Introduction to Microsoft Word

Microsoft Word is a word processor

designed by Microsoft. A word processor is a computer application used for the production of any sort of printable material. Microsoft Word is used to type letters, prepare reports, design brochures and create tables etc. The user can add pictures, charts to the documents.

Starting MS-Word- The user can start word program by using the following
1. 2. 3. 4. steps:Click on the Start button. In that menu, select All Programs. Then select Microsoft Office. Then click on Microsoft Office Word 2007.

The Microsoft Office Button In the upper-left corner of the Word 2007 window is the Microsoft Office button. When the user clicks the button, a menu appears. The user can use this menu to create a new file, open an existing file, save a file etc.

The Quick Access Toolbar Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar provides the user with access to commands you frequently use.

 By default Save, Undo, and Redo appear on the Quick Access toolbar. The user can use Save to save your file, Undo to rollback an action you have taken, and Redo to reapply an action you have rolled back.

The Title Bar Next to the Quick Access toolbar is the Title bar. The Title bar displays the title of the document on which the user is currently working. Word names the first new document you open Document1. As the user opens additional new documents, Word names them sequentially. When a user saves document, you assign the document a new name.

The Ribbon In Microsoft Word 2007, the user can use the Ribbon to issue commands. The Ribbon is located near the top of the screen, below the Quick Access toolbar. At the top of the Ribbon are several tabs; clicking a tab displays several related command groups. Within each group are related command buttons. The user can click buttons to issue commands or to access menus and dialog boxes. You may also find a dialog box launcher in the bottom-right corner of a group. Clicking the dialog box launcher gives access to additional commands via a dialog box.

The Ruler The ruler is found below the Ribbon. The user can use the ruler to change the format of document quickly. If ruler is not visible, follow the steps listed here: Click the View tab to choose it. Click the check box next to Ruler in the Show/Hide group. The ruler appears below the Ribbon.

The Text Area -

 Just below the ruler is a large area called the text area. The user types the document in the text area. The blinking vertical line in the upper-left corner of the text area is the cursor. It marks the insertion point. As the user types, text displays at the cursor location.

The Vertical and Horizontal Scroll Bars The vertical and horizontal scroll bars enable you to move up, down, and across your window simply by dragging the icon located on the scroll bar. The vertical scroll bar is located along the right side of the screen. The horizontal scroll bar is located just above the status bar.

The Status Bar The Status bar appears at the bottom of window and provides such information as the current page and the number of words in document.

 The user can change what displays on the Status bar by right-clicking on the Status bar and selecting the options you want from the Customize Status Bar menu. The user clicks a menu item to select it. The user clicks it again to deselect it. A check mark next to an item means it is selected.

Exit Word following steps:1. menu appears. 2. corner. To exit word, user has to use the Click the Microsoft Office button. A Click Exit Word in the bottom-right

Then a dialog box appears: "Do you want to save changes to Document1?" To save changes, click yes. Otherwise, click no. If you click yes, the Save As dialog box appears. 4. Move to the correct folder. 5. Name the file by typing Lesson One docx in the File Name field. 6. Click Save. Word saves your file.
3.

Introduction to
Microsoft Excel 2007

Open Microsoft Excel 2007 Microsoft Excel is an electronic spreadsheet that can be used to organize data rows and columns, to perform mathematical calculations quickly and can also be programmed to send your mails at pre-defined time. To Open Microsoft Excel 2007 Follow the following process 1. Go to Start --> All Programs --> Microsoft Office --> Microsoft Excel 2007. The Microsoft Excel 2007 Window The Microsoft Excel 2007 window appears and our screen looks similar to the one shown here.

Screen always might not look exactly like the screen shown. In Excel 2007, display of window depends on the size of the monitor and the resolution to which the monitor is set. Resolution determines how much information the computer monitor can display. A low resolution means less information fits on the screen, but the size of text and images are larger. Inversely, a high resolution means more information fits on the screen, but the size of the text and images are smaller.

Features of MS EXCEL
1. The interface is gorgeous and easy on eyes

The Excel 2007 interface is very well polished and looks neat. It is easy on eyes with simple colors. All the file related activities can be accessed from office button on the topleft corner, while ribbon UI provides access to all excel features.

2. When you right click on a cell it shows formatting options as well

Usually when you right click on a cell (or a range of cells) it is to format them. Now you can do that even faster. When you right click excel 2007 shows the standard formatting options as well.

3. Status bar now shows average and count as well

Remember how you can select a bunch of cells in excel 2003 and earlier and findout out their sum (or average or count) quickly by looking at status bar ? Well, now you can find out average, count and sum from status bar (actually you can add more options, just right click on status bar and choose the statistics you want)

4. Improved conditional formatting with micro charts

One of the significant new features of Excel 2007 is improved conditional formatting. It has all the goodness of excel 2003s conditional formatting and on top added new features like incell micro charts. They are very easy to use.

5. You can format tables in a jiffy

One of the most common formatting tasks is table formatting. Excel 2007 totally automated it with some gorgeous table formats. You can customized these styles very easily.

6. They have a Remove Duplicates button !!!

That is right, finally a remove duplicates button. Select the data, press this button and mention whether you want to overwrite or paste in another place and that is all. Now, if only they could add other common data clean up tasks as buttons

7. The default chart formatting is way better than that of Excel 2003

The default charts look much much better than those generated in earlier versions of Excel. What more, they have disabled annoyances like font-scaling by default.

8. Better and Visually Appealing Color Scheme

The default color scheme is very good and provides excellent contrast when used in charts and tables. What more, the colors are no longer limited to 56 but you can add your own colors with much ease.

9. Ribbon is not that difficult to use

The Ribbon UI has been criticized by lot of people. But it is not really that difficult to use and get used to. Although you would need 2-3 clicks for activities that previously took 12 clicks. It would have been excellent if MS had provided an option to switch to classic menu navigation.

10. Despite the new look most of the dialogs are same

Even though Excel 2007 may seem like a huge leap from Excel 2003, the underlying dialog boxes, customization options are all same as that of Excel 2003. For eg. you can see that Ctrl + 1 on a cell produces the above format cells dialog box which is almost same what you get in 2003 version of excel. Another thing is all the excel 2003 keyboard shortcuts work in excel 2007, so power users who have learned the shortcuts over a period need not worry about productivity loss.

Creating a new workbook

When you start Excel, you open a workbook that is called Book1. Each new workbook comes with three worksheets, like pages in a document. You enter data into the worksheets. (Worksheets are sometimes called spreadsheets.) The illustrated workbook has three tabs, one for each of the three worksheets.

It's a good idea to rename the sheet tabs to make the information on each sheet easier to identify. For example, you might have sheet tabs called January, February, and March for budgets or student grades for those months, or Northcoast and Westcoast for sales regions. You can add and delete additional worksheets as needed. To rename the sheet tabs right-click on the tab and click Rename in the menu options. To create a new workbook: lick the Microsoft Office Button at the upper left. C Then click New. In the New Workbook window, click Blank workbook. The Office Ribbon

1. The Microsoft Office Button: This button takes the place of the File menu in

previous office programs.

Things that you can do with the Office Button: Create a new document Open a document Save and Save as Print Prepare Send Publish Close Open recent documents Word Options 2. Quick Access Toolbar: Commands can be added to and removed from this toolbar. This is a good place to add commands that you use often. 3. Tabs: Sits across the top of the Ribbon. Once you select a given tab (Home, Insert, Page Layout, etc.), different task buttons will appear. 4. Help Button: This button will open up a help window; you will need an Internet connection to use this function.

The Formula Bar

If the Formula bar is turned on, then in the Name box (located on left side) it displays the cell address of the cell you are in. Cell entries which can be a values or formulas are displayed on the right side of the Formula bar. To turn on the Formula bar in Excel 2010 window, perform the following steps: 1. Click the 2. Click Formula Bar in the Show/Hide group. The Formula bar appears. View tab.

The Status Bar

The Status bar appears at the bottom of the Excel 2010 window and provides quick information such as the count, sum, average, minimum, and maximum value of selected numbers. We can change what displays on the Status bar by right-clicking on the Status bar and selecting the options we want from the Customize Status Bar menu. We just need to click a menu item to select it and click it again to deselect it. A check mark appearing next to an item means the item is selected.

How

data

is

organized

in

Excel

Excel organizes data in a grid of cells, columns (1), and rows (2). Columns go from top to bottom on the worksheet, vertically. Column headings are indicated by letters. Rows go from left to right on the worksheet, horizontally. Row headings are indicated by numbers. A cell is the space where one column and one row meet. The content of a cell is uniquely identified based on the intersection where the column and row meet. To refer to a cell, you will need to find the column letter and the row number. (For example, the first cell in a worksheet is referred to as A1).

