Notes on :Ms –Office / By : Neha Gupta
WHAT IS WORD PROCESSING ?
In simple language, word processing is nothing but processing of words, i.e. constructing sentences.In our day to day life we write different letters,prepare project reports, minutes of board meeting.These are some examples of word processing, Word processing is done in each and every office, the style may be different but the purpose is one communication.
In simple language, word processing is nothing but processing of words, i.e. constructing sentences.In our day to day life we write different letters,prepare project reports, minutes of board meeting.These are some examples of word processing, Word processing is done in each and every office, the style may be different but the purpose is one communication.
File Menu Commands
New : Opens a new document . When you choose New,you can create a new document.CTRL+N Open: Opens an existing document.You can open documents created with write,documents saved as text files.CTRL+0 Close: You can close a document without quitting Word.If you changed the document since you last saved it,Word asks if you want to save the document.CTRL + W Save: Saves changes to the document you have been working on. When you choose Save,the document remains open so you can continue working on it. CTRL + S Save As: Display the save As dialog box. Where you specify the name of the active document. F12 Save All : Saves all open document, macros, and text entries. Word asks you to confirm that you want to save each open document before saving it. Print: Print the document you have been working on .You can specify how many copies to print which pages to print, and the printing quality.CTRL+ P Page Set-up: Changes margins, paper source, paper size. and page orientation for the entire document'' .select the tab for the option you want.
Print Preview: Print preview show entire pages at a reduced size so that you can view one or more pages at a time.CTRL+F2
Exit: Closes the document you have been working on and ends the word session. You can save the document before quitting, ALT+ P4. |
EDIT MENU COMMANDS
Undo: Reverses changes you make in a document, such as editing, formating,checking spelling and inserting breaks footnotes and tables.
Repeat : Repeat the last change you made in a document ,such as editing, formatting , checking spelling and inserting breaks footnotes and tables. The name of the commands depends on the most recent action taken for examples. Repeat Typing or Repeat Bold.
Cut : Deletes the selected text or graphics .
Copy : Copies the selected text or graphics on the other location.
Paste : This command is used When any text or graphics is copied,you can paste the selected text.
Paste Special : Specifies the format the information will be in When it is inserted in to your file.
Clear : Deletes selected text or graphics. You cannot reinsert text or graphic deleted by using the clear commands,
Select All : Select the entire document.
Find : Searches for specified text , formatting .footnotes endnotes . or annotation marks in the active document.
Replace ; Opens the Replace dialog box. retaining any information typed in the Find What box, In the Replace with box. type the replacement text, and then specify any formatting you want to apply.
Go To : Moves the insertion point to a specified location in the document . For examples , you can move to a page number an annotation a footnotes or a bookmark.
Auto Text : Creates an Auto Text entry from selected text or graphic you frequently use.
Book Mark : Creates bookmark which are used to mark selected text, graphics, tables or other items so that you can move to those selected points quickly.
VIEW MENU
Word provides six ways to view documents on the screen.Each view allows you to concentrate on different aspects of your work.
Normal : Normal view is the default document view.Normal view shows text formatting but simplifies the lay out of the page so that you can type and edit quickly.Out line ; Creates or modifies an outline so that you can examine and work with the structure of a document .
Pagelayout : Switches a document to page layout view, A bullet next to the page layout commands on the view menu indicates that word is in page layout view.
Master Document : Displays a master document as an outline master document helps you organize and maintain a long document, such as book or a report, that is divided in to several separate document called subdocument.
Full Screen : Hides all screen elements, such as toolbars, menu, scroll bars, title bar, the ruler, the style area. and the status bar.
Header And Footer: Adds or changes text that word repeats at the top of every page(header) or the bottom of every page(fOOter) in a section or in an entire document.
Footnotes : Opens a note pane or moves the insertion point to the area of the document where you view and edit footnotes and endnotes. If the document has footnotes and endnotes, you can choose to view the footnotes area or the endnote area.
Annotation : Displays in the annotation pane the annotation that have been inserted in to document use this command to view or edit annotation.
Zoom : Controls how large or small a document appears on the screen. You can enlarge the display to make it easier it erase or reduce the display to view an entire page.
INSERT MENU
Break : Insert a page break . or section break at the insertion point.
