Noor College Of Professional Education

Course Name: Office Automation

(Assignment Work Book)

Muhammad Ehsan
Roll no: 08 Batch: April-11

Noor College Of Professional Education

INDEX
(Assignment)
S.No 1. 2. 3. Assignment Name Introduction to IT Introduction to Windows Introduction to MS Office MS Word MS Excel MS Power Point MS Access Introduction to Internet Introduction to VB Excel Quick Reference 2007 Word Tips Extra Assignments Page no # 3 to 9 9 to 12 12 to 21 12 to 14 14 to 19 20 to 20 20 to 21 21 to 22 22 to 26 27 to 28 29 to 33 --- to --Signature

4. 5. 6. 7. 8.

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Introduction to Information Technology (IT):

Information Technology is the combination of Computer Technology and Communication Technology. Computer is an electronic data processing machine which gets input, processes it and then gives output. Input Data 2+2 Process Process Process Output Information 4

History of Computer:
1. Dark Ages 3000 B.C 1890

Abacus

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Noor College Of Professional Education 2. Middle Ages 1890 1944

Calculator

3. Modern Ages

1944

to-date

Computer

Classification of Computer:
Generations of Computer Types of Computer Sizes of Computer Functions of Computer

Generations of Computer:
o 1st Generation 1944 - 1959

[Vacuum Tubes]

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o 2nd Generation 1959 - 1965 [Transistors]

o 3rd Generation 1965 - 1970

[ICs (Integrated Circuits)] o 4th Generation 1970 - to-date

[Microprocessors]

o 1st Electronic Computer introduced in 1946:

ENIAC ??? Electrical Numerical Integrated and Calculator

o 1st Automatic Computer introduced in 1948: EDSAC ??? Electronic Delay Storage Automatic Computer

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Noor College Of Professional Education Types of Computer:

Digital Computer Based on binary numbers 0 & 1. Analog Computer Based on continuous physical quantity. Hybrid Computer Combination of both.

Sizes of Computer:
Micro Computer Mini Computer Mainframe Computer Super Computer Micro Controllers 1st Microprocessor was 4004 Introduced in 1971 by Intel Personal Computer: 1st PC introduced in 1973 by Radio Shack. 1st IBMs PC introduced in 12th August, 1981. Models of PCs: Data: Any fact, any figure, any picture, any sound, any drawing is called a data. Alphabetic Numeric Alpha Numeric Special Characters Pictures Drawing Sound Movie Original PC PC-XT (Extended Technology) PC-AT 286 (Advanced Technology) PC-AT 386 SX PC-AT 386 DX PC-AT 486 SX PC-AT 486 DX PC-AT 486 DX2 PC-AT 486 DX4 PENTIUM PENTIUM - II PENTIUM III PENTIUM - IV

Input Devices:
Keyboard Mouse Joystick Scanner Mic Light Pen Touch Screen Fax Machine

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Noor College Of Professional Education Output Devices:

Monitor Printer Plotter Speakers Fax Machine Camera

Computer
Input Devices Output Devices Control Unit Memory Unit/ALU

Human Being
Eye, Ear Voice Central Nervous System Brain Memory

Measuring Units of Data:

BIT 1 BIT 1 BYTE 1 KILO BYTE 1 MEGA BYTE 1 GIGA BYTE 1 TERRA BYTE = = = = = = = Binary Digit 0 or 1 8 Bits 1024 Bytes 1024 KB 1024 MB 1024 GB

Storage Devices:
Hard Disk Floppy Disk Tape Backup CD DVD

Memory:
Main Memory Main Memory: Also called Primary Memory RAM Random Access Memory Temporary Volatile Power off data lost Read and write Mass Memory

ROM Read Only Memory Permanent Non-Volatile

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Mass Memory: Secondary Memory Hard Disk Floppy Disk CD Backup Memory Tape Backup

Hardware and Software:

Physical Devices or Components are called Hardware. Software consists of the instructions that tell the Computer how to perform a task.

Software: Software consists of the step-by-step instruction that tell the computer how to perform a task. Software is of two types, 1. System software 2. Application software
Types of Application Software: Entertainment software Education and reference software Basic productivity software Business and specialized software
Applications software

Entertainment software Pac-Man Pinball

Education & Reference software Encyclopedia Library search

Basic productivity software Word processing Spreadsheet Database Communication s

Business & Specialized software Desktop publishing Hypertext

System Software: System software enables the application software to interact with the computer and helps the computer manage its internal and external resources. There are three types of system software 1. Operating system 2. Utility programs 3. Language translators

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Operating System: The operating system (OS) consists of the master system of programs that manage the basic operations of the computer. Utility Programs: Utility programs are generally used to support, improve, or expand existing programs in a computer system. Language Translator: A language translator is software that translates a program written in a computer language into the machine language. Operating System: There are two types of operating system Single user (Windows 98, DOS) Multi user (Windows 2000, Unix)

Introduction to MS Windows:
MS Windows is a colorful, pictorial and graphical environment. It is operating system software. We can operate more than one program at a time in Windows. It also controls our hardware devices.

GUI = Graphical User Interface:

Desktop Taskbar Icons

Icon:
Graphical or pictorial representation which shows any file, program, folder, drive or command.

