do this, you can read the Double-Check Your Formulas lesson
from our Excel Formulas tutorial.
Instead of typing cell addresses manually, you can point and click the cells you want to
include in your formula. This method can save a lot of time and effort when creating formulas.
In our example below, we'll create a formula to calculate the cost of ordering several boxes of
plastic silverware.
1. Select the cell that will contain the formula. In our example, we'll select cell D4.
4. Type the mathematical operator you want to use. In our example, we'll type the multiplication sign
(*).
5. Select the cell you want to reference second in the formula: cell C4 in our example. The cell
address will appear in the formula.
6. Press Enter on your keyboard. The formula will be calculated, and the valuewill be displayed in the
cell.
Formulas can also be copied to adjacent cells with the fill handle, which can save a lot of time
and effort if you need to perform the same calculation multiple times in a worksheet. The fill
handle is the small square at the bottom-right corner of the selected cell(s).
1. Select the cell containing the formula you want to copy. Click and drag the fill handle over the cells you
want to fill.
2. After you release the mouse, the formula will be copied to the selected cells.
To edit a formula:
Sometimes you may want to modify an existing formula. In the example below, we've entered
an incorrect cell address in our formula, so we'll need to correct it.
1. Select the cell containing the formula you want to edit. In our example, we'll select cell D12.
2. Click the formula bar to edit the formula. You can also double-click the cell to view and edit the
formula directly within the cell.
3. A border will appear around any referenced cells. In our example, we'll change the first part of the
formula to reference cell D10 instead of cell D9.
4. When you're finished, press Enter on your keyboard or select the Entercommand in the formula bar.
5. The formula will be updated, and the new value will be displayed in the cell.
If you change your mind, you can press the Esc key on your keyboard or click
the Cancel command in the formula bar to avoid accidentally making changes to your formula.
To show all of the formulas in a spreadsheet, you can hold the Ctrl key and press `(grave
accent). The grave accent key is usually located in the top-left corner of the keyboard. You can
press Ctrl+` again to switch back to the normal view.
To illustrate Excel's most popular financial functions, we consider a loan with monthly payments, an annual
interest rate of 6%, a 20-year duration, a present value of $150,000 (amount borrowed) and a future value of 0
(that's what you hope to achieve when you pay off a loan).
We make monthly payments, so we use 6%/12 = 0.5% for Rate and 20*12 = 240 for Nper (total number of
periods). If we make annual payments on the same loan, we use 6% for Rate and 20 for Nper.
Pmt
Select cell A2 and insert the PMT function.
Note: The last two arguments are optional. For loans the Fv can be omitted (the future value of a loan equals 0,
however, it's included here for clarification). If Type is omitted, it is assumed that payments are due at the end
of the period.
Tip: when working with financial functions in Excel, always ask yourself the question, am I making a payment
(negative) or am I receiving money (positive)? We pay off a loan of $150,000 (positive, we received that
amount) and we make monthly payments of $1,074.65 (negative, we pay).
Rate
If Rate is the only unknown variable, we can use the RATE function to calculate the interest rate.
Nper
Or the NPER function. If we make monthly payments of $1,074.65 on a 20-year loan, with an annual interest
rate of 6%, it takes 240 months to pay off this loan.
We already knew this, but we can change the monthly payment now to see how this affects the total number of
periods.
Conclusion: if we make monthly payments of $2,074.65, it takes less than 90 months to pay off this loan.
Pv
Or the PV (Present Value) function. If we make monthly payments of $1,074.65 on a 20-year loan, with an
annual interest rate of 6%, how much can we borrow? You already know the answer.
Fv
And we finish this chapter with the FV (Future Value) function. If we make monthly payments of $1,074.65 on a
20-year loan, with an annual interest rate of 6%, do we pay off this loan? Yes.
But, if we make monthly payments of only $1,000.00, we still have debt after 20 years.
UNIT - III
Introduction
PowerPoint 2013 is a presentation software that allows you to create dynamic slide presentations.
Slideshows can include animation, narration, images, videos, and much more.
When you open PowerPoint 2013 for the first time, the Start Screen will appear. From here, you'll be
able to create a new presentation, choose a template, and access your recently edited presentations.
PowerPoint 2013 is similar to PowerPoint 2010. If you've previously used PowerPoint 2010,
PowerPoint 2013 should feel familiar. But if you are new to PowerPoint or have more experience with
older versions, you should first take some time to become familiar with the PowerPoint 2013
interface.
Click the buttons in the interactive below to become familiar with the PowerPoint 2013 interface.
If you've previously used PowerPoint 2010 or 2007, PowerPoint 2013 will feel familiar. It continues to
use features like the Ribbon and the Quick Access toolbar—where you will find commands to perform
common tasks in PowerPoint—as well as Backstage view.
The Ribbon
PowerPoint 2013 uses a tabbed Ribbon system instead of traditional menus. The
Ribbon contains multiple tabs, each with several groups of commands. You will use these tabs to
perform the most common tasks in PowerPoint.
You'll need to move between tabs to perform common tasks in PowerPoint. Knowing where to find the
right command will make PowerPoint easier to use.
Click the arrows in the slideshow below to learn more about the different commands available
within each tab on the Ribbon.
The Home tab gives you access to the most commonly used commands, including copy and
paste, formatting, and the New Slide command. The Home tab is selected by default whenever you open
PowerPoint.
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The Ribbon is designed to respond to your current task, but you can choose to minimize it if you find
that it takes up too much screen space.
1. Click the Ribbon Display Options arrow in the upper-right corner of the Ribbon.
Located just above the Ribbon, the Quick Access toolbar lets you access common commands no matter
which tab is selected. By default, it includes the Save, Undo, Repeat, and Start
Presentation commands. You can add other commands depending on your preference.