When you open a new workbook, the first cell is the active cell. It has a black outline. In the second picture, cell C5 is selected and is the active cell. It is outlined in black. 1. Column C is highlighted. 2. Row 5 is highlighted. 3. Cell C5, the active cell, is shown in the Name Box in the upper-left corner of the worksheet. You can enter data by clicking any cell in the worksheet. Keep in mind that there are 17,179,869,184 cells on each worksheet. You could get lost without

the cell reference to tell you where you are.

Entering Data

When you enter data, it's a good idea to start by entering titles at the top of each column and beginning of each row so that anyone who shares your worksheet can understand what the data means (and so that you can understand it yourself, later on). In the above picture, the column titles are the months of the year, across the top of the worksheet. To change the active cell, press TAB to move one cell to the right. Press ENTER to move down one cell.

Wrap Text
When you type text that is too long to fit in the cell, the text overlaps the next cell. If you do not want it to overlap the next cell, you can wrap the text. 1. Move to cell A2.

2. Type Text too long to fit. 3. Press Enter.

4. Return to cell A2. 5. Choose the Home tab. 6. Click the Wrap Text button

. Excel wraps the text in the cell.

Merge and Center It is common to center the title left to right over the data in the worksheet. Although there is more than one way to accomplish this task, probably the easiest way to do it is to use the Merge and Center option on the Home tab of the ribbon. Merge and Center works by merging the selected cells into one and then centering the data in the new combined cell.

1. Go to cell B2. 2. Type Sample Worksheet. 3. Click the check mark on the Formula bar. 4. Select cells B2 to E2. 5. Choose the Home tab.
6. Click the Merge and Center button

in the Alignment group. Excel merges cells B2, C2, D2, and E2 and then centers the content. Note: To unmerge cells: 1. Select the cell you want to unmerge. 2. Choose the Home tab. 3. Click the down arrow next to the Merge and Center button. A menu appears. 4. Click Unmerge Cells. Excel unmerges the cells.

Insert rows on a worksheet

Do one of the following: To insert a single row, select the row or a cell in the row above which you want to insert the new row. For example, to insert a new row above row 5, click a cell in row 5. To insert multiple rows, select the rows above which you want to insert rows. Select the same number of rows as you want to insert. For example, to insert three new rows, you need to select three rows. To insert nonadjacent rows, hold down CTRL while you select nonadjacent rows.

 On the Home tab, in the Cells group, click the arrow next to Insert, and then click

Insert Sheet Rows. TIP You can also right-click the selected rows and then click Insert on the shortcut menu.

Change the column width to fit the contents

Select the column or columns that you want to change. On the Home tab, in the Cells group, click Format.
Under Cell Size, click AutoFit Column Width.

Totaling cells Select the cell below or to the side of the cells you want to total Click the Auto sum function from the Editing section of the toolbar A dotted line appears around some or all of the cells you want to total. Excel will have a guess at what it is you want totaling and select those cells If the cells you want totaling are not selected then you can select the cells by clicking the first.

Calculations
To perform calculations, you have to type in a mathematical formula. A formula must start with = followed by a combination of cell names, numbers and operators, For Example
Addition Multiplication Subtraction =A4+C12 =C1*D1 =D3-H3 Exponentiation Division Percentage =E3^2 =B12/D18 =A3*20%

Click on a blank cell to hold the result of the calculation. Click in the formula bar or cell, type =, and then the formula. Press Enter to perform the calculation. To refer to a range of cells, there is no need to type out each individual reference number from A1 to A15 for example, just type A1:A15 - the colons.

DIFFERENCE BETWEEN MICROSOFT WORD AND EXCEL MS WORD MS EXCEL The extension of word file The extension of Excel file is .docx . is .xlsx . MS Word processor. is a word MS Excel is a data analysis tool.

It does not have auto fill It has auto fill facility that facility. helps in data entry. It has a special feature of It does not have the mail mail merge. merge facility. Ribbon tabs are Home, Insert, Page Layout, References, Mailings, Review & View. Ribbon tabs are Home, Insert, Page Layout, Formulas, Data, Review & View.

Excel Order of Operations

If more than one operator is used in a formula, there is a specific order that Excel will follow to perform these mathematical operations. This order of operations can be changed by adding brackets to the equation. An easy way to remember the order of operations is to use the acronym: BEDMAS The Order of Operations is:

Brackets Exponents Division Multiplication Addition Subtraction

Cell Address A cell address in a spreadsheet, such as Excel, identifies the location of the cell in the spreadsheet. A cell address is a combination of column letter and row number of a cell, such as C4 or D8. Note: When identifying a cell by its address, the column letter is always listed first followed by the row number.

Types of Cell Addresses

Relative Cell Address

Absolute Cell Address

Mixed Cell Address

1.

Relative Cell Address - A Relative Reference is one that when copied from
one position to another will adjust the formula cell address to suit the position it is in. For example if you have a formula in cell address C4 that was =B4*C1 and then copied the formula into say C5 what you will notice is that the cell addresses of the formula will change to =B5 * C2. The reason this has occurred is that the cell

addresses are in fact relative addresses. That is the cell address is relative to its current position.
2.

Absolute Cell Address - To change a cell address from being relative to being
absolute we simply add dollars signs(By Pressing F4) to the cell address in this way - $C$5. What this address is now saying to us is that we must absolutely refer to column C and absolutely refer to Row 5. This means that if we apply the dollar symbols to our previous formula in cell C4 which is =$B$4 * $C$4 and then copy our formula to cell address C5 you will notice this time round that the cell addresses didn't change. The reason is that by adding the $ symbols to the cell address we are telling the formula that regardless of where you place the formula you must absolutely refer to Column B and Row four thus we have $B$4.

3.

Mixed Cell Addressing - You use mixed cell addressing to reference a cell
when you want to copy part of it absolute and part relative. For example, the row can be absolute and the column relative. You can use the F4 key to create a mixed cell reference. I.

II.

III. IV. V. VI.

VII.

Move to cell E1. Type =. Press the up arrow key once. Press F4. Press F4 again. Note that the column is relative and the row is absolute. Press F4 again. Note that the column is absolute and the row is relative. Press Enter.

Relative Cell

Absolute Cell

Mixed Cell

Use the F4 key to toggle the cell reference from Relative to Absolute to a Mixed References.

To Use the Fill Handle to Fill Cells:

Position your cursor over the fill handle until the large white cross becomes a thin, black cross.

Left-click your mouse and drag it until all the cells you want to fill are highlighted.

A1 is relative. $A$1 is absolute. A$1 and $A1 are both mixed.

Release the mouse button and all the selected cells are filled with the information from the original cell.

The fill handle doesn't always copy information from one cell directly into another cell. Depending on the data entered in the cell, it may fill the data in other ways. For example, if I have the formula =A1+B1 in cell C1, and I use the fill handle to fill the formula into cell C2, the formula doesn't appear the same in C2 as it does in C1. Instead of =A1+B1, you will see =A2+B2.

Cell Reference
In Excel, a cell reference identifies the location a cell or group of cells in the spreadsheet. Sometimes referred to as a cell address, a cell reference consists of the column letter and row number that intersect at the cell's location. Note that when listing a cell reference, the column letter is always listed first.

Cell references are used in formulas, functions, charts , and other Excel commands. While references often refer to individual cells such as A1, B38, or Z345, they can also refer to a group or range of cells. Ranges are identified by the cell references of the cells in the upper left and lower right corners of the range. The two cell references used for a range are separated by a colon ( : ) which tells Excel to include all the cells between these start and end points. An example of a range of adjacent cells would be B5:D10

Reference operators

Combine ranges of cells for calculations with the following operators.

Meaning Range operator, Example which B5:B15

Reference operator : (colon)

, (comma)

produces one reference to all the cells between two references, including the two references Union operator, which SUM(B5:B15,D5:D15) combines multiple references into one reference

Union Reference Union Reference is like to take several ranges in the cell and join them together into one big range. The union method seems to be like the follow described =sum(100,C2:C10,F7) What Function Alt key Perform In MS Excel If you're new to the ribbon, the information in this section can help you understand the ribbon's keyboard shortcut model. The ribbon comes with new shortcuts, called Key Tips. To make the Key Tips appear, press ALT.