Folders (for keeping purpose) Shortcuts (switches or links)

Paint:
StartProgramsAccessoriesPaint Or StartRunMSPAINT ImageClear Image EditUndo (Ctrl + Z, to cancel last command) EditRepeat (Ctrl + Y, to repeat last command) FileSave (Ctrl + S) FileNew (Ctrl + N) FileOpen (Ctrl + O)

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ViewText Toolbar B = Bold I = Italic U = Underline Wingdings (a symbolic font) ViewZoomShow Grid EditCut / Copy EditPaste

Word Pad:
StartProgramsAccessoriesWordPad Or StartRunWordPad Align Left Center Bullets (to show information in points)
Ctrl + Home Ctrl + End Ctrl + B Ctrl + I

Align Right EditSelect All (Ctrl + A)

(starting point) (ending point) (Bold) (Italic)

Ctrl + U Alt + F4

(Underline) (Exit)

EditFind (Ctrl + F): 1. Match whole word only 2. Match case EditReplace (Ctrl + H) Date / Time FilePrint Preview FilePrint

Display Settings:
StartSettingsControl PanelDisplay Or Right click on DesktopProperties Position: 1. Center 2. Tile 3. Stretch C:\Windows FileSet as Background Screen Saver: 1. 3D Text 2. Marquee

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My Pictures Slide ShowSettingsBrowse C:\Windows\Web\Wallpaper Appearance (to change colors of Windows environment) DesktopCustomize Desktop Web NewBrowse DesktopCustomize DesktopGeneral (Effects): Change Icon Restore Default Get Data Back Settings (to change pixel settings and colors of screen) StartDocuments (shows shortcuts of recently used files)

Add a printer:
StartSettingsPrinters and FaxesAdd a printerFollow Options. StartSettingsTaskbar & Start Menu Alt + Tab (Switch b/w loaded programs) StartSearchFor Files or Folders Naeem.bmp A*.rtf *m.xls A*m.doc Ali*.ppt (Paint) (WordPad) (Excel) (Word) (Power Point) *.mdb 3d*.scr ?m*.txt Ali*.* (accdb) (Access) (Screen Saver) (Text files) (All programs)

(xlsx) (docx) (pptx)

StartHelp and Support

StartRun:
Run: to load any program, file, web site directly or to install new software. MS Excel MS Word MS Power Point MS Access = excel = winword = powerpnt = msaccess Paint WordPad DOS Calculator = mspaint, pbrush = wordpad, write = command, cmd = calc

StartRunBrowseCD driveDesired programs folder

Setup, install me, extract, zip files Read me (serial number).

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Noor College Of Professional Education Introduction to MS Office:

Some of its commonly used packages are:

MS Word:
MS Word is a part of word processor, used for documentation. In this program we create faxes, memos, applications, resumes, and business letters. We can also design web pages in MS Word. There are 5 different views in MS Word. 1. 2. 3. 4. 5. Print Layout Draft (Normal) Web Layout Outline Full Screen Reading (Book Reading)

Increase Font Size = Ctrl + ] Decrease Font Size = Ctrl + [ Page LayoutHyphenationAutomatic ReviewThesaurus (Shift + F7) ReviewSpellings and Grammar (F7) Office ButtonWord OptionsProofing AutoCorrect OptionsAdd HomeFontFont HomeFontCharacter Spacing

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Indents: (for paragraph setup) 1. 2. 3. 4. First Line Indent Hanging Indent Left Indent Right Indent InsertDrop Cap Page LayoutColumns Apply to: - This point forward Working area = 6.5 x 9 inches

Home / Page LayoutParagraph Line Spacing Spacing (for paragraphs) HomeBorders and Shading Page BorderArt

Page LayoutInsert Page & Section BreaksColumn (Ctrl + Shift + Enter) Page Layout Insert Page & Section BreaksPage (Ctrl + Enter) HomeFindGo To (Ctrl + G, F5) HomeChange Case (Shift + F3) HomeParagraphTabsLeader HomeBullets InsertSymbolShortcut Key Picture Tools / Page LayoutText Wrapping Page LayoutWatermarkCustom Watermark Page LayoutPage Color InsertInsert Table Table: ToolsLayoutMerge Cells Table ToolsLayoutSplit Cells Table ToolsLayoutSplit Table Table ToolsLayoutText Direction InsertTableDraw Table InsertTableExcel Spreadsheet Mail Merge: combination of two files, 1. Main Document (letters) 2. Data Source File (records) MailingsStart Mail MergeLetters MailingsSelect RecipientsType New List / Use Existing List HomeNumbering HomeMultilevel List Increase Indent (Tab) Decrease Indent (Shift + Tab) InsertEquation Picture Tools / Page LayoutRecolor

Table ToolsLayoutDataFormula InsertTableConvert Text to Table Table ToolsLayout DataConvert Table to Text InsertObject

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Customize Columns (to add or delete any field) 1. Insert Merge Field 2. Preview Results (View Merged Data) Finish & Merge: 1. Edit Individual Documents 2. Print Documents 3. Send E-mail Messages Edit Recipient List (to add or remove new records or fields) 1. Filter 2. Sort Office ButtonNewInstalled Templates

MS Excel:
MS Excel is an electronic spreadsheet program, which consists of rows and columns. In this program we create salary sheets, result sheets, invoices, ledgers and any type of a calculating work. Cell: intersection of a row and column is called a cell. Columns = Rows (lines) = Cells = 16,384 (A XFD) 10, 48,576 17,17,98,69,184

Office ButtonExcel OptionsFormulasR1C1 Reference Style Zoom = 10 400 (standard = 100%) 32,767 (characters in a cell) Auto Sum (Alt + =) Ctrl + Shift + Right Arrow Ctrl + Shift + Down Arrow Merge and Center View / Page LayoutGridlines

Ctrl + Shift + End

Before to create any formula in Excel we must use, = or @ Plus Minus Multiply =+ ==* Divide Power =/ =^

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1. =G5/300*100 (Enter) 2. =G5/300 (Enter) then click on % Style Increase Decimal Decrease Decimal HomeInsertInsert Sheet (Shift + F11) Sheet135!A1 To rename any sheet we use, double click or right click on sheets name. IF Function: =IF(H5>=80%,"A-1", IF(H5>=70%,"A", IF(H5>=60%,"B", IF(H5>=50%,"C","Fail")))) =IF(i5="A-1","Excellent", IF(i5="A","V-Good", IF(i5="B","Good", IF(i5="C","Fair","Work Hard")))) One IF has 64 nested IFs. HomeInsert 1. Insert Sheet Rows (upward) 2. Insert Sheet Columns (leftward) HomeDelete (to delete entire row, column or cell) 1. Delete Cells 2. Delete Sheet Rows HomeFind & SelectGo To (Ctrl + G, F5)

3.