1. Click the drop-down arrow to the right of the Quick Access toolbar.
2. Select the command you want to add from the drop-down menu. To choose from more
commands, select More Commands.
PowerPoint includes several tools to help organize and arrange content on your slides, including
the Ruler, guides, and gridlines. These tools make it easier to align objects on your slides. Simply click
the check boxes in the Show group on the View tab to show and hide these tools.
Simply click and drag to move the horizontal or vertical guides to a new position.
Backstage view
Backstage view gives you various options for saving, opening, printing, and sharing your presentations.
Click the buttons in the interactive below to learn more about using Backstage view.
You can review our lesson on Working with Your Microsoft Account and OneDrive to learn more
about using OneDrive.
Introduction
PowerPoint files are called presentations. Whenever you start a new project in PowerPoint, you'll need
to create a new presentation, which can either be blank or from a template. You'll also need to know
how to open an existing presentation.
2. Select New on the left side of the window, then click Blank Presentation or choose a theme.
3. Select Computer, then click Browse. Alternatively, you can choose OneDrive (previously
known as SkyDrive) to open files stored on your OneDrive.
4. The Open dialog box will appear. Locate and select your presentation, then click Open.
If you've opened the desired presentation recently, you can browse your Recent
Presentations instead of searching for the file.
To pin a presentation:
If you frequently work with the same presentation, you can pin it to Backstage view for easy access.
1. Select the File tab to go to Backstage view. Click Open. Your Recent Presentations will
appear.
2. Hover the mouse over the presentation you want to pin. A pushpin icon will appear next
to the presentation. Click the pushpin icon.
3. The presentation will stay in Recent Presentations. To unpin a presentation, simply click the
pushpin icon again.
You can also pin folders to Backstage view for easy access. From Backstage view, click Open, locate
the folder you want to pin, then click the pushpin icon.
Using templates
A template is a predesigned presentation you can use to create a new slide show quickly. Templates
often include custom formatting and designs, so they can save you a lot of time and effort when
starting a new project.
4. A preview of the template will appear, along with additional information on how the
template can be used.
5. Click Create to use the selected template.
It's important to note that not all templates are created by Microsoft. Many are created by third-
party providers and even individual users, so some templates may work better than others.
Compatibility mode
Sometimes you may need to work with presentations that were created in earlier versions of
PowerPoint, such as PowerPoint 2003 or PowerPoint 2000. When you open these types of
presentations, they will appear in Compatibility mode.
Compatibility mode disables certain features, so you'll only be able to access commands found in the
program that was used to create the presentation. For example, if you open a presentation created in
PowerPoint 2003, you can only use tabs and commands found in PowerPoint 2003.
In the image below, you can see that the presentation is in Compatibility mode. This will disable some
PowerPoint 2013 features, such as newer types of slide transitions.
To exit Compatibility mode, you'll need to convert the presentation to the current version type.
However, if you're collaborating with others who only have access to an earlier version of PowerPoint,
it's best to leave the presentation in Compatibility mode so the format will not change.
You can review this support page from Microsoft to learn more about which features are disabled
in Compatibility mode.
To convert a presentation:
If you want access to all PowerPoint 2013 features, you can convert the presentation to the 2013 file
format.
Note that converting a file may cause some changes to the original layout of the presentation.
3. The Save As dialog box will appear. Select the location where you want to save the
presentation, enter a file name, and click Save.
PowerPoint offers two ways to save a file: Save and Save As. These options work in similar ways, with a
few important differences:
Save: When you create or edit a presentation, you'll use the Save command to save your
changes. You'll use this command most of the time. When you save a file, you'll only need to
choose a file name and location the first time. After that, you can just click the Save command to
save it with the same name and location.
Save As: You'll use this command to create a copy of a presentation while keeping the original.
When you use Save As, you'll need to choose a different name and/or location for the copied
version.
To save a presentation:
It's important to save your presentation whenever you start a new project or make changes to an
existing one. Saving early and often can prevent your work from being lost. You'll also need to pay close
attention to where you save the presentation so it will be easy to find later.
1. Locate and select the Save command on the Quick Access toolbar.
2. If you're saving the file for the first time, the Save As pane will appear in Backstage view.
3. You'll then need to choose where to save the file and give it a file name. To save the
presentation to your computer, select Computer, then click Browse. Alternatively, you can
click OneDrive to save the file to your OneDrive.
4. The Save As dialog box will appear. Select the location where you want to save the
presentation.
5. Enter a file name for the presentation, then click Save.
6. The presentation will be saved. You can click the Save command again to save your changes as
you modify the presentation.
You can also access the Save command by pressing Ctrl+S on your keyboard.
If you want to save a different version of a presentation while keeping the original, you can create
a copy. For example, if you have a file named Client Presentation you could save it as Client
Presentation 2 so you'll be able to edit the new file and still refer back to the original version.
To do this, you'll click the Save As command in Backstage view. Just like when saving a file for the first
time, you'll need to choose where to save the file and give it a new file name.
If you don't want to use OneDrive, you may be frustrated that OneDrive is selected as the default
location when saving. If you find it inconvenient to select Computer each time, you can change
the default save location so Computer is selected by default.
2. Click Options.
3. The PowerPoint Options dialog box will appear. Select Save, check the box next to Save to
Computer by default, then click OK. The default save location will be changed.
Using AutoRecover
PowerPoint automatically saves your presentations to a temporary folder while you are working on
them. If you forget to save your changes or if PowerPoint crashes, you can restore the file
using AutoRecover.