Page Number : Inserts , formats , and position page number within a header or footer,
Annotation : Inserts an annotation mark . Which contained the reviewers initials and reference number, in to the document and opens the annotation pane in which you type the annotation The annotation mark appears in the document in hidden text format,
Date And Time : Insert the date or time in the format you specify. Select the time or date format you want.
Symbol : Inserts symbol that your printer can print even though they are not found on a standard keyboard - for example, the copy right @. or any symbol.
Footnote : Insert caption for tables illustration equations and other items.
Caption :- Insert caption for tables, illustration,equation, and other items.
Cross Reference : Insert a cross reference to an item in a document.
Frame : Creates a frame in the size and location you want. You can use frames to position any items exceptf ootnotes,
Endnotes and Annotations. You can also use a frame to give an item a specific position make textflow around an item. or collect several items in to a group so that they always stay together .
Undo: Reverses changes you make in a document, such as editing, formating,checking spelling and inserting breaks footnotes and tables.
Repeat : Repeat the last change you made in a document ,such as editing, formatting , checking spelling and inserting breaks footnotes and tables. The name of the commands depends on the most recent action taken for examples. Repeat Typing or Repeat Bold.
Cut : Deletes the selected text or graphics .
Copy : Copies the selected text or graphics on the other location.
Paste : This command is used When any text or graphics is copied,you can paste the selected text.
Paste Special : Specifies the format the information will be in When it is inserted in to your file.
Clear : Deletes selected text or graphics. You cannot reinsert text or graphic deleted by using the clear commands,
Select All : Select the entire document.
Find : Searches for specified text , formatting .footnotes endnotes . or annotation marks in the active document.
Replace ; Opens the Replace dialog box. retaining any information typed in the Find What box, In the Replace with box. type the replacement text, and then specify any formatting you want to apply.
Go To : Moves the insertion point to a specified location in the document . For examples , you can move to a page number an annotation a footnotes or a bookmark.
Auto Text : Creates an Auto Text entry from selected text or graphic you frequently use.
Book Mark : Creates bookmark which are used to mark selected text, graphics, tables or other items so that you can move to those selected points quickly.
VIEW MENU
Word provides six ways to view documents on the screen.Each view allows you to concentrate on different aspects of your work.
Normal : Normal view is the default document view.Normal view shows text formatting but simplifies the lay out of the page so that you can type and edit quickly.Out line ; Creates or modifies an outline so that you can examine and work with the structure of a document .
Pagelayout : Switches a document to page layout view, A bullet next to the page layout commands on the view menu indicates that word is in page layout view.
Master Document : Displays a master document as an outline master document helps you organize and maintain a long document, such as book or a report, that is divided in to several separate document called subdocument.
Full Screen : Hides all screen elements, such as toolbars, menu, scroll bars, title bar, the ruler, the style area. and the status bar.
Header And Footer: Adds or changes text that word repeats at the top of every page(header) or the bottom of every page(fOOter) in a section or in an entire document.
Footnotes : Opens a note pane or moves the insertion point to the area of the document where you view and edit footnotes and endnotes. If the document has footnotes and endnotes, you can choose to view the footnotes area or the endnote area.
Annotation : Displays in the annotation pane the annotation that have been inserted in to document use this command to view or edit annotation.
Zoom : Controls how large or small a document appears on the screen. You can enlarge the display to make it easier it erase or reduce the display to view an entire page.
INSERT MENU
Break : Insert a page break . or section break at the insertion point.
Page Number : Inserts , formats , and position page number within a header or footer,
Annotation : Inserts an annotation mark . Which contained the reviewers initials and reference number, in to the document and opens the annotation pane in which you type the annotation The annotation mark appears in the document in hidden text format,
Date And Time : Insert the date or time in the format you specify. Select the time or date format you want.
Symbol : Inserts symbol that your printer can print even though they are not found on a standard keyboard - for example, the copy right @. or any symbol.
Footnote : Insert caption for tables illustration equations and other items.
Caption :- Insert caption for tables, illustration,equation, and other items.
Cross Reference : Insert a cross reference to an item in a document.
Frame : Creates a frame in the size and location you want. You can use frames to position any items exceptf ootnotes,
Endnotes and Annotations. You can also use a frame to give an item a specific position make textflow around an item. or collect several items in to a group so that they always stay together .