Insert Cells

3. Delete Sheet Columns 4. Delete Sheet

To edit any cell or formula we use F2, double click or click in Formula bar. HomeFormat Painter (to copy format only) HomeClear 1. Clear All 2. Clear Formats ReviewNew Comment (indicating note) ReviewShow All Comments (to show comments) 3. Clear Contents 4. Clear Comments

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Noor College Of Professional Education

Column width = 8.43 (255) (Based on characters) Row height = 15.00 (409) (Based on points) HomeFormatRow 1. Row Height HomeFormatColumn 1. Column Width HomeFormatHide & Unhide 1. Hide / Unhide Columns 2. Hide / Unhide Rows HomeFormat 1. Rename Sheet 2. Move or Copy Sheet HomeFormat as Table HomeCell Styles Count IF: =COUNTIF(D5:AH5,"P") =IF(B2>0,"Profit", IF(B2<0,"Loss","No Profit No Loss")) Page LayoutPage Setup Office ButtonPrintPrint PreviewPage Setup Preview: (Ctrl + F2) 1. Next Page PreviewPage SetupPage 1. Portrait 2. / Landscape Paper size: Letter (8.5 x 11 inches) DPI = Dots per inch PreviewPage SetupMargins Center on page PreviewPage SetupHeader / Footer 1. Row and column headings 2. Gridlines ViewPage Break Preview ViewNormal 3. Tab Color HomeConditional Formatting 3. Hide / Unhide Sheet 2. AutoFit Row Height 2. AutoFit Column Width

2. Show Margins

3. Adjust to 100% (Zoom)

Print quality: 1800 dpi Custom Header Custom Footer PreviewPage SetupSheet 3. Black and white 4. Draft quality

ViewPage Layout

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HomeFillSeries Smart Tag (shows related options) Page LayoutPage SetupSheet 1. Rows to repeat at top 2. Columns to repeat at left Page LayoutPrint Area 1. Set Print Area 2. Clear Print Area Office ButtonPrint 1. Quick Print Print ScreenPastePicture ToolsCrop Average: =AVERAGE(C2:C7) Sum, Count, Max, Min, Product HomeFormat CellsNumber StartSettingsControl Panel Regional OptionsCustomize Home Format CellsAlignment Wrap text (Alt + Enter) Shrink to fit Merge cells Font size= 1 1638 HomeFormat CellsFont 1. Strikethrough 2. Superscript HomeFormat CellsBorder HomeFormat CellsFill 3. Subscript 4. Double Underline HomeFormat CellsProtection HomeFormatProtect Sheet (Cells locked) Magic Folder 3. Add Print Area

3. Comments 4. Print Area

2. Print

Office ButtonSave / Save AsToolsGeneral Options (2007) Save As = F12 Iprotect Graph: visual or graphical representation of values or numeric data. InsertChartColumn Chart Chart ToolsDesignQuick Layout Chart ToolsDesignSwitch Row/Column Chart ToolsDesignSelect Data

Chart ToolsLayout / Format Format Selection Pie Chart: is used for one series only and to show percentage. Chart ToolsDesignMove Chart Line Chart: is used to show ups and downs of our values.

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Noor College Of Professional Education

Salary Sheet: 1. 2. 3. 4. 5. Code No. Name Designation Basic Salary Per Day 6. Days 7. Month Salary 8. Over time hours 9. Over time amount 10. Medical Allowance 11. House Allowance 12. Gross Salary 13. Tax 14. Net Salary

Per Day = Basic / 30 =E5 / 30 M. Sal. = Per Day * Days =F5*G5 O. T. Amount = ((Basic * 1%)*OTH) = ((E5*1%)*i5) = (((Basic /240)*1.5)*OTH) = (((E5/240)*1.5)*i5) M. Alwn. = Basic Sal. * 20% =E5*20% H. Alwn. =IF (E5>=50000, E5*20%, IF (E5>=30000, E5*15%, IF (E5>=20000, E5*10%, E5*5%))) G. Sal. = M.Sal+OTA+MA+HA =H5+J5+K5+L5 Tax: =IF (M5>=60000, M5*10%, IF (M5>=40000, M5*5%, 0)) Sort Ascending Sort Descending HomeSort & FilterCustom Sort Or DataSort HomeSort & FilterFilterCustom Filter DataValidation Data Validation-Error Alert ViewFreeze Panes ViewSplit Circled Invalid Data Clear Validation Circles Or DataFilter Custom Filter DataSubtotal

N. Sal. = Gross Tax =M5-N5

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Noor College Of Professional Education