To display a tab on the ribbon, press the key for the tabfor example, press the letter N for the Insert tab or M for the Formulas tab. This makes all the Key Tip badges for that tab's buttons appear. Then, press the key for the button you want. Alt + H key function It will Disappear the Shortcuts for the Functions keys in the ribbon tab . The by pressing the shortcut code the function will performed.

Shortcut Keys For The Microsoft Excel

Keys for entering, editing, formatting, and calculating data

Keystrokes for entering data

To do this: Complete a cell entry and select the cell below. Start a new line in the same cell. Fill the selected cell range with the current entry. Complete a cell entry and select the previous cell above. Complete a cell entry and select the next cell to the right. Complete a cell entry and select the previous cell to the left. Use this key: ENTER ALT+ENTER CTRL+ENTER SHIFT+ENTER TAB SHIFT+TAB

Keystrokes for entering data

To do this: Cancel a cell entry. Move one character up, down, left, or right. Move to the beginning of the line. Repeat the last action if possible. Fill down. Fill to the right. Define a name. Insert a hyperlink. Enter the date. Enter the time. Display a drop-down list of the values in the current column of a range. Undo the last action. Use this key: ESC ARROW KEYS HOME F4 or CTRL+Y CTRL+D CTRL+R CTRL+F3 CTRL+K CTRL+; (semicolon) CTRL+SHIFT+: (colon) ALT+DOWN ARROW CTRL+Z

Move and Scroll within Worksheets

Keystrokes to move and scroll within Worksheets To do this: Move one cell up, down, left, or right. Move to the edge of the current data region. (Data region: A range of cells that contains data and that is bounded by empty cells or worksheet borders.). Move to the beginning of the row. Move to the beginning of the worksheet. HOME CTRL+HOME Use this key: ARROW KEYS CTRL+ARROW KEY

Keystrokes to move and scroll within Worksheets To do this: Move to the last cell on the worksheet, in the bottom-most used row of the rightmost used column. Move down one screen. Move up one screen. Move one screen to the right. Move one screen to the left. Scroll to display the active cell. Moves one cell to the right in a worksheet. Moves between unlocked cells in a protected worksheet. Moves to the next option or option group in a dialogue box. Use this key: CTRL+END PAGE DOWN PAGE UP ALT+PAGE DOWN ALT+PAGE UP CTRL+BACKSPACE TAB

Move within a selected range

Keystrokes to move within a selected range To do this: Move from top to bottom within the selected range. Move from bottom to top within the selected range. Move from left to right within the selected range. If cells in a single column are selected, move down. Move from right to left within the selected range. If cells in a single column are selected, move up. Move clockwise to the next corner of the selected range. In nonadjacent selections, switch to the next selection to the right. Use this key: ENTER SHIFT+ENTER TAB SHIFT+TAB CTRL+. (Full stop) CTRL+ALT+RIGHT ARROW

Keystrokes to move within a selected range To do this: Switch to the next nonadjacent selection to the left. Use this key: CTRL+ALT+LEFT ARROW

Keys for selecting data and cells

Keystokes to select cells, rows and columns, and objects To do this: Select the entire column. Select the entire row. Selects the entire worksheet. With multiple cells selected, select only the active cell. With an object selected, select all objects on a sheet. Alternate between hiding objects, displaying objects, and displaying placeholders for objects. Use this key: CTRL+SPACE SHIFT+SPACE CTRL+A SHIFT+BACKSPACE CTRL+SHIFT+SPACE CTRL+6

Adding/Formatting Borders in Excel Adding lines and borders is a quick way to format important information in Excel. Column totals, blocks of data, or important titles and headings can all be made more visible by the addition of lines and borders. There are a great many options when it comes to adding and formatting lines and borders:

borders can be added to one or all sides of a cell or block of cells different thickness of lines can be used a variety of line styles are available there are a number of colors to choose from

The Borders option is located under the Home tab of the ribbon.

Example of Adding Borders in Excel

For help with this example, see the image above.
1. Enter

the 456 , 376 , 139

following

data

into

cells

C2

to

C4:

2. Click on cell C5. 3. Use AutoSUM feature to quickly sum the data. 4. Click on cell C4.
5. Click on the Home tab. 6. Click on the Borders option on the ribbon to open the drop down list. 7. Choose Bottom Double Border from the list.

8. A double line should appear below the data in cell C4. 9. The double lines indicate that the data in cell C5 is the total of the data in the three cells above.

The IF Function in Excel 2007

The IF function can be quite useful in a spreadsheet. It is used when you want to test for more than one value. For example, has a bill been paid or not? If it has, you can deduct the amount from the money you have left to spend; if it hasn't, keep it on your debt list. Later, you'll see how to use the IF Function to grade student exam scores. If the student has above 80, award an A grade; if the student has below 30, award a fail grade. The IF function introduces decision making into a spreadsheet. Depending on whether or not certain criteria are met, you can have the function place different results in one or more cells in the worksheet.

However, we want to display the following grades as well: A If the student B If the student C If the student D If the student FAIL If the student scores below 30 scores scores scores scores 80 60 45 30 or to to to above 79 59 44

With such a lot to check for, what will the IF Function look like? Here's one that works: =IF(B2>=80, "A", IF(B2>=60, "B", IF(B2>=45, "C", IF(B2 >=30, "D", "Fail" ) ) ) ) Quite long, isn't it? Look at the colours of the round brackets above, and see if you can match them up. What we're doing here is adding more IF Functions if the answer to the first question is NO. If it's YES, it will just display an "A". But take a look at our Student Exam spreadsheet now:

After the correct answer is displayed in cell B14 on the spreadsheet above, we used AutoFill for the rest! Don't worry if that long IF statement is making your brain hurt - it is quite complicated. In the next part, we'll take a look at Conditonal Formatting. This is about colouring cells depending on their values. Look nice on a spreadsheet!

MAX Function
The MAX function, one of Excel's statistical functions, is used to find the largest or maximum number in a given list of values or arguments. Example: Using Excel 's MAX Function For help with this example, see the image above. 1. Enter the following data into cells C1 to C6: 114,165,178,143,130,167. 2. Click on cell C7 - the location where the results will be displayed.
3. Click on the Formulas tab. 4. Choose More Functions > Statistical from the ribbon to open the function drop

down list.

5. Click on MAX in the list to bring up the function's dialog box.

6. Drag select cells C1 to C6 on the spreadsheet to enter the range into the dialog box. 7. Click OK. 8. The answer 178 should appear in cell C7 as it is the largest number in the selected range.
9. When you click on cell C7 the complete function = MAX (C1 : C6) appears in the

formula bar above the worksheet.

MIN Function
The MIN function, one of Excel's statistical functions, is used to find the smallest or minimum value in a list of numbers or arguments. Example Using Excel's MIN Function: For help with this example see the image above. 1. Click on cell C7 - the location where the results will be displayed.
2. Click on the Formulas tab. 3. Choose More Functions > Statistical from the ribbon to open the function drop

down list.
4. Click on MIN in the list to bring up the function's dialog box. 5. Drag select cells C1 to C6 on the spreadsheet to enter the range into the dialog box.

6. Click OK.
7. The answer 114 should appear in cell C7 as it is the smallest number in the

selected range.
8. When you click on cell C7 the complete function = MIN (C1 : C6) appears in the

formula bar above the worksheet. 9. Enter the following data into cells C1 to C6: 114,165,178,143,130,167. AVERAGE Function

Another common calculation in Excel is the AVERAGE function (Figure 7, 1). The AVERAGE function is a Statistical function which returns the arithmetic mean of a list of values. In other words, it adds up the total value of all the cells selected and divides it by the number of cells selected. Basic Concept: =AVERAGE(number1, number2, number3,) Example: =AVERAGE(B6:F6) The AVERAGE function, one of Excel's statistical functions, is used to find the average or arithmetic mean of a list of numbers. Example Using Excel's AVERAGE Function: Note: For help with this example, see the image above. 1. Enter the following data into cells C1 to C6: 11, 12, 13, 14, 15, 16. 2. Click on cell C7 - the location where the results will be displayed.
3. Click on the Formulas tab. 4. Choose More Functions > Statistical from the ribbon to open the function drop

down list.
5. Click on AVERAGE in the list to bring up the function's dialog box.

6. Drag select cells C1 to C6 in the spreadsheet to enter the range into the dialog box. 7. Click OK. 8. The answer 13.5, which is the average value for the data in cells C1 to C6, should appear in cell C7.
9. When you click on cell C7 the complete function = AVERAGE ( C1 : C6 ) appears

in the formula bar above the worksheet.