Picture : Insert a graphic created in another application , You can also link a graphic to its source file so that Word will update the picture whenever you update the source file.
Object : Insert and embeds an object, such as chart or an equation in a document. The application in Which the object was created becomes active on the screen.
FORMAT MENU
Font : Applies or removes character formats from selected text or from the insertion point fbrward as you type, Changes font, style .font size, type of underline .colour, and font effects (such as superscript and hidden text)
Paragraph : Controls the appearance of paragraphs in the following ways:Aligns and indents paragraphs Controls spacing between lines and paragraphs Prevents page break Controls page breaks, automatic hyphenation, and line numbers.
Tabs : Controls the position and alignment of tab stopsand determines the type of leader character.
Borders And Shading : Adds border and shading to selected paragraphs, table cells, and frames.
Columns : Changes the number of columns in a section.If the document has only one section,word formats the entire document in the number of columns yon specify,Aalf you select text that you want to format in columns. Word inserts a section in to columns.
Change case : Changes selected characters to all uppercase letters, all lowercase letters, or a combination of uppercase and lowercase letters.
Drop cap : Formats a letter, word, or selected text as a large initial or dropped, capital letter. A IDrop Capl, Which is traditionally the first letter in a paragraph, can appear either in the left margin or dropped from the baseline of the first line in the paragraph.
Bullets And Numbering : Creates a bulleted or numbered list from a selected series of items in text or a series of cells in a table. To add or remove bullets or numbers quickly, click the Bullets button or the Numbering button on the Formatting toolbar.
Heading Numbering : Creates a numbered list from a series of items that are formatted with the built in heading styles,such as Heading 1, Heading 2, and so on.
Autoformat: Analyses a word document to identify specific elements and then formats the text by applying styles from the attached template. When word automatically formats a document it makes one or more of the following changes depending on the options you selected on the Autoformat in the options dialog box.
Style : Review modify or creates styles to selected text. To change styles select the style you want in thes style box on formatting toolbar.
Drawing Object : modifies the lines, colour, fill patterns ..size.and position of drawing objects.
TOOL MENU
Spelling : Checks spelling in the active document,including text in headers , footers . footnotes ,endnotes, and annotation .
Grammar : Checks your documents for possible grammar and style error and display suggestion for correcting them.
Thesaurus : Replaces a word or phrase in the document with a same meaning , synonym , antonym, or related word,
Hyphenation : Reduces raggedness in the right margin by inserting hyphens in words where needed.You can hyphenate a document automatically or manually.
Language : - Designates the language of selected text within a body of text written in more than one language. When proofing the document. Word automatically switches to the dictionary for the language indicated for each word. If the text is marked as a language for which word does not have a dictionary Word uses the dictionary of a related language. For examples, if you need to check a French - Canadian word but do not have a French - Canadian dictionary. Word uses a French dictionary.
Word Count :- Counts the number of pages, words ,characters, paragraphs, and lines in a document.
Auto Correct ;- Customise the settings used to correct text automatically as you type.
Mail Merge :- Merges the main document with the data source to produce mailing labels, personalised from letters, catalogs, and other type of merged documents.
Envelopes And Lables :- Prints an envelope, a single mailing label or the same name and address on an entire sheet of mailing labels.
Macro:- A Macro is a sort of shortcut in which we cah store a number of frequently occurring actions and execute them by running that macro instead of redoing the same actions frequently. You can Record a Macro and run it as and When Needed,
TABLE MENU
Insert Table :- Insert a table with the number of rows and columns you specify. To create a table, click the Insert Table button and drag over the grid to select the number of rows and columns you want . You can have up to 32 columns in a table.
Delete Cells :- Deletes the selected cells or the cell that contains the insertion point. This command appears on the Table menu When the insertion point is in a single cell and When you've selected one or more end -of-celi marks,
Splits Cells;- Splits a cell horizontally in tomultiple cells. A single cell is split according to the number of paragraphs marks in the cell.
Merge Cell :- Combines the contents of adjacent cells in to a single cell. This command is available only when you select two or more cells in a row, You can only merge cells horizontally.
Select Column :- Select the entire column that contains the insertion point. To select a column, click the top gridlines or border of the column, When the insertion point changes to a down arrow, click the left mouse button.