By using Shift key we select different objects in Excel. HomeFind & SelectSelect Objects HomeFind & SelectSelection Pane InsertWordArt Drawing ToolsFormatText EffectsTransform InsertPicture 1. From File 2. Clip ArtOrganize ClipsOffice Collections Clip Art = .wmf Picture / Drawing ToolsGroup 1. Group Office ButtonExcel OptionsPopular Hyperlink: to create link between files, sheets or cells. InsertHyperlinkBookmark) (For sheets and cells) InsertHyperlinkBrowse for File Macro: is a set of commands, used to record needed data. By using macros we create our commands. It is a part of programming. VBA = Visual Basic for Applications: Steps: o Start recording o Work o Stop recording o Run / Play

2. Ungroup

3. Regroup

ViewMacrosRecord Macro Use Relative Reference ViewMacrosStop Recording Run: 1. Shortcut key 2. ViewMacrosView Macros

3. Custom Button 4. Any picture or object

For Custom Button: Office ButtonExcel OptionsCustomizeMacros Or Quick Access ToolbarMore CommandsCustomizeMacros 1. Add 2. Modify ViewMacrosView Macros Delete X+y Options (Shortcut key)

3. Display Name

Edit (Coding)

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Noor College Of Professional Education MS PowerPoint:

Power Point whenever we want to show our presentation slide by slide with animation and sound effects, we use Power Point. There are two types of presentation, 1. Informative Layout (shows different types of slide themes) DesignBackground Styles There are 3 different views in Power Point 1. Normal 2. Slide Show 3. Slide Sorter

2. Graphical (2D movies

ViewSlide Show (F5) Slide ShowFrom Beginning / From Current Slide AnimationsCustom Animation (For object effects and timings) HomeNew Slide (Ctrl + M) ViewSlide Sorter (shows all slides on one screen with preview) AnimationsSlide Transition (For slide effects and slide timings) Slide ShowSet Up Slide ShowLoop continuously until Esc (From __ to __) InsertShapesAction Button InsertPhoto Album InsertMovies / Sounds 1. Movie from Clip Organizer 2. Movie from File HomeNew SlideDuplicate Slide (Ctrl + Shift + D) Slide ShowHide Slide Slide ShowCustom Slide Show Office ButtonNewInstalled Templates DesignThemes Office ButtonSave / Save AsPower Point Show (ppsx) Sound files Movie = = .wav .avi

MS Access:
MS Access is a database program which consists of fields and records. In this program we create data tables, queries, data entry forms, switchboards, and different data reports. Database: collection of organized data or collection of objects (files). RDBMS = Relational Database Management System. Table: is a basic object of any database, used for input purpose only.

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Text Memo Yes / No Lookup Wizard OLE Object (Characters, 255) (Characters, 65535) (Marital Status) (List Box) (Pictures)

OLE = Object Linking Embedded Primary Key: used for unique records, indexing or Relationships. HomePrimary Key Queries: to view or analyze our data in different ways. Filtered and sorted sub-tables of our main data table. CreateQuery Design Field List Box (shows fields of added Tables) ["Enter first dept"] Or ["Enter second dept"] >=["Enter greater than"] And <=["Enter less than"] Like ["Enter first letter"] & "*"

Introduction to Internet:
1. Vast collection of computer networks and individual computers from all over the world. 2. These internets may connect 3. tens, hundreds, or thousands of computers, 4. Enabling them to share information with each and to share various resources. Internet History: Internet formed by ARPA (Advanced Research Projects Agency) for the US Military in 1960s. What is Web Browser? It is a program that enables a computer to locate, download, and display documents containing text, sound, video, graphics, animation, and photographs located on computer networks. Default web browser of Microsoft Windows is Internet Explorer What is WWW? WWW is a collection of websites related to variety of topics. Every site has a main page, called home page, through which we explore the whole site. WWW stands for World Wide Web

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What is HTML? It stands for Hypertext Markup Language. It is a script used to create web pages. What is a Web Page? A Web Page is a page or a collection of pages designed using HTML. What is IRC? Internet Relay Chat (IRC) provides us the facility to chat on the Internet with others residing anywhere in the world where internet service is available. What is E-Mail? It is an abbreviation of the term Electronic Mail. E-mail is a method of transmitting data from one computer to another.

Introduction to Visual Basics:

Visual Basic is not just a language but it is an Integrated Development Environment (IDE). In this environment we create, run, test and debug our applications. Visual Basic is an event driven programming. There are 3 working steps in VB, Designing Property settings Coding

There are 2 types of property, 1. Design time There are 2 interfacing environment in VB, 1. SDI (Single Document Interface) 2. MDI (Multiple Document Interface) ToolsOptionsAdvancedSDI Development Environment Form: is a basic object of VB, it is an objects container. (.frm) Project: collection of forms. (.vbp) Tool Box Properties Window Start a program Stop a program Exit from VB Project Explorer = = = = = Properties Window F4 F5 Alt + F4 Alt + Q Ctrl + R

2. Run time

Project Explorer

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Form (Properties): 1. Name (for coding purpose) 2. Back Color 3. Border Style 4. Caption 5. Control Box 6. Enabled 7. Height 8. Icon (Program FilesVisual StudioCommonGraphics Icons) Label: (for headings, for output purpose only) 1. Alignment 2. Appearance 3. Auto Size 4. Back Color 5. Back Style 6. Border Style Text Box: (for input purpose) 1. 2. 3. 4. 5. Enabled Locked Max Length Multi Line Password Char 6. 7. 8. 9. Scrollbars Tab Index Tab Stop Text 9. Left 10. Max Button 11. Min Button 12. Moveable 13. Show in Taskbar 14. Startup Position 15. Top 16. Visible 17. Width 18. Window State