Filter to Analyze Subsets

If you have applied the Subtotal function to a section of your worksheet and want to see results for a specific category of information contained within that subtotal, you can hide rows by filtering the field. After filtering, the function will calculate with only the rows that are visible, allowing you to see customized results. For more information on filtering, refer to Filtering Your Database. 1. Select the row of column headings 2. From the Ribbon, select the Data command tab
3. In

the Pull-down

Sort lists

& Filter appear in

group, click each of the

FILTER selected

cells.

4. From

the desired pull-down list, select the desired option EXAMPLE: If you wanted to find the average age of sophomores, from the class cell's pull-down list, select Sophomore. The worksheet hides all other cells except those meeting the selected Filter criteria. The new average is shown in the same cell where the first subtotal appeared. 5. To return to the unfiltered view, from the Sort & Filter group, click FILTER

CHARTS Charts are visually appealing and make it easy for users to see comparisons, patterns, and trends in data. For instance, rather than having to analyze several columns of worksheet

numbers, you can see at a glance whether sales are falling or rising over quarterly periods, or how the actual sales compare to the projected sales. Create a Chart in Excel To create a chart:

Select the cells that contain the data you want use in the chart Click the Insert tab on the Ribbon Click the type of Chart you want to create

to

Types of charts available in the MS EXCEL

Column charts
Data that is arranged in columns or rows on a worksheet can be plotted in a column chart. Column charts are useful for showing data changes over a period of time or for illustrating comparisons among items. In column charts, categories are typically organized along the horizontal axis and values along the vertical axis.

Column charts have the following chart subtypes:

Clustered column and clustered column in 3-D Clustered column charts compare values across categories. A clustered column chart displays values in 2-D vertical rectangles. A clustered column in 3-D chart displays the data by using a 3D perspective only. A third value axis (depth axis) is not used.

You can use a clustered column chart type when you have categories that represent:
a) b) c)

Ranges of values (for example, item counts). Specific scale arrangements (for example, a Likert scale with entries, such as strongly agree, agree, neutral, disagree, strongly disagree). Names that are not in any specific order (for example, item names, geographic names, or the names of people). Stacked column and stacked column in 3-D Stacked column charts show the relationship of individual items to the whole, comparing the contribution of each value to a total across categories. A stacked column chart displays values in 2-D vertical stacked rectangles. A 3-D stacked column chart displays the data by using a 3-D perspective only. A third value axis (depth axis) is not used.

You can use a stacked column chart when you have multiple data and when you want to emphasize the total.

series

100% stacked column and 100% stacked column in 3-D 100% stacked column charts and 100% stacked column in 3-D charts compare the percentage that each value contributes to a total across categories. A 100% stacked column chart displays values in 2-D vertical 100% stacked rectangles. A 3-D 100% stacked column chart displays the data by using a 3-D perspective only. A third value axis (depth axis) is not used.

You can use a 100% stacked column chart when you have three or more data series and you want to emphasize the contributions to the whole, especially if the total is the same for each category.

3-D column 3-D column charts use three that you can modify (a horizontal axis, a vertical axis, and a depth axis), and they compare data points (data points: Individual values plotted in a chart and represented by columns, lines, pie or doughnut slices, dots,

axes

bars, and

various other shapes called data markers. Data markers of the same color constitute a data series.) along the horizontal and the depth axes.

You can use a 3-D column chart when want to compare data across the categories and across the series equally, because this chart type shows categories both the horizontal axis and the depth whereas the vertical axis displays the values.

you along axis,

Cylinder, cone, and pyramid Cylinder, cone, and pyramid charts are available in the same clustered, stacked, 100% stacked, and 3-D chart types that are provided for rectangular column charts, and they show and compare data the same way. The only difference is that these chart types display cylinder, cone, and pyramid shapes instead of rectangles.

Line charts
Data that is arranged in columns or rows on a worksheet can be plotted in a line chart. Line charts can display continuous data over time, set against a common scale, and are therefore ideal for showing trends in data at equal intervals. In a line chart, category data is distributed evenly along the horizontal axis, and all value data is distributed evenly along the vertical axis. You should use a line chart if your category labels are text, and are representing evenly spaced values such as months, quarters, or fiscal years. This is especially true if there are multiple seriesfor one series, you should consider using a category chart. You should also use a line chart if you have several evenly spaced numeric labels, especially years. If you have more than ten numeric labels, use a scatter chart instead.

Line charts have the following chart subtypes:

Line and line with markers Displayed

with markers to indicate individual data values, without, line charts are useful to show trends over time or ordered categories, especially when there are many data points and the order which they are presented is important. If there many categories or the values are approximate, a line chart without markers. or in are use

Stacked line and stacked line with markers Displayed with markers to indicate individual data values, or without, stacked line charts can be used to show the trend of the contribution of each value over time or ordered categories, but because it is not easy to see that the lines are stacked, consider using a different line chart type or a stacked area chart instead.

100% stacked line and 100% stacked line with markers Displayed with markers to indicate individual data values, or without, 100% stacked line charts are useful to show the trend of the percentage each value contributes over time or ordered categories. If there are many categories or the values are approximate, use a 100% stacked line chart without markers.

3-D line 3-D line charts show each row or column of data as a 3-D ribbon. A 3-D line chart horizontal, vertical, and depth axes that you can modify.

has

Pie charts
Data that is arranged in one column or row only on a worksheet can be plotted in a pie chart. Pie charts show the size of items in one data series (data series: Related data points that are plotted in a chart. Each data series in a chart has a unique color or pattern and is represented in the chart legend. You can plot one or more data series in a chart. Pie charts have only one data series.), proportional to the sum of the items. The data points (data points: Individual values plotted in a chart and represented by bars, columns, lines, pie or doughnut slices, dots, and various other shapes called data markers. Data markers of the same color constitute a data series.) in a pie chart are displayed as a percentage of the whole pie.

Consider using a pie chart when:

You only have one data series that you want to plot. None of the values that you want to plot are negative. Almost none of the values that you want to zero values. You do not have more than seven categories. The categories represent parts of the whole

plot are

pie.

Pie charts have the following chart subtypes:

Pie and pie in 3-D Pie charts display the contribution of each value to a total in a 2-D or 3-D format. You can pull out slices of a pie chart manually to emphasize the slices.

Pie of pie and bar of pie Pie of pie or bar of pie charts display pie charts with user-defined values that are extracted from the main pie chart and combined into a secondary pie chart or into a stacked bar chart. These chart types are useful when you want to make small slices in the main pie chart easier to distinguish.

Exploded pie and exploded pie in 3-D Exploded pie charts display the contribution of each value to a total while emphasizing individual values. Exploded pie charts can be displayed in 3-D format. You can change the pie explosion setting for all slices and individual slices, but you cannot move the slices of an exploded pie manually. If you want to pull out the slices manually, consider using a pie or pie in 3-D chart instead.

Bar charts
Data that is arranged in columns or rows on a worksheet can be plotted in a bar chart. Bar charts illustrate comparisons among individual items.

Consider using a bar chart when:

The axis labels are long.

The values that are shown are durations.

Bar charts have the following chart subtypes:

Clustered bar and clustered bar in 3D Clustered bar charts compare values across categories. In a clustered bar chart, the categories are typically organized along the vertical axis, and the values along the horizontal axis. A clustered bar in 3-D chart displays the horizontal rectangles in 3-D format; it does not display the data on three axes.

Stacked bar and stacked bar in 3D Stacked bar charts show the relationship individual items to the whole. A stacked bar chart displays the horizontal rectangles in 3format; it does not display the data on three

of in 3-D D axes.

100% stacked bar and 100% stacked bar in 3-D This type chart compares the percentage each value contributes to a across categories. A 100% stacked bar in 3-D chart displays the horizontal rectangles in 3-D format; it does not display the three axes.

of that total data on

Horizontal cylinder, cone, and pyramid These charts are available in the same clustered, stacked, and 100% stacked chart types that are provided for rectangular bar charts. They show and compare data the same way. The only difference is that these chart types display cylinder, cone, and pyramid shapes instead of horizontal rectangles.

Area charts
Data that is arranged in columns or rows on a worksheet can be plotted in an area chart. Area charts emphasize the magnitude of change over time, and can be used to draw attention to the total value across a trend. For example, data that represents profit over time can be plotted in an area chart to emphasize the total profit. By displaying the sum of the plotted values, an area chart also shows the relationship of parts to a whole.