To use AutoRecover:
By default, PowerPoint autosaves every 10 minutes. If you are editing a presentation for less than 10
minutes, PowerPoint may not create an autosaved version.
If you don't see the file you need, you can browse all autosaved files from Backstage view. Just
select theFile tab, click Manage Versions, then choose Recover Unsaved Presentations.
Exporting presentations
By default, PowerPoint presentations are saved in the .pptx file type. However, there may be times
when you need to use another file type, such as a PDF or PowerPoint 97-2003 presentation. It's easy
to export your presentation from PowerPoint in a variety of file types:
To export a presentation:
4. The Save As dialog box will appear. Select the location where you want to export the
presentation, type a file name, then click Save.
You can also use the Save as type: drop-down menu in the Save As dialog box to save presentations
in a variety of file types. Be careful to choose a file type others will be able to open.
Sharing presentations
PowerPoint 2013 makes it easy to share and collaborate on presentations using OneDrive. In the past,
if you wanted to share a file with someone, you could send it as an email attachment. While convenient,
this system also creates multiple versions of the same file, which can be difficult to organize.
When you share a presentation from PowerPoint 2013, you're actually giving others access to the exact
same file. This lets you and the people you share with edit the same presentation without having to
keep track of multiple versions.
To share a presentation:
1. Click the File tab to access Backstage view, then click Share.
Click the buttons in the interactive below to learn more about different ways to share a presentation.
When you insert a new slide, it will usually have placeholders. Placeholders can contain different types
of content, including text and images. Some placeholders have placeholder text, which you can replace
with your own text. Others have thumbnail icons that allow you to insert pictures, charts, and videos.
Slides have different layouts for placeholders, depending on the type of information you want to
include. Whenever you create a new slide, you'll need to choose a slide layout that fits your content.
Whenever you start a new presentation, it will contain one slide with the Title Slide layout. You can
insert as many slides as you need from a variety of layouts.
1. From the Home tab, click the bottom half of the New Slide command.
2. Choose the desired slide layout from the menu that appears.
3. The new slide will appear. Click any placeholder and begin typing to add text. You can also
click an icon to add other types of content, such as a picture or a chart.
To change the layout of an existing slide, click the Layout command, then choose the desired layout.
To quickly add a slide that uses the same layout as the selected slide, click the top half of the New
Slidecommand.
Organizing slides
PowerPoint presentations can contain as many slides as you need. The Slide Navigation pane makes it
easy to organize your slides. From there, you can duplicate, rearrange, and delete slides in your
presentation.
Duplicate slides: If you want to copy and paste a slide quickly, you can duplicate it. To
duplicate slides, select the slide you want to duplicate, right-click the mouse, and
choose Duplicate Slide from the menu that appears. You can also duplicate multiple slides at
once by selecting them first.
Move slides: It's easy to change the order of your slides. Just click, hold, and drag the desired
slide in the Slide Navigation pane to the desired position.
Delete slides: If you want to remove a slide from your presentation, you can delete it. Simply
select the slide you want to delete, then press the Delete or Backspace key on your keyboard.
If you want to create several slides with the same layout, you may find it easier to copy and paste a
slide you've already created instead of starting with an empty slide.
1. Select the slide you want to copy in the Slide Navigation pane, then click the Copy command
on the Hometab.
2. In the Slide Navigation pane, click just below a slide (or between two slides) to choose a paste
location. A horizontal insertion point will appear.
Customizing slides
By default, all slides in PowerPoint 2013 use a 16 by 9—or widescreen—aspect ratio. You might know
that widescreen TVs also use the 16-by-9 aspect ratio. Widescreen slides will work best with widescreen
monitors and projectors. However, if you need your presentation to fit a standard 4-by-3 screen, it's
easy to change the slide size to fit.
To change the slide size, select the Design tab, then click the Slide Size command. Choose the
desired slide size from the menu that appears, or click Custom Slide Size... for more options.
By default, all slides in your presentation use a white background. It's easy to change the background
style for some or all of your slides. Backgrounds can have a solid, gradient, pattern, or picture fill.
1. Select the Design tab, then click the Format Background command.
2. The Format Background pane will appear on the right. Select the desired fill options. In our
example, we'll use a Solid fill with a light gold color.
To apply a theme:
A theme is a predefined combination of colors, fonts, and effects that can quickly change the look and
feel of your entire slide show. Different themes also use different slide layouts, which can change the
arrangement of your existing placeholders. We'll talk more about themes later in our Applying
Themes lesson.
1. Select the Design tab on the Ribbon, then click the More drop-down arrow to see all of the
available themes.
Try applying a few different themes to your presentation. Some themes will work better than others,
depending on your content.
Sometimes you may find that a slide layout doesn't exactly fit your needs. For example, a layout might
have too many—or too few—placeholders. You might also want to change how the placeholders are
arranged on the slide. Fortunately, PowerPoint makes it easy to adjust slide layouts as needed.
Adjusting placeholders
To select a placeholder: Hover the mouse over the edge of the placeholder and click (you may
need to click on the text in the placeholder first to see the border). A selected placeholder will
have a solid line instead of a dotted line.
To move a placeholder: Select the placeholder, then click and drag it to the desired location.
To resize a placeholder: Select the placeholder you want to resize. Sizing handles will
appear. Click and drag the sizing handles until the placeholder is the desired size. You can use
the corner sizing handles to change the placeholder's height and width at the same time.
To delete a placeholder: Select the placeholder you want to delete, then press
the Delete or Backspace key on your keyboard.
Text can be inserted into both placeholders and text boxes. Inserting text boxes allows you to add to
the slide layout. Unlike placeholders, text boxes always stay in the same place, even if you change the
theme.