7. Font 8. Fore Color (Font color) 9. Mouse Icon 10. Mouse Pointer (Custom) 11. Tool Tip Text

Command Button: (to apply define commands) 1. Back Color 2. Picture Code Window: (where we type our coding) 1. Objects (controls, tools) IF Statement: o IF <condition> Then <Statement> o IF <condition> Then <statement> End IF o IF <condition> Then <statement> Else <statement> End IF 2. Procedures (events, actions 3. Style (Graphical)

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Noor College Of Professional Education

ProjectAdd Form: ProjectProject1 PropertiesStartup Object VScrollbar HScrollbar 1. Max (255) 2. Min (0) Timer: 1. Interval 1000 = 1 second ViewImmediate Window (Ctrl + G) ASCII= American Standard Code for Information Interchange Shape: 1. 2. 3. 4. Check Box: 1. Picture Option Button: (Radio Button) 1. Value Frame (objects container) Combo Box (list container): 1. List 2. Locked List Box (list container): 1. List 2. Multi Select Picture Box: Image: 1. Border Style 2. Stretch 3. Sorted 4. Style 3. Sorted 4. Style 2. Style 3. Value Back Color Back Style Border Color Border Style 5. 6. 7. 8. Border Width Fill Color Fill Style Shape 3. Large Change (10) 4. Small Change (5) 5. Value

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Drive List Box Dir List Box (Folder List Box) File List Box 1. Pattern Looping structures: 1. For Next 2. While Wend 3. Do While Loop Array: collection of values in a single variable. Dim or Private (for one form) Public (for all forms) Module (for all projects) www.vbcode.com www.vbexplorer.com ProjectComponents (Ctrl + T) MS ADO Data Control 6.0 1. Connection StringBuildProviderConnection (Database name) MS Jet 4.0 (Access 2000, XP) MS Office 12.0 (Access 2007) 2. Record SourceCommand TypeCmd Table Text Box 1. Data Source 2. Data Field MS Data Grid Control 6.0 1. Data Source ProjectAdd Data Environment ProjectAdd Data Report 1. Data Source 2. Data Member MS Common Dialogue Control 6.0 MS Rich Text Box Control 6.0 ToolsMenu Editor (Ctrl + E)

Conditional Loops

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Noor College Of Professional Education

MS Windows Common Controls 6.0 1. Image List FileMake NotePad.exe StartProgramsVisual Basic 6.0Visual Basic ToolsPackage & Deployment Wizard 1. Browse 2. Package 3. Compile 2. Toolbar

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Microsoft

Excel 2007
Quick Reference Card
The Excel 2007 Screen
Office Button Quick Access Toolbar Title bar Formula Bar Close button

Keyboard Shortcuts
General
Open a Workbook Create New
Ribbon

<Ctrl> + <O> <Ctrl> + <N> <Ctrl> + <S> <Ctrl> + <P> <Ctrl> + <W> <F1> <F7>

Save a Workbook Print a Workbook Close a Workbook Help

Name box Active cell (currently in cell A1) Columns

Run Spelling Check

Navigation:
Rows Scroll bars

Move Between Cells

< >, < >, < >, < >

Go One Cell to the Right Go One Cell to the Left

Status ba r Worksheet tabs View buttons Zoom slider

<Tab> <Shift> + <Tab> <Enter> <Shift> + <Enter> <Page Up> <Page Down> <Ctrl> + <Home>

Down One Cell Up One Cell

The Fundamentals
The , located in the upper left-hand corner of the program window, replaces the File menu found in previous versions of Microsoft Excel. The Office Button menu contains basic file management commands, including New, Open, Save, Print and Close.
Office Button

Click the , select , and click , or press + . Click the and select , or press + . Click the on the Quick Access Toolbar, or press + . Click the , select -, and enter a new name for the presentation. Click the , point to , and select . Click the and select , or press + . Click the , point to , and select . Click the button on the Quick Access Toolbar or press +
.

Up One Screen Down One Screen To Cell A1

To Last Cell with Data <Ctrl> + <End> Open Go To Dialog Box <F5>

Editing
Cut Copy Paste Undo Redo Find Replace Select All <Ctrl> + <X> <Ctrl> + <C> <Ctrl> + <V> <Ctrl> + <Z> <Ctrl> + <Y> <Ctrl> + <F> <Ctrl> + <H> <Ctrl> + <A>

Formatting
Bold Italics Underline Open Format Cells Dialog Box <Ctrl> + <B> <Ctrl> + <I> <Ctrl> + <U> <Ctrl> + <Shift> + <F>

- Click the - button or press + . Press to open the Help window. Type your question and press . Click the and click .

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Editing
Tab

Dialog Box Launcher

Group

Select the cell, click the Formula Bar, edit the cell contents, and press when youre finished. Select the cell(s) and press the key. Select cell(s) and click the in the Clipboard group on the Home tab. or button - button in

- Cut or copy the cell(s), select the destination cell(s), click the - button list arrow in the Clipboard group on the Home tab, and select - . Select an option and click . - Right-click the selected row or column heading(s) to the right of the column or below the row you want to insert and select - from the contextual menu. Select the row or column heading(s) and either right-click them and select from the contextual menu, or click the button in the Cells group on the Home tab. - Select the cell where you want to insert a comment and click the tab on the Ribbon. Click the button in the Comments group. Type a comment, then click outside the comment text box. Point to the cell to view the comment.

- Select the destination cell(s) and click the the Clipboard group on the Home tab.

- Point to the fill handle at the bottom-right corner of the selected cell(s), then drag to the destination cell(s). - - Select the cell(s) you want to move or copy, position the pointer over any border of the selected cell(s), then drag to the destination cells. To copy, old down key while dragging.