Select Row:- Selects entire roe that contains the insertion point. To select a row, click in the row selection bar to the left of the row.
Table Auto Format:- Automatically applies format. i ncluding predefined borders and shading to a table and also automatically resize a table, Select the type of border and shading you want.
Cell Height And Width:- Adjust the formatting of rows and columns in a table, You can also change the spacing and indentation of text within a cell or row in the same way that you format a text paragraph by using the horizontal ruler or paragraph command.
Headings :- If a table spans more than one page. You can automatically repeat the table headings on each page. Before choosing this command, select the rows or rows you want to use as a table heading, Make sure you include the top row of the table. If you make changes to text after identifying it as a tableheading.
Convert Text To Table;- Converts selected text to a table. Make sure you add separator characters before using this command.
Sort Text :- Arranges the information in selected rows. list, or series of paragraphs alphabetically, numerically, or by date. When the selection is not in a table, the name of the command changes to Sort Text. When sorting , Word treats any amount of text outside a table that is followed by a paragraph mark as a paragraph.
Formula:- Performs mathematically calculations on numbers and inserts the result of calculation as a field. In a table. Word inserts the field in the cell that contains the insertion point. Split Cell :- Splits a cell horizontally in to multiple cells. Asingle cell is split according to the paragraph marks in the cell.
Split Table:- Divides a table in two parts and inserts a paragraph mark above the row that contain the insertion point. If the original table starts at the beginning of a document and insertion point is the first row. Word inserts the paragraph*mark above the table. To insert a paragraph above a table,you can also position the insertion point at the beginning of the first cell and press ENTER.
Gridlines :- Display or hides the'.dotted lines that appear on the screen between cells in a table. Gridlines cannot be printed. To print lines between cells add borders add shading to a table.
WINDOW MENU
New Window;- Display different parts of a document or shows the same document in different view y opening a new window with the same contents as the active window.
Arrange All:- Display all open documents in windows that do not overlap on the word screen. Use this view to see windows that may be hidden or to organize the windows on the screen,
Split: Split a window in to two panes.The mouse pointer changes to indicates a split, You can adjust the split by using the arrow keys and then pressing ENTER.
Object : Insert and embeds an object, such as chart or an equation in a document. The application in Which the object was created becomes active on the screen.
FORMAT MENU
Font : Applies or removes character formats from selected text or from the insertion point fbrward as you type, Changes font, style .font size, type of underline .colour, and font effects (such as superscript and hidden text)
Paragraph : Controls the appearance of paragraphs in the following ways:Aligns and indents paragraphs Controls spacing between lines and paragraphs Prevents page break Controls page breaks, automatic hyphenation, and line numbers.
Tabs : Controls the position and alignment of tab stopsand determines the type of leader character.
Borders And Shading : Adds border and shading to selected paragraphs, table cells, and frames.
Columns : Changes the number of columns in a section.If the document has only one section,word formats the entire document in the number of columns yon specify,Aalf you select text that you want to format in columns. Word inserts a section in to columns.
Change case : Changes selected characters to all uppercase letters, all lowercase letters, or a combination of uppercase and lowercase letters.
Drop cap : Formats a letter, word, or selected text as a large initial or dropped, capital letter. A IDrop Capl, Which is traditionally the first letter in a paragraph, can appear either in the left margin or dropped from the baseline of the first line in the paragraph.
Bullets And Numbering : Creates a bulleted or numbered list from a selected series of items in text or a series of cells in a table. To add or remove bullets or numbers quickly, click the Bullets button or the Numbering button on the Formatting toolbar.
Heading Numbering : Creates a numbered list from a series of items that are formatted with the built in heading styles,such as Heading 1, Heading 2, and so on.
Autoformat: Analyses a word document to identify specific elements and then formats the text by applying styles from the attached template. When word automatically formats a document it makes one or more of the following changes depending on the options you selected on the Autoformat in the options dialog box.
Style : Review modify or creates styles to selected text. To change styles select the style you want in thes style box on formatting toolbar.
Drawing Object : modifies the lines, colour, fill patterns ..size.and position of drawing objects.
TOOL MENU
Spelling : Checks spelling in the active document,including text in headers , footers . footnotes ,endnotes, and annotation .
Grammar : Checks your documents for possible grammar and style error and display suggestion for correcting them.