2. Click, hold, and drag to draw the text box on the slide.
3. The text box will appear. To add text, simply click the text box and begin typing.
If you want even more control over your content, you may prefer to use a blank slide, which contains
no placeholders. Blank slides can be customized by adding your own text boxes, pictures, charts, and
more.
To insert a blank slide, click the bottom half of the New Slide command, then
choose Blank from the menu that appears.
While blank slides offer more flexibility, keep in mind that you won't be able to take advantage of the
predesigned layouts included in each theme.
Once you've arranged your slides, you may want to play your presentation. This is how you will present
your slide show to an audience.
1. Click the Start From Beginning command on the Quick Access toolbar to see your
presentation.
You can also press the F5 key at the top of your keyboard to start a presentation.
To select text:
Before you can move or arrange text, you'll need to select it.
Click next to the text you want to select, drag the mouse over the text, then release your mouse.
The text will be selected.
PowerPoint allows you to copy text that is already on a slide and paste it elsewhere, which can save you
time. If you want to move text, you can cut and paste or drag and drop the text.
1. Select the text you want to copy, then click the Copy command on the Home tab.
2. Place the insertion point where you want the text to appear.
3. Click the Paste command on the Home tab.
1. Select the text you want to move, then click the Cut command.
2. Place the insertion point where you want the text to appear, then click the Paste command.
You can access the cut, copy, and paste commands by using keyboard shortcuts. Press Ctrl+X to
cut, Ctrl+C to copy, and Ctrl+V to paste.
1. Select the text you want to move, then click and drag the text to the desired location.
Formatted text can draw your audience's attention to specific parts of a presentation and emphasize
important information. In PowerPoint, you have several options for adjusting your text,
including size and color. You can also adjust the alignment of the text to change how it is displayed on
the slide.
Click the buttons in the interactive below to learn about the different commands in
the Font andParagraph groups.
When you're working with longer presentations, it can be difficult and time consuming to locate a
specific word or phrase. PowerPoint can automatically search your presentation using the Find feature,
and it allows you to quickly change words or phrases using the Replace feature.
To find text:
In our example, we'll use the Find feature to look for specific dog breeds in our presentation.
2. A dialog box will appear. Enter the text you want to find in the Find what: field, then click Find
Next.
4. Click Find Next to find further instances. If none are found, a dialog box will appear. Click OK.
5. When you are finished, click Close to exit the dialog box.
You can also access the Find command by pressing Ctrl+F on your keyboard.
To replace text:
At times, you may discover that you've repeatedly made a mistake throughout your presentation—such
as misspelling someone's name—or that you need to exchange a particular word or phrase for another.
You can use the Replace feature to make quick revisions. In our example, we'll replace with
word pounds with the abbreviationlbs.
2. A dialog box will appear. Type the text you want to find in the Find what: field.
3. Type the text you want to replace it with in the Replace with: field, then click Find Next.
4. If the text is found, it will be selected. Review the text to make sure you want to replace it.
5. If you want to replace it, select one of the replace options. Replace will replace individual
instances, and Replace All will replace every instance. In our example, we'll use
the Replace option.
7. PowerPoint will move to the next instance of the text in the presentation. When you are
finished replacing text, click Close to exit the dialog box.
You'll need to be careful when using the Replace All option. In the example below, changing the
word Pounds to lbs. would have been incorrect in this context. You can click Find Next to skip to
the next instance without replacing the text.
Theme elements
Every PowerPoint theme—including the default Office theme—has its own theme elements. Those
elements are:
Theme Colors: There are 10 theme colors, along with darker and lighter variations, available
from every Color menu.
Theme Fonts: There are two theme fonts available at the top of the Font menu under Theme
Fonts.
Theme Effects: These affect the preset shape styles. You can find shape styles on
the Format tab whenever you select a shape or SmartArt graphic.
If you're using a theme, you'll probably find that your presentation looks pretty good. All of the colors
will work well together, which means you won't have to spend as much time formatting your
presentation. But there's another great reason to use theme elements: When you switch to a different
theme, all of these elements will update to reflect the new theme. You can drastically change the look
of your presentation in a few clicks.
In our examples above, you can see the effect of applying different themes to the same slide—each
theme uses its own fonts and colors. But you may have also noticed that the font and colors of the logo
in the bottom-right remained unchanged: This is because they're Standard Colors and Fonts rather
than theme elements. Colors and fonts will only update if you're using Theme Fonts or Theme Colors.
As you can see from the two different Title Slides above, themes can also change various slide layouts.
Some themes, like the Wisp theme in the example below, even include additional layouts.
If you use a unique slide layout—such as Quote with Caption or Name Card—and then switch to a
theme that does not include that layout, it may give unexpected results.
Applying themes
All themes included in PowerPoint are located in the Themes group on the Design tab. Themes can be
applied or changed at any time.
To apply a theme:
1. Select the Design tab on the Ribbon, then locate the Themes group. Each image represents a
theme.
2. Click the More drop-down arrow to see all available themes.
4. The theme will be applied to the entire presentation. To apply a different theme, simply select
it from the Design tab.
Once you've applied a theme, you can also select a variant for that theme from the Variants group.
Variants use different theme colors while preserving a theme's overall look. Some variants also
use different textures, as in the example below.
About transitions
There are three categories of unique transitions to choose from, all of which can be found on
the Transitions tab:
Subtle: These are the most basic types of transitions. They use simple animations to move
between slides.
Exciting: These use more complex animations to transition between slides. While they're
more visually interesting than Subtle transitions, adding too many can make your presentation
look less professional. However, when used in moderation they can add an nice touch between
important slides.