Area charts have the following chart subtypes:

2-D area and 3-D area Whether they are shown in 2-D or in 3-D, area charts display the trend of values over time or other category data.3-D area charts use three axes (horizontal, vertical, and depth) that you can modify. As a rule, you should consider using a line chart instead of a nonstacked area chart, because data from one series can be obscured by data from another series.

Stacked area and stacked area in 3-D Stacked area charts display the trend of the contribution of each value over time or other category data. A stacked area

chart in 3-D is displayed in the same way but uses a 3-D perspective. A 3-D perspective is not a true 3-D chart a third value axis (depth axis) is not used.

100% stacked area and 100% stacked area in 3-D 100% stacked area charts display the trend of the percentage that each value contributes over time or other category data. A 100% stacked area chart in 3-D is displayed in the same way but uses a 3-D perspective. A 3-D perspective is not a true 3-D chart a third value axis (depth axis) is not used.

XY (scatter) charts Data that is arranged in columns and rows on a worksheet can be plotted in an xy (scatter) chart. Scatter charts show the relationships among the numeric values in several data series, or plots two groups of numbers as one series of xy coordinates. A scatter chart has two value axes, showing one set of numeric data along the horizontal axis (x-axis) and another along the vertical axis (y-axis). It combines these values into single data points and displays them in irregular intervals, or clusters. Scatter charts are typically used for displaying and comparing numeric values, such as scientific, statistical, and engineering data. Consider using a scatter chart when:

You want to change the scale of the horizontal axis. You want to make that axis a logarithmic scale. Values for horizontal axis are not evenly spaced. There are many data points on the horizontal axis. You want to effectively display worksheet data that includes pairs or grouped sets of values and adjust the independent scales of a scatter chart to reveal more information about the grouped values.

You want to show similarities between large sets of data instead of differences between data points. You want to compare many data points without regard to timethe more data that you include in a scatter chart, the better the comparisons that you can make.

To arrange data on a worksheet for a scatter chart, you should place the x values in one row or column, and then enter the corresponding y values in the adjacent rows or columns.

Scatter charts have the following chart subtypes:

Scatter with only markers This type of chart compares pairs of values. Use a scatter chart with data markers (data marker: A bar, area, dot, slice, or other symbol in a chart that represents a single data point or value that originates from a worksheet cell. Related data markers in a chart constitute a data series.) but without lines when you use many data points and connecting lines would make the data more difficult to read. You can also use this chart type when you do not have to show connectivity of the data points.

Scatter with smooth lines and scatter with smooth lines and markers This type of chart displays a smooth curve that connects the data points. Smooth lines can be displayed with or without markers. Use a smooth line without markers if there are many data points.

Scatter with straight lines and scatter with straight lines and markers This type of chart displays straight connecting lines between data points. Straight lines can be displayed with or without markers.

Stock charts
Data that is arranged in columns or rows in a specific order on a worksheet can be plotted in a stock chart. As its name implies, a stock chart is most often used to illustrate the fluctuation of stock prices. However, this chart may also be used for scientific data. For example, you could use a stock chart to indicate the fluctuation of daily or annual temperatures. You must organize your data in the correct order to create stock charts. The way stock chart data is organized in the worksheet is very important. For example, to create a simple high-low-close stock chart, you should arrange your data with High, Low, and Close entered as column headings, in that order.

Stock charts have the following chart sub-types:

High-low-close The high-low-close stock chart is used to illustrate stock prices. It requires three series values in the following order: high, low, and then

often of close.

Open-high-low-close This type of stock chart four series of values in the correct order (open, high, and then close).

requires low,

Volume-high-low-close This type of stock chart requires four series of values in the correct order (volume, high, low, and then close). It measures volume by using two value axes: one for the columns that measure volume, and the other for the stock prices.

Volume-open-high-low-close This type of stock chart requires five series of values in the correct order (volume, open, high, low, and then close).

Surface charts
Data that is arranged in columns or rows on a worksheet can be plotted in a surface chart. A surface chart is useful when you want to find optimum combinations between two sets of data. As in a topographic map, colors and patterns indicate areas that are in the same range of values. You can use a surface chart when both categories and data series are numeric values.

Surface charts have the following chart subtypes:

3-D surface 3-D surface charts show trends in values across two dimensions in a continuous curve. bands in a surface chart do not represent the data series; they represent the distinction between the values. This chart shows a 3-D view of the data, which can be imagined as a rubber sheet stretched a 3-D column chart. It is typically used to show relationships between large amounts of data that may otherwise be difficult to see.

Color

over

Wireframe 3-D surface When displayed without on the surface, a 3-D surface chart is called a wireframe 3-D surface chart. This chart shows only lines. A 3-D surface chart that is displayed without bands on any surface is called a wireframe 3-D surface chart. This chart shows only the lines.

color the color

Contour Contour charts are surface charts viewed above, similar to 2-D topographic maps. In a contour chart, color bands represent specific ranges values. The lines in a contour chart connect interpolated points of equal value.

from of

Wireframe contour Wireframe contour charts are surface charts viewed from above. Without color on the surface, a wireframe chart shows only the

also bands lines.

Doughnut charts
Data that is arranged in columns or rows only on a worksheet can be plotted in a doughnut chart. Like a pie chart, a doughnut chart shows the relationship of parts to a whole, but it can contain more than one data series (data series: Related data points that are plotted in a chart. Each data series in a chart has a unique color or pattern and is represented in the chart legend. You can plot one or more data series in a chart. Pie charts have only one data series.).

Doughnut charts have the following chart subtypes:

Doughnut Doughnut charts display data in rings, where each ring represents a data series. If percentages are displayed in data labels, each ring will total 100%.

Exploded Doughnut Much like exploded pie charts, exploded doughnut charts display the contribution of each value to a total while emphasizing individual values, but they can contain more than one data series.

Bubble charts
Data that is arranged in columns on a worksheet so that x values are listed in the first column and corresponding y values and bubble size values are listed in adjacent columns, can be plotted in a bubble chart. For example, you would organize your data as shown in the following example.

Bubble charts have the following chart subtypes:

Bubble or bubble with 3-D effect Both bubble chart types compare sets of three values instead of two. The third value determines the size of the bubble marker. You can choose to display bubbles in 2-D format or with a 3-D effect.

Radar charts
Data that is arranged in columns or rows on a worksheet can be plotted in a radar chart. Radar charts compare the aggregate values of several data series (data series: Related data points that are plotted in a chart. Each data series in a chart has a unique color or pattern and is represented in the chart legend. You can plot one or more data series in a chart. Pie charts have only one data series.). Radar charts have the following chart subtypes:

Radar and radar with markers With or without markers for individual data points, radar charts display changes in values relative to a center point.

Filled radar In a filled radar chart, the area covered by a data series is filled with a color.

Modify a Chart
Once you have created a chart you can do several things to modify the chart. To move the chart:

Click the Chart and Drag it another location on the same worksheet, or

Click the Move Chart button on the Design tab Choose the desired location (either a new sheet or a current sheet in the workbook)

To modify the labels and titles:

Click the Chart On the Layout tab, click the Chart Title or the Data Labels button Change the Title and click Enter

Chart Tools
The Chart Tools appear on the Ribbon when you click on the chart. The tools are located on three tabs: Design, Layout, and Format. Within the Design tab you can control the chart type, layout, styles, and location.

Within the Layout tab you can control inserting pictures, shapes and text boxes, labels, axes, background, and analysis.

Within the Format tab you can modify shape styles, word styles and size of the chart.

Introduction

to Microsoft PowerPoint 2007

An Introduction to Microsoft PowerPoint 2007

PowerPoint is a simple yet flexible and powerful tool for creating professional-looking slides. PowerPoint slides can be easily printed as handouts, and speakers' notes can be added. When run from the computer, the slides can incorporate sound, animation and video. Slides can be changed manually, or with pre-set timings. They can even be set to run unaccompanied in a continuous loop. Different effects can be used to merge one slide into another (transitions), and points on each slide can be built up one at a time (builds/animations). For use with more traditional audio-visual aids, the slides (text and graphics only!) can be printed onto paper or overhead transparencies.

STARTING POWERPOINT
1. Open PowerPoint by double-clicking the PowerPoint 2007 icon on the Desktop, or from Start/Programs/Microsoft Office/Microsoft PowerPoint 2007. The PowerPoint 2007 window appears displaying a blank presentation.

2. Observe the different elements in the window. At the top in the centre is the presentation name. An unsaved presentation has the name "Presentation" [number] Microsoft PowerPoint, but once a presentation is named and saved, the name and extension will appear. (PowerPoint 2007 presentations have the extension .pptx.)