Thesaurus : Replaces a word or phrase in the document with a same meaning , synonym , antonym, or related word,
Hyphenation : Reduces raggedness in the right margin by inserting hyphens in words where needed.You can hyphenate a document automatically or manually.
Language : - Designates the language of selected text within a body of text written in more than one language. When proofing the document. Word automatically switches to the dictionary for the language indicated for each word. If the text is marked as a language for which word does not have a dictionary Word uses the dictionary of a related language. For examples, if you need to check a French - Canadian word but do not have a French - Canadian dictionary. Word uses a French dictionary.
Word Count :- Counts the number of pages, words ,characters, paragraphs, and lines in a document.
Auto Correct ;- Customise the settings used to correct text automatically as you type.
Mail Merge :- Merges the main document with the data source to produce mailing labels, personalised from letters, catalogs, and other type of merged documents.
Envelopes And Lables :- Prints an envelope, a single mailing label or the same name and address on an entire sheet of mailing labels.
Macro:- A Macro is a sort of shortcut in which we cah store a number of frequently occurring actions and execute them by running that macro instead of redoing the same actions frequently. You can Record a Macro and run it as and When Needed,
TABLE MENU
Insert Table :- Insert a table with the number of rows and columns you specify. To create a table, click the Insert Table button and drag over the grid to select the number of rows and columns you want . You can have up to 32 columns in a table.
Delete Cells :- Deletes the selected cells or the cell that contains the insertion point. This command appears on the Table menu When the insertion point is in a single cell and When you've selected one or more end -of-celi marks,
Splits Cells;- Splits a cell horizontally in tomultiple cells. A single cell is split according to the number of paragraphs marks in the cell.
Merge Cell :- Combines the contents of adjacent cells in to a single cell. This command is available only when you select two or more cells in a row, You can only merge cells horizontally.
Select Column :- Select the entire column that contains the insertion point. To select a column, click the top gridlines or border of the column, When the insertion point changes to a down arrow, click the left mouse button.
Select Row:- Selects entire roe that contains the insertion point. To select a row, click in the row selection bar to the left of the row.
Table Auto Format:- Automatically applies format. i ncluding predefined borders and shading to a table and also automatically resize a table, Select the type of border and shading you want.
Cell Height And Width:- Adjust the formatting of rows and columns in a table, You can also change the spacing and indentation of text within a cell or row in the same way that you format a text paragraph by using the horizontal ruler or paragraph command.
Headings :- If a table spans more than one page. You can automatically repeat the table headings on each page. Before choosing this command, select the rows or rows you want to use as a table heading, Make sure you include the top row of the table. If you make changes to text after identifying it as a tableheading.
Convert Text To Table;- Converts selected text to a table. Make sure you add separator characters before using this command.
Sort Text :- Arranges the information in selected rows. list, or series of paragraphs alphabetically, numerically, or by date. When the selection is not in a table, the name of the command changes to Sort Text. When sorting , Word treats any amount of text outside a table that is followed by a paragraph mark as a paragraph.
Formula:- Performs mathematically calculations on numbers and inserts the result of calculation as a field. In a table. Word inserts the field in the cell that contains the insertion point. Split Cell :- Splits a cell horizontally in to multiple cells. Asingle cell is split according to the paragraph marks in the cell.
Split Table:- Divides a table in two parts and inserts a paragraph mark above the row that contain the insertion point. If the original table starts at the beginning of a document and insertion point is the first row. Word inserts the paragraph*mark above the table. To insert a paragraph above a table,you can also position the insertion point at the beginning of the first cell and press ENTER.
Gridlines :- Display or hides the'.dotted lines that appear on the screen between cells in a table. Gridlines cannot be printed. To print lines between cells add borders add shading to a table.
WINDOW MENU
New Window;- Display different parts of a document or shows the same document in different view y opening a new window with the same contents as the active window.
Arrange All:- Display all open documents in windows that do not overlap on the word screen. Use this view to see windows that may be hidden or to organize the windows on the screen,
Split: Split a window in to two panes.The mouse pointer changes to indicates a split, You can adjust the split by using the arrow keys and then pressing ENTER.
Introduction
Microsoft Excel is processing of numbering. In excel there is 256(IV) columns and 65536 Rows in one sheet. Tree spresheet contain one wookbook. The intersection of Row and Column called as cell. Cell pointed by cell pointer.