Dynamic Content: If you're transitioning between two slides that use similar slide layouts,
dynamic transitions will move only the placeholders, not the slides themselves. When used
correctly, dynamic transitions can help unify your slides and add a further level of polish to your
presentation.
To apply a transition:
1. Select the desired slide from the Slide Navigation pane. This is the slide that will
appear after the transition.
2. Click the Transitions tab, then locate the Transition to This Slide group. By default, None is
applied to each slide.
3. Click the More drop-down arrow to display all transitions.
4. Click a transition to apply it to the selected slide. This will automatically preview the
transition.
You can use the Apply To All command in the Timing group to apply the same transition to all
slides in your presentation. Keep in mind that this will modify any other transitions you've applied.
Try applying a few different types of transitions to various slides in your presentation. You may find that
some transitions work better than others, depending on the content of your slides.
To preview a transition:
You can preview the transition for a selected slide at any time using either of these two methods:
Modifying transitions
You can quickly customize the look of a transition by changing its direction.
3. The transition will be modified, and a preview of the transition will appear.
To add sound:
Sounds are best used in moderation. Applying a sound between every slide could become
overwhelming or even annoying to an audience when presenting your slide show.
To remove a transition:
To remove transitions from all slides, apply the None transition to a slide, then click the Apply to
Allcommand.
Advancing slides
Normally, in Slide Show view you would advance to the next slide by clicking your mouse or by pressing
the spacebar or arrow keys on your keyboard. The Advance Slides settings in the Timing group allows
the presentation to advance on its own and display each slide for a specific amount of time. This feature
is especially useful for unattended presentations, such as those at a trade show booth.
4. Select another slide and repeat the process until all the slides have the desired timing. You can
also click the Apply to All command to apply the same timing to all slides.
If you need to advance to the next slide before an automatic transition, you can always click the
mouse or press the spacebar to advance the slides as normal.
PowerPoint includes several different slide views, which are all useful for various tasks. The slide view
commandsare located in the bottom-right of the PowerPoint window. There are four main slide views:
Normal view: This is the default view, where you create and edit slides. You can also move
slides in the slide navigation pane on the left.
Slide sorter: In this view, you'll see a thumbnail version of each slide. You can drag and drop
slides to reorder them quickly.
Reading view: This view fills the PowerPoint window with a preview of your presentation. It
includes easily accessible navigation buttons at the bottom-right.
Play slide show: This is the view you'll use to present to an audience. This command will
begin the presentation from the current slide. You can also press F5 on your keyboard to start
from the beginning. A menu will appear when you hover the mouse in the bottom-left corner.
These commands allow you to navigate through the slides and access other features, such as
the pen and highlighter.
Outline view
Outline view shows your slide text in outline form. This allows you to quickly edit your slide text and
view the content of multiple slides at once. You could use this layout to review the organization of your
slide show and prepare to deliver your presentation.
To view an outline:
2. An outline of your slide text will appear in the slide navigation pane.
3. You can type directly in the outline to make changes to your slide text.
Slide notes
You can add notes to your slides from the Notes pane. Often called speaker notes, they can help you
deliver or prepare for your presentation.
To add notes:
1. Click the Notes command at the bottom of the screen to open the Notes pane.
You can also access Notes Page view to edit and review your notes. Just click the Notes
Page command from the View tab. From there, you can type notes in the text box below each slide.
Slide sections
If you have a lot of slides, you can organize them into sections to make your presentation easier to
navigate. Sections can be collapsed or expanded in the slide navigation pane and named for easy
reference.
In our example, we will add two sections: one for dogs that are available for adoption, and another for
cats and other pets.
2. From the Home tab, click the Section command, then choose Add Section from the drop-
down menu.
4. To rename the section, click the Section command, then choose Rename Section from the
drop-down menu.
5. Type the new section name in the dialog box, then click Rename.
To remove a section, click the Section command, then click Remove Section. You can also
click RemoveAll Sections to remove all sections from your slides.
Before you present your slide show, you'll need to think about the type of equipment that will be
available for your presentation. Many presenters use projectors during presentations, so you might
want to consider using one as well. This allows you to control and preview slides on one monitor while
presenting them to an audience on another screen.
Click the Start From Beginning command on the Quick Access toolbar, or press the F5 key at
the top of your keyboard. The presentation will appear in full-screen mode.
You can also click the Play Slide Show command at the bottom of the PowerPoint window to begin
a presentation from the current slide.
Click the Slide Show tab on the Ribbon to access even more options. From here, you can start the
presentation from the current slide and access advanced presentation options.
You can advance to the next slide by clicking your mouse or pressing the spacebar on your
keyboard. Alternatively, you can use or arrow keys on your keyboard to move forward or
backward through the presentation.
You can also hover your mouse over the bottom-left and click the arrows to move forward or
backward.
You can exit presentation mode by clicking the Esc key on your keyboard. Alternatively, you
can click the Slide Show Options button in the bottom-left and select End Show.
The presentation will also end after the last slide. You can click the mouse or press the spacebar to
return to Normal view.
PowerPoint provides convenient tools you can use while presenting your slide show. For example, you
can change your mouse pointer to a pen or highlighter to draw attention to items in your slides. In
addition, you can jump around to slides in your presentation or access other programs from
your taskbar if needed.
Your mouse pointer can act as pen or highlighter to draw attention to items in your slides.
1. Locate and select the Pen Tools button in the bottom-left corner.
3. Click and drag the mouse to mark your slides. You can also press Ctrl+P on your keyboard to
access the pen tool while presenting your slide show.
You can also use the laser pointer feature to draw attention to certain parts of your slide. Unlike the
pen and highlighter, the laser pointer will not leave markings on your slides. To use the laser
pointer, select it from the Pen Tools, or press and hold the Ctrl key and the left mouse button.