Formatting
Use the commands in the Font group on the Home tab, or click the in the Font group to open the Font dialog box. - Use the commands in the Number group on the Home tab, or click the in the Number group to open the Format Cells dialog box. Select the cell(s) with the formatting you want to copy and click the button in the Clipboard group on the Home tab. Then, select the cell(s) you want to apply the copied formatting to. Select the cell(s) and click the appropriate alignment button ( , , ) in the Alignment group on the Home tab. - Drag the right border of the column header. Double-click the border to AutoFit the row according to its contents. - Drag the bottom border of the row header. Doubleclick the border to AutoFit the row according to its contents. - Select the cell(s), click the button list arrow in the Font group on the Home tab, and select a border type. Select the cell(s), click the button list arrow in the Font group on the Home tab, and select a fill color. Click the tab on the Ribbon, click the - button in the Themes group, and select a theme from the gallery. - Click the - tab on the Ribbon and click the button in the Text group. Enter header text.

Formulas and Functions

Click the cell where you want to insert the total and click the button in the Editing group on the Home tab. Verify the selected cell range and click the button again. Select the cell where you want to insert the formula, press , and enter the formula using values, cell references, operators, and functions. Press when youre finished. - Select the cell where you want to enter the function and click the - button on the Formula Bar. Type the cell reference (for example, B5) in the formula or click the cell you want to reference. - Precede the cell references with a $ sign or press after selecting a cell range to make it absolute. - - - Enclose the part of a formula you want to calculate first in parentheses.

Workbook Management
- Click the - - tab next to the sheet tabs at the bottom of the program screen. - Select the sheet want to delete, click the button in the Cells group on the Home tab, and select . Or, rightclick the sheet tab and select from the contextual menu. - Double-click the sheet tab, enter a new name for the worksheet, and press . Drag either the vertical or horizontal split bar (located near the scroll bars) onto the worksheet. - Place the cell pointer where you want to freeze the window, click the tab on the Ribbon, click the - button in the Window group, and select an option from the list. Select the cell range you want to print, click the tab on the Ribbon, click the button in the Page Setup group, and select . - - - Click the tab on the Ribbon and use the commands in the Page Layout group, or click the in the Page Setup group to open the Page Setup dialog box. Click the tab on the Ribbon and use the commands in the Changes group.

Charts
Select the cell range that contains the data you want to chart and click the - tab on the Ribbon. Click a chart type button in the Charts group and select the chart you want to use from the list.

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Indispensable tips for MS Word:

No matter how long you've been using Microsoft Word, you can always learn new techniques to help you work faster and smarter. Here are some of TechRepublic's favorite tips and tricks for Word 97/2000/XP, organized into three sections: The basics, Advanced tips, and Things you don't have to do.

The basics
Learn to use Undo. Make a mistake? Press [Ctrl]Z or choose Undo from the Edit menu right away. Keep pressing [Ctrl]Z to backtrack through and undo the most recent editing changes you've made. Save often. Press [Ctrl]S or click the Save button on the Standard toolbar. Save your work frequently. You can also instruct Word to automatically save your work periodically. Open the Tools menu, select Options, click the Save tab, and activate the Save AutoRecovery Info Every option. You can specify an interval from 1 to 120 minutes. Quickly move around in a document. To move to the top of a document, press [Ctrl][Home]. To move to the bottom of a document, press [Ctrl][End]. To go to the top of the next page, press [Ctrl][Page Down]. For the top of the preceding page, press [Ctrl][Page Up]. Open menus and select commands from the keyboard. Press [Alt] plus the letter that's underlined to open a menu, such as File, Edit, View, and so on. Once a menu is open, you don't need to press [Alt] to select a command; just press the underlined letter of the command you want to select. Here are some common examples: Quick Print Preview: [Alt]F,V. Quick Save As: [Alt]F,A. Quickly reopen the first document in the most recently used file list: [Alt]F,1. Four ways to select a block of text. Use the mouse. Just click and drag the mouse to select text. Use [Shift] plus the arrow keys. Hold down [Shift] and press an arrow key to select text in the desired direction. To select a word at a time, press [Ctrl][Shift] and the left or right arrow key. Use the mouse with the [Shift] key. Move the mouse pointer away from the insertion point position, hold down [Shift] and click to select all the text between the insertion point and the place where you clicked. Frustrated when you try to select text with the mouse past the bottom of the currently visible page and Word leaps past what you want to select? Those are the times to use [Shift] plus the down arrow key instead of the mouse. Select a word. Double-click on it. If a space immediately follows the word you select, the space gets selected, too. Punctuation is ignored. Select a sentence. Hold down [Ctrl] and click anywhere in the sentence. Select a paragraph. Triple-click within the paragraph or move the mouse just past the left margin of the paragraph. When the pointer changes to a rightpointing arrow, double-click to select the whole paragraph.