NEW : Creates anew workbook. A workbook contains number of sheets, of any type, in any order, limited only by available memory. Shortcut: CTRL+ N
OPEN : Use this command to open an existing file. In addition to opening Excel workbooks, you can also use this command to import files in different file formats from other applications, such as Lotus 1-2-3 file formats. Shortcut: CTRL+ 0
CLOSE : Closes the active workbook window. Shortcut: CTRL+ F4
SAVE : Saves changes made to the active workbook. Shortcut: CTRL+ S
SAVE AS : You can save your present open workbook file with a different name using the Save As command. Type a different name other than the present active workbook. Shortcut: F12
SAVE WORKSPACE : Saves the current open workbooks and their size and position on the screen.Steps: 1) Open any 5 .xls files. 2) Select the SaveWorkspace command and type' a< Filename >. An extension xlw. 3) Close all the files. 4)When you open saveworkspace file all the 5 files will open under one file name.
FIND FILE : Searches through drive and any directory in your system to find files that meet the specific criteria and displays the list of files mat it found.
SUMMARY INFO : You can enter the summary information such as the Title, Subject, Author, Keywords, and Comments so that you can find a file more quickly.
PAGE SET-UP : Tills command controls the appearance of printed sheets. Page Setup options apply to individual sheets within a workbook. With the help of this command you can :
a) Control the page scaling, paper size, print quality, starting page number.
b) Control the page margins, header and footer margins, and vertical and horizontal centering.
c) Select a header or footer from the built-in headers and footers.
d) Control print area, print titles, page order and row and column headings.
PRINT PREVIEW: Displays each page as it will look when printed.
PRINT : With Print command you can select printing options and print the selected sheet. You can also print a range within a sheet, selected sheets, or the entire workbook. Shortcuts: CTRL+ P
EXIT : Ends your Microsoft Excel work session. If you have made changes to any open workbook, you are asked if you wish to save those changes. Shortcut: AI-T+ P4
EDIT MENU
CUT : Removes the selected Characters in a cell or in the formula bar, and places it on the Clipboard. The cut characters are then available for pasting to a new location. Shortcut: CTRL+ X
COPY : Characters ttiat are copied from the cell or formula bar are placed on the Clipboard. The characters can then be pasted to a new location. Shortcut: CTRL+ C
PASTE : Pastes the contents which were Cut or Copied previously on the sheet The paste area can be a single cell, a range of cells , or a graphic object. Shortcut: CTRL+ V
PASTE SPECIAL : Paste Special can be used to combine the formulas or values in the copied cells with the formulas or values in the paste area cells. You specify whether the copied formulas or values are added to, subtracted from, multiplied by, or divided into the contents of the paste area cells.
FILL : Copies the contents and formats of cells from one side of a selected range into the remaining cells in the selection- Copied contents and formats replace existing contents and formats.
CLEAR : Removes the contents (formulas and data), formats, notes, or all three from selected cells on a worksheet. Shortcut: DEL
DELETE : The Delete command completely removes selected cells, rows, or columns from a worksheet. If you delete an entire row or column, rows or columns are shifted to fill the space.
DELETE SHEET : Permanently deletes the selected sheet or sheets from the workbook. You cannot undo this command. Before deleting, you are asked to confirm the deletion.
MOVE OR COPY SHEET : Moves or copies the selected sheets to another workbook or to a different location within the game workbook. Click on the sheet name and drag it to other location.
FIND : Searches selected cells or the entire worksheet for specified characters. Unless you select a range of cells, the Find command searches the entire worksheet Shortcuts : CTRL+ F
REPLACE : Finds and replaces characters in selected cells or on the entire worksheet. Unless you select a range of cells. Replace searches (he entire worksheet. If a group of sheets are selected. Replace operates on all of the sheets in the group. Shortcut: CTRL+ H 12.
GOTO : This option Finds Notes, Cells with text or sound annotations (i.e. comments) attached.
LINKS : Use the Links command on the Edit menu to,edit or change existing links and to open source documents (i.e. files from which other objects were inserted to Excel worksheet). You can link a Microsoft Excel chart to a Microsoft Word document also. Whenever you edit the chart in Microsoft Excel, your changes are displayed in me chart in the Microsoft Word document if it is open. If the Microsoft Word document is not open, the chart is updated the next time you open the document.