1. Locate and select the Pen Tools button in the bottom-left corner.
2. Select Eraser to erase individual ink markings, or select Erase All Ink on Slide to erase all
markings.
When you end a slide show, you'll also have the option to Keep or Discard any ink annotations
made during your presentation. If you keep ink markings, they'll appear as objects on your slides in
Normal view.
1. Locate and select the See All Slides button in the bottom-left corner.
2. Thumbnail versions of each slide will appear. Select the slide you want to jump to.
Sometimes you may need to access the Internet or other files and programs on your computer during
your presentation. PowerPoint allows you to access your taskbar without ending the presentation.
1. Locate and select the Slide Options button in the bottom-left corner.
3. Your taskbar will appear. Choose a program you want to open, such as a web browser. Click
the PowerPoint icon to return to the presentation.
Slide options
You can also access any of the menu items above by right-clicking anywhere on the screen during your
slide show.
Presenter view
If you're presenting your slide show with a second display—like a projector—you can use Presenter
view. Presenter view gives you access to a special set of controls on your screen that the audience won't
see, allowing you to easily reference slide notes, preview the upcoming slide, and much more.
Start your slide show as you normally would, then click the Slide Options button and
select Presenter View. Alternatively, you can press Alt+F5 on your keyboard to start the slide
show in Presenter view.
Click the buttons in the interactive below to learn more about using Presenter view.
PowerPoint has various options for setting up and playing a slide show. For example, you can set up an
unattended presentation that can be displayed at a kiosk and make your slide show repeat with
continuous looping.
1. Select the Slide Show tab, then click the Set Up Slide Show command.
2. The Set Up Show dialog box will appear. From here, you can select the desired options for your
presentation.
Click the buttons in the interactive below to learn about various options for setting up and playing a
slide show.
To advance slides automatically, you'll need to customize the slide timing on the Transitions tab.
Review our lesson on Applying Transitions to learn how.
UNIT IV & V
Accounting package Tally is a wonderful boon to all accounts personnel and the business firms. It is very user
friendly package. It is available in 7.2 version, 9.0 version and ERP.9 version. Tally ERP.9 version is the latest
version and is used maximum.
If using tally program, first time, first of all, we have to create a company in tally program. To create the
company in tally, we have to follow the following procedures:-
1. Please make sure that tally program is original one and is installed by authorized person by tally
people.
2. When it is installed then double click on Tally ERP.9 icon.
3. Now, you shall see the screen as follows:-
FINANCIAL YEAR FROM Suppose, we want to maintain the accounts for the
financial year 2011-12 then we shall write
“01.04.2011”
DISALLOWING OPENING IN EDUCATIONAL MODE You should write “Yes” because you want to
maintain the accounts not for study purpose. But,
we have selected “No” because we are just
learning.
TALLY VAULT PASSWORD, (IF ANY) Leave it blank. If you give any password under
tally vault, you can not see your company in list of
companies whenever you open the tally. It is
advisable not to give any password under this
column.
USE SECURITY CONTROL In this column say “Yes”. Because you must have
some password for your company so that the
person who knows the password, he only can open
the company.
NAME OF ADMINISTRATOR Write any thing but remember, if you have written
any thing in capital letters, then at the time of
opening company you have to write you
administration name in capital letter only
otherwise you would not be able to open the tally.
Here we are writing XYZ as administrator’s name
in capital letters.
USE TALLY AUDIT FEATURES Write “No”. Basically this feature is required by
auditors or senior persons. So for the time being
for learners, it is advisable to select ‘No” against
this column.
After filling all the columns your screen will appear as below:
Finally it asks, Yes or No. If you select “Yes,” then the company shall be created as per the details given by you.
It is advisable that before selection of “Yes”, once again, you must go through all the details given by you in the
form. Suppose, instantly, you want to change any thing, and then select “No”. You can change any thing now.
Finally, you have to select “Yes”.
ALTERATION OF COMPANY IN TALLY.ERP 9. Suppose, you have created a company in tally ERP 9 and you
committed some mistake or you want to alter the structure of the company then it can be done very easily. But
do very carefully because creation or alteration of company in tally is the framework of all accounting
transactions or reports. So, be very careful while making any change in company.
Illustration:
Now, he finds that he has given the code number as 110024 instead of 110030 while creating the company.
How will he change the pin code number?
Solution:
After creation the company, the accountant found that he has not entered the pin code number correctly. So, he
wants to change the same. He has to follow the following procedures while doing any alteration in above
company:-
DELETION OF COMPANY IN TALLY.ERP 9:- It is very dangerous to use this command because at on shot
whole date can be deleted under the company which you want to delete. So, be very careful while deletion of a
company.
Suppose, you have created a company in tally ERP 9 and you want to delete the same that can be done
according to the following example.
Illustration:
An accountant of a company created a company as XYZ Limited as shown in following picture. After creation
the company, he wanted to delete that company. What is the procedure to delete a company in tally?
Solution:
To delete a company in tally the accountant has to follow the following procedures:-
1. Open the tally program.
2. Select ‘Select Company’
3. Select ‘XYZ LIMITED’
4. Now, you have reached to ‘Gateway of Tally’
5. Now Select ‘F3 Cmp Info’
6. Select ‘Alter’
7. Select ‘XYZ Limited’
8. Now Screen of Company Alteration shall appear.
9. Press ‘Alt key + D’
Illustration:- Create the following account heads under tally.erp9 in the books of M/s XYZ Limited:-
To create the account heads in tally, you have to follow the following procedure:-
Now, select the company in which you want to work. We shall select M/s XYZ Limited.