The Ribbon
The most outstanding feature of PowerPoint 2007 is the Ribbon, which replaces the menus and toolbars found in previous versions of Microsoft PowerPoint.

The Ribbon Consists Of Three Areas:

Tabs - these are at the top of the ribbon, eg Home, Design, Animations, etc. Groups - each tab has its own set of groups - eg the Home tab contains the Clipboard,
Slides, Font, Paragraph, Drawing and Editing groups. Some groups also have a small button in the lower right-hand corner known as the Dialog Box Launcher from which further options are available. When a different tab is selected, the groups change accordingly.

Commands these are the buttons, boxes or menus relative to each group, eg the
alignment, and bullets and numbering buttons are in the Paragraph group, while Find and Replace are in the Editing group. (Note: resting the mouse pointer on a command will display a tip describing the feature.)

Using the ribbon is easy. Whenever you need to change something, click the relevant Tab, look in the correct Group, then click the command you need.

The Office Button

In the top left-hand corner of the window is the Office button, from where you find commands to open, save, print and close your presentation.

Quick Access Toolbar

Next to the Office button is the Quick Access Toolbar, which contains items you use regularly, eg the Save button, and the Undo and Redo last action buttons. Adding Commands to the Quick Access Toolbar

Not all available Office commands are available in the ribbon, but you can add them to the Quick Access Toolbar. To do this: 1. Click on the Office Button and then click on the PowerPoint Options button. 2. In the PowerPoint Options window, select Customize. 3. Click on the Choose commands from arrow and select Commands Not in the Ribbon.

4. Scroll down the list, locate and select the required command. 5. Click on the Add button and then click OK.

The Status Bar

The status bar at the bottom of the window can display items such as the current slide number, theme, language, etc. Right-click the bar, to select the options you require.

Zoom Slider
In the bottom-right hand corner of the window, on the status bar, is the Zoom slider. To view your document at different percentages, click the plus or minus buttons.

Views
When you start PowerPoint, the default view is Normal View .

Normal View - divides the window up into three working areas, allowing you to see
three different views simultaneously: Slide pane - gives you a detailed view of the layout of your current slide. You can build up the slides one at a time in this pane, including text and graphics. Outline/Slide tabs Outline shows the text of all the slides in your presentation. You can type in the text of your presentation directly into this pane instead of into individual slides and use it to move text between slides. Slide displays the slides as thumbnails. You can only select, copy, delete and change the order of slides in this pane. Notes pane - lets you add speakers' notes to individual slides. These will not be seen in the presentation, but can be printed out for the presenter.

Document View Buttons

These are situated next to the Zoom Slider. Simply click one of the buttons to view your document as Normal, Slide Sorter or Slide Show. Slide Sorter view used for re-ordering slides, and also for adding transition effects. This is covered in the section Working in Slide Sorter . Slide Show (from current slide) view used for presenting the slide show. Each slide is displayed without menus or tool bars. To exit from Slide Show, press the [Esc] key at the top left of your keyboard.

Adding Text to a Slide

If you have not already done so, start PowerPoint which will open a New Blank presentation. In the Slide pane, you will notice that there are two placeholders where text can be added. 1. Click in the title placeholder.

2. Type: Presentation Guidelines 3. Click in the subtitle placeholder and type your name. 4. Save your Presentation as: Presentation Guidelines

Creating a New Slide

1. On the Home tab, in the Slides group, click on New Slide. Notice the Layout gallery now displays thumbnails of different layouts to choose from.

2. Select the Title and Content option. 3. Add the title: The Four Steps to a Presentation 4. In the content placeholder type: Plan 5. Press [Enter]. 6. Type the following pressing [Enter] at the end of each word: Prepare Practise Present 7. Save your presentation.

Applying a Design
PowerPoint comes with a number of built-in designs. A design adds text colour, fonts, bullet styles, background colour and graphics to your slide show, at the touch of a button. 1. On the Design tab, in the Themes group, point to a Theme (eg, Civic). The Theme name will appear and you will now be able to see a Live Preview of how the Theme will look on your slide show. 2. Use the scroll buttons to the right of the Themes to view the different ones. 3. Try pointing to a few Themes to see how they change your presentation. 4. Apply the Flow theme to your presentation.

5. View the effect of your design on each slide, either in Slide View, or by running the Slide Show. Applying a design may change the following: The text font and colour. The background. The bullet style. A graphic may be added (eg circles)

Animation
Animation allows you to add a visual or sound effect to text or an object to emphasise it on your slide. For example, you can build text so that it appears one line at a time (ensuring that your audience doesn't read ahead during the presentation!), or you can hear a sound when a picture appears. Animation effects can be applied to individual objects (placeholders) in Normal view. To add the same animation to all slides, apply it in Slide Master view.

Applying Animation
1. In Normal view, click on Slide 2. 2. Click anywhere in the bulleted text list to display the text placeholder. 3. On the Animations tab, in the Animations group, click on the Animate button . 4. Point to each of the animation options to see how it will look in your slide show. 5. Select Fade All At Once. 6. Apply different animations to slides 3 - 6, and then Save your presentation. 7. Now run your slide show.

OTHER FEATURES
This chapter is for people who are confident with the basics, and want to explore more advanced or less common features. They do not strictly belong to an Introductory Guide, but are included here because they are included in the European Computer Driving Licence (ECDL) syllabus. Some of the features covered just give a brief description of what they do and how to access them.

Editing Text - Adjusting Line Spacing

1. Select Slide 2 (The Four Steps to a Presentation). 2. Select all four lines of text (in order to change the spacing between all four lines). 3. On the Home tab, in the Paragraph group, click on the Line Spacing button. and select 1.5. Editing Text - Changing Bullets Each design comes with its own bullet styles, but you can also choose your own. 1. Make sure that all four lines of text are selected on Slide 2.

2. In the Home tab, in the Paragraph group, click on the Bullets arrow. 3. Select an alternative bullet from the gallery. 4. Click on OK and view your changes. Adding Items to All Slides Using Slide Master Sometimes you may want to add a graphic to all of the slides in your presentation, eg a company logo. You can do this by adding the graphic to the Slide Master. Anything that you put on a Slide Master will appear on all of the slides. Note: It is useful to create a slide master before you start to build individual slides, rather than after. If you create the slide master first, all slides added to the presenation will be based on that slide master. If you create it afterwards, some items on the slides may not match the slide master design. Adding Headers and Footers (Including Slide Numbers) The simplest way to add the date and slide number to the Slide Master is via the Header and Footer command: 1. On the Insert tab, in the Text group, click on the Header & Footer button. Make sure that the Slide tab is selected in the Header and Footer window. 2. Click in the Date and Time box 3. Select Update automatically. This will put today's date on the slide each time you open it. 4. Click in the Slide number check box to select this option. 5. Click in the Footer check box and then type: Effective Presentations When presenting a slide show, the Header and Footer text can spoil the effect of the Title slide. To avoid this: 6. Click in the Don't show on title slide check box. 7. Click on the Apply to all button 8. View each slide to see the effect and then Save your work. An Introduction to Microsoft PowerPoint 2007 21 April 2008 Adding a Graphic

You may want to add a logo to all slides. For this example we will use an AutoShape from the Insert tab. 1. On the View tab, in the Presentation Views group, click on the Slide Master button. The Slide Masters will be displayed in the pane on the left of the screen. Please note the following important points: There is a Slide Master for each of the slide layouts. Point to each Slide Master to see a description and details of its use. Any changes made to the Slide Master (1) at the top of the pane, will be made to all of the slides in the presentation, regardless of the layout. You can delete any Slide Master layout not in use, - just right click on it and choosing Delete Layout. As well as changing the top Slide Master, you can change individual Slide Master layouts. This will only apply the changes to slides with the selected layout. You can create a Slide master and save it as a PowerPoint template (.potx) file. This is beyond the scope of this document. 2. Make sure the top slide master (1) is selected. 3. On the Insert tab, in the Illustrations group, click on the Shapes button and select the Smiley Face shape. 4. On the slide master, drag a shape about 1 cm ( inch) in diameter. Tip: Hold down the [Shift] key as you drag to keep the proportions of the shape. 5. Move the shape to the top right corner of the slide. 6. On the Slide Master tab, in the Close group, click on the Close Master View button. You will now be able to see the effect on each of your slides. Graphics arent usually added to the Title Slide layout in a presention, so to remove it: 7. In Slide Master view, select the Title Slide Layout master slide. 8. On the Slide Master tab, in the Background group, click on the Background Styles button and select Format Background. 9. In the Fill option, select Hide Background Graphics and then click on Close. 10. Close Master View and see the effect on your presentation.