OBJECTS : Displays a submenu with commands that apply to the selected object. The commands change according to me type of objects selected. Some common commands that appear can be edited in the program in on the submenu are Convert, Edit, and Open. The Open command opens a selected object so it which it was created.
VIEW MENU
FORMULA BAR : Displays or hides the formula bar.
STATUS BAR : Displays or hides the Status bar.
LINKS : Use the Links command on the Edit menu to,edit or change existing links and to open source documents (i.e. files from which other objects were inserted to Excel worksheet). You can link a Microsoft Excel chart to a Microsoft Word document also. Whenever you edit the chart in Microsoft Excel, your changes are displayed in me chart in the Microsoft Word document if it is open. If the Microsoft Word document is not open, the chart is updated the next time you open the document.
OBJECTS : Displays a submenu with commands that apply to the selected object. The commands change according to me type of objects selected. Some common commands that appear can be edited in the program in on the submenu are Convert, Edit, and Open. The Open command opens a selected object so it which it was created.
VIEW MENU
FORMULA BAR : Displays or hides the formula bar.
STATUS BAR : Displays or hides the Status bar.
TOOLBAR : Displays or hides the Tool bar.
FULLSCREEN : Maximizes the Worksheet window and hides the Standard toolbar. Formatting toolbar, and status bar. Click the Full Screen button to return to normal view again.
ZOOM : This command allows you to enlarge a worksheet or chart sheet to see it in greater detail, or reduce the sheet to view more of it on your screen. You can select % Zoom setting, or type a zoom percentage between 10 and 400 percent.
INSERT MENU
CELLS : Inserts a range of blank cells equivalent in size and shape to the selected cell range. The selected cells are shifted to accommodate the insertion.
a) Shift Cells Right: Shifts the existing cells to the right when inserting.
b) Sftift Cells Down: Shifts the existing cells down when inserting.
c) Entire Row : Inserts an entire row above the selection.
d) Entire Column: Inserts an entire column to the left of the selection.
ROWS : Inserts anew blank row above the selected row. You can select several rows and the corresponding number ofrbws will be inserted.
COLUMNS : Inserts anew blank column to the left of me selected column. You can select several columns and the corresponding number of columns will be inserted.
WORKSHEET : Inserts anew worksheet to the left of the selected sheet.
CHART : Creates either an chart on a worksheet or aNew Chart sheet in the workbook. On This Sheet Command: Creates and places the Chart on the active work sheet. As New Sheet Command : This option creates and places the chart as anew chart sheet.
PAGE BREAK: Inserts and removes manual page breaks. Page breaks can be inserted above or to the left of the active cell. The command changes to Remove Page Break when the active cell is directly below or to the right of a manual page break.
FUNCTION : Inserts the selected function from the function command. You can use the function command to insert various formulas like SUM, AVERAGE, MAX, MEN etc. The Function command activates it, pastes an equal sign (=) followed by the selected function, and automatically enters the function into the selected cell.
NAME:
Define : Creates a name for a cell, range, constant or computed value. You can then use this name to refer to the cell, range, or value. Names make formulas easier to read. understand.. and maintain. Paste:Insert the selected name into formula bar is active and you begin a formula by typing an equal sign (==), choosing me Paste conmuna paisley tin," .-c-lpcied name at the insertion point.
Create : Creates names using labels in a selected range. Uses text in the top or bottom row, the left or right column, or any combination of a selected range to name the other cells in the range. Apply '. Searches formulas in the selected cells and replaces references with names defined for them, if they exist and lists all names defined in a workbook. Select the name or names you want to use in place of references.
NOTE : Attaches text or audio (i.e. sound) comments to a cell. A cell note indicator appears in the upper right corner of the cell when a note is attached. You can print notes using the Page Setup.
PICTURE : With this option you can insert a picture from a graphics file.
OBJECT : You can insert object by using two methods:
1. Create New : allows you to insert an object from another applications.
2. Create From File : inserts the contents of a file into your document so you can edit me material later using the application in which it was created.
FORMAT MENU
CELLS : Lists all available formats for a selected category.
Number: In anew worksheet, the default number format for all cells is the General format. Alisnment : Aligns the contents of selected cells to General, Left, Center, Right, Justified etc. Font : Select the font and its size you want, or type the name of the font in the box and apply styles like Bold, Italic etc.