After you select the ledgers, there are two options for creating the ledgers as shown in following image:-
Now, have the screen before giving to options (1) Single Ledger (2) Multiple Ledgers. You can create accounts
heads as you wish. Both methods are simple. But it depends how many account heads you have to create. If the
number of account heads is very small then Single Ledger can be selected and if there are so many ledger
accounts heads then you can select ‘Multiple Ledgers’. For me it does not make any difference. I would
definitely suggest creating account heads under select ‘Single Ledger’ because it is very easy and data are saved
very quickly.
Suppose, you want to create account heads by using single ledger option then select single ledger. Again it has
three options:-
Create
Display
Alter
Under Create option, you can create new account heads.
Under Display option you can see the account heads which are created by you or already exist.
Under Alter option, you can make any alteration in the account heads.
Here, we shall select create option. When we select the create then a screen appear. We have to fill up the
information according to the format available for creation of account heads.
Now, we take the above example. We have to create the account head “Morning Place” under “Sundry Creditor
Group”.
Note: While giving the name, you must avoid Mr./Mrs./Miss/Ms./M/s etc. because at the time of entries, the
account heads will appear with first alphabet ‘M’. So, it shall be very difficult to trace out the account head very
easily.
Alias: means any other name of same account head. For example, you are creating the account head of State
Bank of India. Under ‘Name’ you can write State Bank of India and under ‘Alias’ you can write ‘SBI’. You can see
any detail relating to State Bank of India by using SBI also.
Under: You have to give the name of group. here we shall write ‘Sundry Creditors’. When you select under, the
list of groups appears on the screen and you have to select the required group by using arrow keys or you just
write first alphabet of group, all the groups relating to that alphabet shall appear on the screen. You can select
the required group easily.
Fill up all other details that is self explanatory. Even if you do not fill the remaining details just press ‘Enter’
key. After you fill up all the details, it will look like as under:
After you fill up complete details, tally asks you ‘Yes’ or ‘No’. If you find that all information is correct then
select ‘Yes’ or Press ‘Enter’ and if you find any mistake in details given in the form then select ‘No’ or type “N”. If
you type ‘N’, you will reach in starting of form and again you can fill up the correct information.
Note: The data will be saved only after you select ‘Y’.
Same way other account heads can be created using single ledger option.
When you want to create so many account heads under one group or different groups altogether then you can
use this option. According to above example, you can create the account heads as under:-
Under Group: Select any group under whose the account heads are to be created. For example you want to
create so many account heads under ‘Sundry Creditor’ Group then select ‘Sundry Creditor’. Remember that if
you select a particular group then the ledger accounts shall be created under that particular group only. If you
select “All Items: then you can create account heads under any group in single form.
According to above example, we shall select “All Items” and fill up the details that is self explanatory. You just
write the name of account and select the required group. After you fill up the details given in above example,
you will find your screen as under:-
After all the information is filled up, tally will ask you ‘Yes’ or ‘No’. If all information is correct then type ‘Y’ or
press “Enter” otherwise type ‘N’. If type “N” then correct the information given by you then at last type ‘Y’
other wise your data will not be saved.
Solution:
After we create the account heads in tally, we must check all the account heads in respect of their spellings,
groups allotted to them, opening balances and other information etc. We shall check the account heads as
follow:-
Select ‘Ledgers’
Checking
of Account Heads under Single Ledger Option
If you want to check the account heads individually then selects ‘Display’ under ‘Single Ledger’.
Now you select any account head and press ‘Enter’, full screen will appear. For example, you select ‘Morning
Place’ then select the same and press ‘Enter’. The screen will be seen as under:-
Now, you can check all the details relating to Morning Place and make sure that every detail is correct.
Similarly, you can check other account heads also one by one.
Note: You can not make any changes of details through ‘Display’
If you want to check all the account heads through single form then select ‘Display’ under ‘Multiple Ledgers’
Suppose, you want to check the account heads under a particular group then select that particular group only.
According to above example, you want to check all account heads under sundry creditors then select ‘Sundry
Creditors’. All the account heads under ‘Sundry Creditors’ will be seen as under:-
Now, you can see all the parties under sundry creditors at one place.
Suppose, you want to see all account heads under all the groups in single form then select ‘All Items’ under
‘Display’ of ‘Multiple Ledgers’. Now the screen will appear as under:-
Creation of Groups in TALLY.ERP9:- Basically, the group is the alternative name of schedules. Schedules are
the support details of final accounts. For example there are 100 customers in an organization. If you prepare
the balance sheet of that business firm then the individual balances of all 100 customers will be shown in
balance sheet. Now, imagine how it will look. It will very lengthy and will be very difficult to understand.
To solve this problem, tally has given you a group namely ‘Sundry Debtors’. It means, whenever, you shall
create new account of any customer, it will ask the name of group and you will put that account under ‘Sundry
Debtors’. Now, when you look your balance sheet, you will find a heading of ‘Sundry Debtors’ which will give
the net balance of all the customers under single figure. We can easily understand with that heading the
company has to receive this much amount from the customers.
Suppose, you want to know the detail of every individual customer then press ‘Enter’ on ‘Sundry Debtors’, the
list will appear. Similarly, tally has created so many groups keeping in view the requirement of business
organizations. Mostly, groups are self explanatory.
It is advisable to study the groups available in tally program thoroughly. Then you can understand very easily
the importance of groups.
Now, question arises, suppose, you want to create some more group which are not available with tally
program, that can be created very easily. But remember, any new group can be created only under the group
given by tally.
Illustration:
Solution:
In above illustration it is felt that the business firm wants to keep the track on customers according to area or
region wise. The above groups can be created as follows:-
Solution:
Select ‘Groups’.