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 Select a table. Select a table by holding down [Alt] and double-clicking anywhere in the table. Select all the text between the insertion point and To select all the text between the insertion point and the end of the current line, press [Shift][End]. To select the text from the insertion point through the end of the current paragraph, press [Ctrl][Shift] and the down arrow. To select the text from the insertion point to the end of the document, press [Ctrl][Shift][End]. Select an entire document. Press [Ctrl]A. This is handy when you need to change the font or add or remove formatting. Once you've selected the entire document, apply the formatting to everything and either leave it applied or apply it again to remove it. For example, suppose some text in your document is underlined and you want nothing underlined. To avoid spending time visiting each underlined section of text and un-underlining it, select the whole document with [Ctrl]A. Press [Ctrl]U to apply underlining to the entire document and then press [Ctrl]U again to remove the underlining. Be careful when you use [Ctrl]A. If you accidentally press [Delete] or type a keystroke and erase everything, don't panic. Just press [Ctrl]Z or choose Undo from the Edit menu. Grow font, shrink font. Here are three quick ways to change the size of selected text: Choose Font from the Format menu and specify the desired point size. Click the Font Size button on the Formatting toolbar and select an entry from the drop-down list. Or use the Grow Font and Shrink Font shortcuts, which are [Ctrl] plus the close- and open- square bracket characters, respectively. Rename an existing document. Use Save As. When you need to use an existing document as the basis for a new one, don't overwrite the old document. As soon as you open it, press [Alt]F and then press A. (Or open the File menu and choose Save As.) Then immediately type a new name or change some part of the old one. Print envelopes. Want to address your envelopes in the printer? Type an address in a blank document or in a letter. Open the Tools menu and select Envelopes And Labels. (Word XP users choose Letters And Mailings and then select Envelopes And Labels.) In the Envelopes tab, enter the return address if you want one, and click Print. Expand your vocabulary. Word has a built-in thesaurus. Press [Shift][F7] or open the Tools menu, select Language, and then choose Thesaurus. Word will display a list of synonyms for the word you've selected or the word closest to the insertion point marker. Make friends with the right mouse button. Don't be afraid to right-click on a block of text or a table cell. The shortcut menu offers immediate access to some handy formatting options. Paste plain text. When you copy and paste text from a Web page or another document, the text brings its formatting into your document. To get around that behavior, copy the text and place the insertion point marker where you want to insert the copy. Then, open the Edit menu, choose Paste Special, and select the Unformatted Text option.

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Advanced tips
Instant AutoCorrect. Right-click on a word that's flagged as misspelled to display the Edit shortcut menu. If Word has a suggested alternative, AutoCorrect will appear on the menu. Choose AutoCorrect and then select the correct version of the word from the submenu to create an AutoCorrect entry. Effortless AutoText. Save time by inserting AutoText automatically. Type an entry name and press [F3]. Or take advantage of Word's AutoComplete feature. Just open the Tools menu, select AutoCorrect, click the AutoText tab, and turn on the Show AutoComplete Tip For AutoText And Dates option. With this feature active, Word will show a ScreenTip after you begin typing an AutoText item. Just press [Enter] and Word will insert the item for you. (This feature works the same way with dates and days of the week.) Marker display. Work with paragraph markers and tab marks displayed. Simply click the Show/Hide button on the Standard toolbar. Displaying those normally hidden characters helps you avoid inadvertently deleting objects or changing formatting; it also helps you figure out funky alignment and extra white space problems. Use AutoCorrect as a text expander. You don't have to keep typing those long words or phrases you have trouble with. Come up with a three- or four-letter abbreviation for it and add it to AutoCorrect. For example, say you often need to type Indianapolis. Press [Alt]T (to open the Tools menu) and press A to select AutoCorrect. Type indy, press [Tab], type Indianapolis, and press [Enter] twice. Now, any time you type indy followed by a space or any punctuation, Word will automatically "correct" that spelling and replace it with Indianapolis. You can save up to 255 characters in an AutoCorrect entry. (If you need more characters or you want to include pictures along with text, use AutoText instead.) Clear a table. If you need to delete the contents of all the cells in a table, just select the table and press [Delete] (not [Backspace]). Display built-in styles. When you create a document, Word starts you out with a handful of basic styles. If you need to apply a more specialized style, hold down [Shift] and click on the arrow beside the Style box on the Formatting toolbar. Word will expand the Style list to include all its built-in styles. Just select the one you need and Word will apply that style and add it to your document. Quick table column total. Performing addition in a Word table is simple. Click in an empty cell at the bottom of a column of numbers. Open the Table menu, select Formula, and press [Enter] to accept the default Sum function. Styles as you go. Define styles on the fly: Format a paragraph the way you want, type a name in the Style box on the Formatting toolbar, and press [Enter]. Quick field toggle. Press [Alt][F9] to quickly toggle field code display on and off. Add a border to a page. To add a border to page, open the Format menu, select the Borders And Shading command, and click the Page Border tab. Faster Go To. Double-click the left end of the status bar to bring up the Go To tab so you can jump to an item in your document such as bookmark, a specific page, a table, a section, and so on.

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 Splitsville. See two parts of a document at the same time by choosing Split from the Window menu and clicking to place the split bar where you want to divide the document window. Separate vertical scroll bars allow you to bring different portions of text into viewand you can set different view preferences for each pane (such as normal view in the top pane and outline view in the bottom). To restore the panes to a single window, just double-click the split bar or drag it beyond the top or bottom of the window. Selective word count. Need to know how many words, characters, paragraphs, or lines appear in a portion of a document? Just select the text you want to run the count on prior to choosing Word Count from the Tools menu. Trim ragged text by turning on hyphenation. When text contains many long words and your left and right margins are close to one another, your right margin can look ragged. To help smooth out that edge, choose Language from the Tools menu, select Hyphenation, click in the Automatically Hyphenate Document check box, and click OK. Copy formatting to more than one block of text. To copy the formatting from the current word or paragraph, click the Format Painter button on the Standard toolbar and then select the word or block of text to which you want to apply that formatting. To copy the same formatting to more than one block of text, doubleclick on the Format Painter button. Then you can apply the formatting to several blocks of text. To turn off the Format Painter, just click the button again or press [Esc]. Jump quickly between documents. If you work with a lot of open, overlapping documents, here's a quick way to cycle between them: Press [Ctrl][F6] to jump from one to the next; [Ctrl][Shift][F6] will jump you backward. Insert and format symbols. For instant access to thousands of special symbols, like foreign characters and wild and crazy icons, open the Insert menu, choose Symbol, and look through the selections available with different fonts and subsets of fonts. After you insert a special character or symbol, you can then select it and use [Grow Font] and [Shrink Font] on it. Create a desktop shortcut to a document. To create a document shortcut, first highlight some text to serve as a target in the document and click the Copy button. Next, minimize the Word window or drag it out of the way so you can see the Windows desktop. Then, hold down [Ctrl], right-click on the desktop, and choose Paste Shortcut. You'll probably want to change the shortcut name to something more meaningful. To do this, click on the shortcut to select it and then press [F2] to activate the label for editing. Type the desired name and press [Enter]. Close your document, clicking Yes to save your changes. You can even exit Word, if you want. Then, simply double-click on the desktop shortcut. Word will open the associated document, navigate to your target text, and select it.