11. Save your work. An Introduction to Microsoft PowerPoint 2007 April 2008 22 Tip: You can also hide background graphics on individual slides in Normal view Design tab - Background group Background Styles Format Background then as number 9 above.

Custom Animation
Custom Animation allows you to add different animation effects to each object on a slide. You can also choose in which order the animation effects will take place and control the timings of the effects. Note: You need to be in Normal View to set up Custom Animation. Steps to carrying out custom animation: In Normal View, on the Animations tab, Animations group, click on the Custom Animation button. The Custom Animation pane will appear. Select the object on your slide that you wish to animate. Click on the Add Effect button and select when you want the animation to take effect. From the Modify section, select other options for your animation. If you have animated several objects, select the order in which you want your animations to take place.

Creating Custom Animations:

To carry out the instructions in the next section you need to have added the arrow in the section Adding a Graphic on page 15. 1. In Normal View make sure that you are on slide 4. 2. In the Animations tab, Animations group, click on the Custom Animation button. The Custom Animation pane will appear. Note: The contents of the pane will depend very much on what animations you added in the section Applying Animation on page 19. 3. Select the arrow object on the slide. 4. In the Custom Animation pane click on the Add Effect button, select Entrance and then Fly In. Notice that each item is now numbered both on the slide and in the Custom Animation pane. The Re-Order buttons are now also available in the pane. 5. Add an effect to the picture (man and light bulb).

We will now change the order so that the arrow appears after the title when running the presentation. 6. Click on the Right Arrow in the Custom Animation pane to select it. 7. Click on the Re-Order button until the Right Arrow is item number 1. Your pane should be similar to the picture opposite.Click on the Play button to view the animations you have created. 8. Save your presentation. An Introduction to Microsoft PowerPoint 2007 April 2008 26 Modifying Animation Effects: In PowerPoint 2007, the Effects can be modified in many ways. To see the options available: 1. Select the required object on the slide. (It will also be selected in the Custom Animation pane.) 2. Click on the arrow button for the object in the pane and then select Effect Options. The Effects window will appear displaying the name of the animation effect in the Title bar. Tab Effects Effect ettings (eg From Bottom/Top). S Enhancements (eg add sound). Timing Start Delay Speed Repeat Text Animation Group Text by (eg first level paragraphs) Automatically after 1. Experiment with the different options available for both text and objects on your slide. Tip: To select text, click on the bulleted list to display the text placeholder. PowerPoint treats the text in a bulleted list as separate objects. To group the bulleted list so that it treated as one object: 1. On the slide, click on the text placeholder so that the border changes from a dashed border to a line border. 2. In the Custom Animation pane, click on the arrow button for the object and select Effect Options.

3. Select the Text Animation tab, click on the Group text: arrow and then select As One Object. To Remove Animation Effects Animation effects can be removed from any object on the slide. To do this: Select the object on the slide. Click on the Remove button in the Custom Animation pane. 4. When you have finished experimenting with Custom Animation, run the Slide Show for that slide to see the animation you have created.

CHARTS IN POWERPOINT 2007

Overview of data charting and graphing You can add a data chart or graph to your presentation in one of two ways:

You can create a chart or graph in your presentation. When you create a new chart in PowerPoint, you edit the data for that chart in Office Excel 2007, but the data is saved with the PowerPoint file. You can paste an Excel chart or graph into your presentation and link to the data in an Office Excel 2007 file. When you copy a chart from a saved Office Excel 2007 file and paste it into your presentation, the data in the chart is linked to that Excel file. If you want to change the data in the chart, you must make your changes to the linked worksheet in Office Excel 2007 and then refresh the data in your PowerPoint presentation. The Excel worksheet is a separate file and is not saved with the PowerPoint file.

Insert a chart or graph in your presentation

Do the following when you want to create a new chart or graph in PowerPoint:
2. In PowerPoint, click the placeholder (placeholders: Boxes with dotted borders that

are part of most slide layouts. These boxes hold title and body text or objects such as charts, tables, and pictures.) that you want to contain the chart.
3. On the Insert tab, in the Illustrations group, click Chart . 4. In the Insert Chart dialog box, click a chart, and then click OK.

Office Excel 2007 opens in a split window and displays sample data on a worksheet.

Sample data on an Excel worksheet

4. In Excel, to replace the sample data, click a cell on the worksheet, and then type the data that you want.
5. When you are finished inputting the data in Excel, on the File menu, click Close

(click the

in the upper right hand corner of Excel to close the worksheet).

Column Charts
Data that has to be arranged in columns or even rows can now be displayed in columns by plotting the data in column charts. These are useful for displaying the changes or difference over a period. This chart is good for making comparisons.

The data is arranged vertically. Categories are on the horizontal axis and the values are on the vertical axis. Some types of the Column chart are discussed below.

3D clustered Column charts

column

or

This helps in comparing the data across the categories. This either shows the data in vertical columns or 3D vertical columns. In 3d it uses the three dimensional perspective third axis known as the depth axis is not used.
o o

2D the as a

Range of values like item counts. Definite scale arrangement like the Likert scale where the data is generally arranged in five categories, which are strongly agree, neutral, agree, strongly disagree and disagree. Names not following any specific order when displayed together like geographical names, item names and even names of people.

3D Column These are charts having three axes which can be modified and are
used to compare the data along the depth as well as the horizontal axis. These three axes are vertical, horizontal and depth.

Cone, Cylinder and pyramid These three column charts cylinder, pyramid
and cone can also be displayed in the three forms that is the clustered, 3D and 100% stacked chart types.

Line charts
Data arranged in the columns or rows can also be plotted along a line. This type of arrangement is known as line chart. These types of charts can show continuous data over a range of time. The data must be set against the same scale. These types of charts are ideal for showing the trends of the data at same intervals. In these types f charts the

category data is arranged over the horizontal axis and the value data is arranged over the vertical axis.

These types of charts must be used when the data is in the text form and are spaced equally over time intervals like months, quarter, and even fiscal years. These types of charts are better for the multiple series. For the single series the category charts are better. The line charts must be used when there are numerous labels like years. If there are more than ten of the numeric labels then a scattered chart is better. These are of the following types:

Line with markers and Line These types of data are useful to highlight each data value or without highlighting the data values to show the trend over a period of time. More so when there are numerous data points and the order in which the data is arranged is important. If the data that is being plotted are of an approximate value the line chart without the marker must be used. Stacked line with the markers and Stacked Line The data can be showed with the markers to highlight the trend followed by these individual values in relation to their contribution to the whole data. But since the stacked charts are not very easily distinguishable stacked area chart types or different line chart type can be used. 100% stacked line with the markers and 100% stacked line Markers are added to each data values to highlight individual data. The stacked line charts are used to show the trend followed by the percentage contribution of each value to the whole. In case of several categories of data 100% stacked line chart without any marker must be used.

Pie charts
Data arranged in a single column or row in the Excel worksheet can only be plotted in the pie chart. In these types of charts the size of the item can be displayed in a single data series which increases and decreases with the sum of the items. The data points in the pie chart are displayed in the form of percentage of the whole data being represented in a pie.

Considering the use of pie charts in case:

There is only one data series that you have to plot. Any of the values that have to be plotted is not negative. None of the values that have to be plotted are zero. There must not be more than seven categories. All the categories must be a part of the pie chart.

Discussed below are the chart subtypes of Pie charts:

3D Pie and Pie In a pie chart the contribution of each value to the total is shown in 2D or a 3D format. The slices in the pie charts can be pulled out manually to highlight each value in a pie chart. Bar of Pie and Pie of Pie The Pie of Pie or the bar of pie chart displays all the values which are user defined. These values are cut out from the pie chart and displayed in a secondary pie chart or into the stacked bar chart. These pie charts are best for highlighting each slice in the pie 3D Exploded Pie and Exploded Pie These kinds of charts are useful when each individual value has to be highlighted to show their contribution to the total. These pie charts can be also shown in a 3D format.

Bar Charts
Data arranged in rows and columns in the Excel worksheets can be displayed through bar charts. The bar charts can be used to show the comparison among all the categories in the chart.

Bar charts can be used in cases:

When the axis labels are long enough. The values being displayed through the chart are durations.