Now, we have two options (1) Single Group and (2) Multiple Groups.
For alteration group, select ‘Single Group’ only.
Do not try to alter any group which is created in tally program. You can alter the groups created by you.
Though, few of the standard groups of tally can be altered but it should be done by very senior or experienced
person.
Select ‘Alter’. All the groups shall appear on the screen.
Select the group which is to be altered. In our case we have to select ‘Sundry Debtors – East’ out of the
list of groups given.
After we select ‘Sundry Debtor – East’ the following screen shall appear:-
Finally,
if you see that every detail is all right then press ‘Y’ or ‘Enter’ key otherwise write ‘N’. If you write ‘Y’ or press
‘Enter’ key then the changes in group shall be updated or saved if you write ‘N’ then you shall reach in starting
of process of alteration of group.
Illustration:- How will you enter the following payment vouchers in tally program in the books of M/s XYZ
Limited:-
(In Rupees)
12.04.11 Cheque No. 121112 of Syndicate Bank issued toM/s Morning Place 8000
Solution:
Date: 12.04.2011
Just read all the items written on screen with a concentration. Answers of your all questions relating to
voucher entry is available here.
Presently, you want to enter a payment voucher. See in right side. There are lots of options available.
One of those options is ‘F5 – Payment’.
Select this icon with the help of mouse or press ‘F5 key’.
Now, select date icon or press’F2’ key.
A box will show ‘Voucher Date’
Write the date of voucher here i.e. 12.04.2011 then press ‘Enter’ key.
Now a blank form will appear. You have to fill up the details as required in that form.
First, in Dr. Particular Column write Morning Place. The moment you type ‘ M’ a list of account heads
started with alphabet ‘M’ shall appear. You have select ‘Morning Place’ out of that list.
In debit amount column write 8000 then press ‘Enter, key.
In Cr. Column press ‘Enter’ key.
In Particulars press ‘S’ and select ‘Syndicate Bank’ out of the list given in right side.
In Credit amount write 8000 and press ‘Enter’ key.
In narration column write any narration which you think fit then press ‘Enter key’
Now the screen will be as under
Finally, Tally asks you ‘Yes’ or ‘No’. Here, you just stop for a while and check that every detail is correct.
If there is any mistake then press ’N’ key otherwise press ‘Y’ or press ‘Enter’ key.
After you press ‘Y’, and all details vanish from the screen and a new voucher appears then you can say
that your voucher is entered and saved and can enter another voucher.
Now, we shall enter above Receipt Vouchers in tally as under:
Just read all the items written on screen with a concentration. Answers of your all questions relating to voucher
entry is available here.
Presently, you want to enter a receipt voucher. See in right side. There are lots of options available. One
of those options is ‘F6 – Receipt’.
Select this icon with the help of mouse or press ‘F6 key’.
Now, select date icon or press’F2’ key.
A box will show ‘Voucher Date’
Write the date of voucher here i.e. 31.03.2012 then press ‘Enter’ key.
Now a blank form will appear. You have to fill up the details as required in that form.
First, in Cr. Particular Column write Gift House. The moment you type ‘G’ a list of account heads started
with alphabet ‘G’ shall appear. You have select ‘Gift House’ out of that list.
In credit amount column write 20000 then press ‘Enter, key.
In Dr. Column press ‘Enter’ key.
In Particulars press ‘S’ and select ‘Syndicate Bank’ out of the list given in right side.
In Debit amount write 20000 and press ‘Enter’ key.
In narration column write any narration which you think fit then press ‘Enter key’
Now the screen will be as under
Finally, Tally asks you ‘Yes’ or ‘No’. Here, you just stop for a while and check that every detail is correct.
If there is any mistake then press ’N’ key otherwise press ‘Y’ or press ‘Enter’ key.
After you press ‘Y’, and all details vanish from the screen and a new voucher appears then you can say
that your voucher is entered and saved. After it you can enter another voucher in same way.
alteration screen
To view the report in automatic At all the reports where columns can be
ALT + N columns added
At Groups/Ledgers/Cost Centres/
Budgets/Scenarios/Voucher Types/
Currencies (Accounts Info) creation
CTRL + B To select the Budget and alteration screen
At Groups/Ledgers/Cost Centres/
Budgets/Scenarios/Voucher Types/
Currencies (Accounts Info) creation
CTRL + C To select the Cost Centre and alteration screen
At Groups/Ledgers/Cost Centres/
Budgets/Scenarios/Voucher Types/
Currencies (Accounts Info) creation
CTRL+ E To select the Currencies and alteration screen
At Groups/Ledgers/Cost Centres/
Budgets/Scenarios/Voucher Types/
CTRL + G To select the Group Currencies (Accounts Info) creation
At Groups/Ledgers/Cost Centres/
Budgets/Scenarios/Voucher Types/
Currencies (Accounts Info) creation
CTRL + L To select the Ledger and alteration screen
CTRL + Alt + R Rewrite data for a Company From Gateway of Tally screen
Allows you to alter Stock Item At Stock Voucher Report and Godown
CTRL + S master Voucher Report
At Groups/Ledgers/Cost Centres/
Budgets/Scenarios/Voucher Types/
Currencies (Accounts Info) creation
CTRL + V To select the Voucher Types and alteration screen
SHIFT + Scroll wheel To scroll horizontally – left to At all print preview screens that appear
(Mouse Wheel) right or right to left after pressing Alt+Z
To create/alter/shut a Company
ESC To remove what you typed into a field At almost all screens in TALLY.ERP 9
In a group/stock group/cost
category/godowns /stock category – displays
sub-groups and ledgers/stock items/cost
centres/secondary godowns/secondary stock
categories
At all reports