Things you don't have to do

Worry. You don't have to worry about doing something wrong. Just get familiar with the program and experiment with Word features. If something looks wrong or funny, that's when you use the Undo feature. Press or type the wrong thing, try [Ctrl]Z to undo whatever you did. Always remember you can press [Ctrl]Z or choose Undo from the Edit menu to undo changes one at a time. Aside from deleting or failing to save a file, there's almost nothing you can do that isn't reversible.

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 Move your hands from the keyboard. You don't have to use the mouse to do things like open menus, select or format text, or move the insertion point marker. You may find you work more efficiently if you're not always moving your hand from the keyboard to the mouse. Press [Home] to move to the beginning of the current line and press [End] to move to the end of the current line. Press [Ctrl] and the left or right arrow to move one word in either direction. Hold down [Shift] while pressing those keys to select the text between the insertion point marker and the beginning or the end of the line, respectively. Select an entire paragraph to change formatting or style. You don't have to select the entire paragraph to change the paragraph's formatting or style. Just click anywhere in the paragraph and choose the desired format or style. A good example is justification. Just click anywhere in the paragraph and then click the Align Left, Align Right, or Justify button on the Standard toolbar. Work with only one document at a time. You don't have to close one Word document before you open another. Open as many at a time as you want to. Use the [Ctrl][F6] keyboard shortcut or the Windows menu to move quickly between open documents. Risk missing something you're looking for. You don't have to visually scan and manually scroll through a document looking for a word or phrase. Use [Ctrl]F to open the Find tab and let Word locate the text for you. Waste time during spelling check. You don't have to repeatedly click Ignore or Ignore All every time the spell-checker stops on a proper noun or a term that's commonly used in your documents. Click Add (Add To Dictionary in Word XP) so you don't waste time checking the same words over and over. Delete old text you're replacing. You don't have to delete text you want to replace with new text. Select the old text and start typing the new. The first keystroke replaces the old selected text. Don't waste time pressing [Delete] first. Press [Backspace] over and over. You don't have to press [Backspace] a dozen times to delete a word or phrase. If you type something and then change your mind, pressing [Ctrl][Backspace] to delete a word at a time is much faster. Only one thing is more wasteful: using the mouse to click on the beginning of a word or phrase and then pressing [Delete] repeatedly. (You can use [Ctrl][Delete] to quickly remove words in that situation.) If you get overzealous with [Ctrl][Backspace] or [Ctrl][Delete] and remove one word too many, press [Ctrl]Z to bring it right back. Credits These tips are compiled by M.Ehsan

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Microsoft Excel 2007

Prepared By:
Muhammad Ehsan

Topic:

Things you should

KNOW About Excel???

Launched Year 1987 1990 1992 1993 1995 1997 1999 2001 2003 2007 2010

Version Excel 2.0 Excel 3.0 Excel 4.0 Excel 5.0 Excel 7.0 Excel 8.0 Excel 9.0 Excel 10.0 Excel 11.0 Excel 13.0 Excel 14.0

Product Name MS Office MS Office MS Office MS Office MS Office 2005 MS Office 2007 MS Office 2000 MS Office XP MS Office 2003 MS Office 2007
3 MS Office 2010

Things you should know

General Worksheet Working
4

Excel Growth

Excel Growth

Worksheet Size
1,048,576 Rows 16,384 Columns

Max Column width

255 characters

Characters in a Header or Footer

Max 255 characters

Panes in a Window
4 Windows Max When you split the window

Max Zoom Range

10 percent to 400 percent

Undo Levels
100 Levels

10

Filter drop-down Lists

10,000 Rows

Fields in a Data Form

32 Fields

11

12

Selected Ranges
2,048 Cells Max

Maximum Number Precision

15

13

14

Nested Levels of Functions

64 Levels

Smallest Allowed Negative Number

-2.2251E-308

Smallest Allowed Positive Number

2.2251E-308
15 16

Largest Allowed Positive Number

9.99999999999999E+307

Largest Allowed Negative Number

-9.99999999999999E+307
17 18

Largest Allowed Positive Number Via Formula

1.7976931348623158e+308

Cross-Worksheet Dependency
64,000 worksheets that can refer to other sheets

Largest Allowed Negative Number Via Formula

-1.7976931348623158e+308
19

Worksheet

20

Dependency on a Single Cell

4 billion formulas that can depend on a single cell 32,767 Cells

21

22

Earliest Date Allowed for Calculation

January 1, 1900 (January 1, 1904, if 1904 date system is used)

Largest Amount of Time that can be Entered

9999:59:59

Latest Date Allowed for Calculation

December 31, 9999
23 24

Worksheets Referred to by a Chart

255

Data Series Allowed in One Chart 255

25

26

Length of Formula Contents

8,192 characters

Arguments in a Function

255
27 28

Users Who can Open and Share a Shared Workbook at the Same Time

256
29

Things you should know

Excel Version

30