The chart subtypes of the bar chart are explained below:

3D clustered bar and Clustered bar They help in comparing the values across the categories. In the clustered bar chart, the categories are plotted on the vertical axis and the values are plotted on the horizontal axis. Here the data are represented through horizontal rectangles which are 3D. The data here is not displayed on three axes. 3D Stacked bar and Stacked Bar In these charts the relationship of individual items with all the items on the chart is displayed. The data is represented through stacked 3D horizontal rectangle bars. Here the data is not displayed through three axes. 100% 3D Stacked bar and 100% Bar These charts help in comparing the percentage contribution of each value in the chart. The 100% Stacked 3D bar is displayed in the form of horizontal stacked 3D rectangle bar. Even these do not show the data through three axes. Horizontal Cone, Cylinder and Pyramid These charts are also available in the clustered, 100% Stacked and Stacked chart types, the same as the ones provided in the rectangular bar charts except that they are displayed .

Area Charts
All the Data that are arranged in Columns or even Rows in the Excel Worksheet can be easily plotted in the Area Charts. These charts are used to display the size of change over duration of time. These are also used for drawing attention towards the trend of the total

value over a period of time. Like a data which shows the profit over a particular time period can be displayed to highlight the total profit over that particular period of time.

The area chart also helps in showing the relationship of a part of data with the whole data. Discussed below are the chart subtypes of Area Charts:

3D and 2D area A chart helps in showing the trend followed by a particular set of data over a period of time. It can be displayed through 2D or 3D charts. The 3D charts have three axes, the horizontal, vertical and the depth axes to display the data and these can also be modified easily. However one must try and use the line chart instead of non stacked area chart as a rule. This is because the data from a series must be easily distinguishable from the data from any other series. 3D Stacked area and Stacked Area These types of Charts helps in displaying the trend of contribution of each value over a period of time or other categories of data. 100% 3D Stacked area and 100% Stacked Area These charts display the percentage contribution of each data to the whole over a particular time period. The 3D 100% stacked area chart shows the same data in the same way but in a 3D format.

XY Scatter Charts
Data that is arranged in rows and Columns on the Excel worksheet can also be displayed in an XY scatter chart. These charts highlight the relationship that the numeric values in the data series share. The two groups of numbers are plotted on the two x and y co ordinates.

These types of charts are used to display two sets of numeric data, one on the horizontal axis and the other on the vertical axis. These data are combined together and plotted at irregular intervals or even clusters. These charts are basically used for displaying as well as comparing the numeric values like the scientific, engineering and the statistical data. These scatter charts must be used in the following conditions:

If the scale of a horizontal axis has to be changed. If the horizontal axis has to be converted into a logarithmic scale. The values on the horizontal axis are not equally spaced out. There are several data points to be plotted on the horizontal axis. When you have to display the data on the worksheet that are in the form of pairs or groups. The scatter charts can help in emphasizing upon the individual categories therefore making the information that has to be shown through the grouped values easily understandable. You have to show the similarities that the large sets of data share instead of emphasizing upon the differences. A large group of data points have to be compared which have no relation to time. The large the number of data points the better will be the In order to arrange the data on a worksheet for plotting it on a scatter chart, you must place it on the x axis in a single row or Column and the corresponding Y values must be placed in the columns or rows adjacent to it.

Discussed below are the chart subtypes of the Scatter Charts:

Scatter Charts with the Markers These scatter charts helps in comparing the pair of values. The data markers must be used in a scatter chart but not with the lines as when there are too many data points, the connecting lines in between them makes

it illegible. These markers can also be used when the connectivity between the data points does not have to be displayed. Scatter charts with markers and smooth lines and Scatter charts with only smooth lines These charts display the connectivity between the data points with the help of smooth curves. These can be shown with markers or without the markers. When there are many data points then a smooth line without the markers must be used. Scatter Charts with markers and straight lines and Scatter charts with only straight lines These chart displays the connectivity between the data points with the help of straight lines. These straight lines can have the markers or they can be shown even without the markers.

Stock Charts
Data arranged in Columns and Rows on an Excel worksheet can be arranged in the form of Stock Charts. As the name itself shows, these charts are mainly used to show the fluctuation of the stock prices. The chart however can also be used to display scientific data. Like the fluctuating temperature can be shown with the help of these Stock charts. But the data has to be arranged in a specific order f it has to be plotted in a Stock chart.

Discussed below are the chart sub types of Stock Charts:

High Low Close These types of Stock charts are used to display the Stock Prices. The data is shown in the following series that is high, low and close, in the same order. Open high low Close Here the Chart has to display four values They must be arranged in the following order which is Open, high, low and then close. Volume High Low Close These types of the stock Chart also need data in these four series and in the same order as written in the heading. The volume is measured by using 2 value axes. One is for the column that helps in measuring volume and the other is for Stock prices. Volume Open High Low Close These charts display five series of data in the order mentioned in the heading.

Doughnut Charts

Data arranged in rows and columns on an excel worksheet can be easily plotted in a Doughnut Chart. Similar to the pie chart, these types of charts display the relationship between each value and the whole. There is one problem and that is it cannot have more than a single data series.

Discussed below are the chart subtypes of Doughnut Charts:

Doughnut These charts display data through rings. In these charts individual rings represent the data series. If the data labels are in percentage then each ring will be equal to 100%. Exploded Doughnut These are similar to the exploded pie charts where the exploded doughnuts help in displaying the contribution of each value to the whole and also highlighting each value. These types of charts cannot have more than one data series.

Bubble Charts
Data needs to be arranged in a specific style if it has to be plotted in a bubble chart. The x values must be in the first column, the Y values in the adjacent column and the values which will determine the bubble size has to be plotted in a third column adjacent to these columns.

The chart subtypes of the bubble chart have been explained below:

3D effect bubble chart or bubble Chart Both of these bubble chart types helping in comparing three sets of values instead of two. The third value determines the size of the bubble. One can display the bubbles in 3D format or 2D format.

Radar Charts
Data arranged in rows and columns on an excel worksheet can be plotted in radar chart. Radar charts helps comparing the average values various data series.

the in of

Discussed below are the chart subtypes of Radar Charts:

Radar with markers and radar Radar charts helps in displaying the changes in comparison to the center point. This can be highlighted with the markers pr without the markers. Filled radar In the filled up radar charts, the area that the data series covers is represented by filling it with a color.

Customizing a Chart
When you add a chart to your slide, PowerPoint chooses the formatting based on the theme of your slide. All of the elements of your chart can be customized, however, either by using another preset or by modifying the elements individually. Preset Formats & Styles For a quick way to change the look of your chart without having to change every individual element, PowerPoint provides a number of layouts and color schemes for each chart. 1. Click on the chart to select it. 2. The Chart Tools tabs appear, including separate tabs for Design, Layout, and Format. 3. To change the layout of your chart, in the Design tab under the Chart Layouts group, scroll through the layout gallery and select a new layout to apply it to your chart. NOTE: The layouts available will depend on the type of chart selected.

4. To change the style of your chart, in the Design tab under the Chart Styles group,

scroll through the style gallery and select a new style to apply it to your chart. NOTE: The styles available will depend on the type of chart selected.

Changing Elements Manually

PowerPoint lets you choose from among many elements to display on your charts -labels, gridlines, data points, etc. You can add or delete these elements at any time.

NOTE: The elements available for editing will depend on the type of chart chosen. 1. Click on the chart to select it. 2. The Chart Tools tabs appear, including separate tabs for Design, Layout, and Format. 3. In the Layout tab select the element you wish to change and choose the new formatting.

Use the drop down menu in this group to select specific elements of your chart to modify. Format Selection: This brings up the Format dialog where you can modify the formatting for your selected chart element. Reset to Match Style: This button will clear any custom formatting you have applied to the selected element.

Chart Title: Add, remove, or position the chart title. Axis Titles: Add, remove, or position the text used to label each axis. Legend: Add, remove, or position the chart legend. Data Labels: Add, remove, or position data labels. Use data labels to label the elements of the chart with their actual data values. Chart Data Table: Adds a table summarizing your data to the chart.

Axes: Change the layout and formatting of each axis. Hides the axes or their labels, switches axes, or changes the measurements displayed with each axes. Chart Gridlines: Turn gridlines on or off.

Plot Area: Turn the plot area on or off.

Chart Wall: Formats the color on the vertical walls behind the data on a threedimensional chart. Chart Floor: Formats the color on the horizontal floor below the data of a threedimensional chart. 3-D Rotation: Opens the Format Chart Area dialog, where you can set the threedimensional viewpoint of the chart.

Trendline: Hide or display a line that indicated the average course of data to the chart. Lines: Hide or display lines at data points which compare the data to other points or the axes, and clarify where each data point falls. Up/Down Bars: Hide or display bars between the lowest and highest numbers at a given point on the graph.