Border: Adds or removes border lines in selected cells. Puts a border around the outer edges of the selection.
Pattern: Controls the pattern and pattern colour for the selected cell or cells. Protection: Determines whether cells will be locked and whether their formulas will be hidden. Locked cells cannot be edited if the document is protected. Hidden cells display their values, but no formula appears in the formula bar. Note : Locking cells has no effect unless the sheet is protected.
ROWS : Adjusts row height, and hides or unhides rows. You need to select only one cell in a row to change the height for the entire row. To change the height of all rows in a worksheet
1) select the entire worksheet.
2) Drag down the bottom border of the row heading to adjust the row height for the best fit.
COLUMNS : Changes the column width, and hides or unhides columns. Select only one cell in a column to change the width for the entire column. To change the width of all columns in a worksheet.
1) Select the entire worksheet.
2) Drag right the right border of the column heading to quickly adjust the column width.
SHEET : Enables you to rename, hide, or unhide sheets in a workbook.
Rename : Double click on the Sheet name Sh eetl and then Change the name to a more identifiable name e.g. BalanceSheet, Purchase, Sales.
AUTO FORMAT : Automatically applies a built-in combination of formats to a range of cells on a worksheet. MS - Excel provides a variety ofautoformats that apply formats for numbers, text alignments, fonts, borders, patterns and shading, column width, and row height.
STYLE : You can define a cell style by uhuoaitig Ihe combination of formats you want and assigning them a naiiiy. You can also apply me defined style to any worksheet in the workbuuk.
PLACEMENT : Determines the placement of the selected object relatived to other objects, (i.e. Whether you wish to bring an object in front of the other object. There should be at least two objects for this command to work.
1) Bring To Front: Places one or more selected objects in front of all other objects. Has no effect if (he selected object is already in front.
2) Send To Back: Places one or more selected objects behind all other objects.
TOOLS MENU
SPELLING : It is a good habit to check for spelling mistakes after you fill your data in a sheet. This command checks the spelling of text in worksheets and charts, including text in text boxes, headers and footers, cell notes, or the formula bar. When MS-Excel encounters a word that is not in its dictionary, a dialogue box appears to help you correct the possible spelling mistakes.
AUDITING : This command is useful to trace the flow and trace the inter-connection of various cells and their contents (usually formulas). If a formula or cell content (e.g. a value) is linked to different cells, you can trace out the source values which are supplied to the formula.
Trace Precedents :Draws arrows from all cells that supply values directly to the fonnula in the active cell. (precedents).
Trace Dependents : Draws arrows from the active cell to cells with formulas that use the values in the active cell (dependents),
GOAL SEEK : Adjusts the value in a specified cell until a formula dependent on that cell reaches fee result you specify.
SCENARIOS : You can create and save sets of input values that produce different results as scenarios. A scenario is a group of input values called changing cells saved with a name you provide, Each set of changing cells represents a set of what-if assumptions that you can apply to a workbook model to see the effects on other parts of the model. You can define up to 32 changing cells per scenario.
PROTECTION : MS-Excel provides several ways you can limit the ability of unauthorized people to see and change a workbook after it is opened. You can Protect a workbook's windows so that they can't be moved or resized and Protect a workbook's structure so sheets in the workbook can't be moved, deleted, hidden, unhidden, or renamed, and new sheets can't be inserted into it.
MACRO A RECORD MACRO : You can record a macro, and then run it (play it back). Macro is a technique that reduces many keyboard and mouse actions to a single command. Consider recording a macro anytime you find yourself regularly typing the same keystrokes, choosing me same commands, or going through the same sequence of actions.
DATA MENU
SORT : Use the Sort command to arrange rows in a list according to the contents of particular columns in a Ascending order (A- Z) or a. Descending order (7,-A»
FILTER : Displays jOnlytho^e rjaws in-aJiBt that match the value in the active cell and mserte drop-down arrows next to each column label. Selecting an item from a drop-down list temporarily hides rows that do not contain that item. You can redisplay all the data in your list by using the Show All command, or remove the AutoFilter drop-down arrows by clearing me AutoFilter command. How to use Auto Filter: Suppose you have typed some Names, Qty, Unit Price, Total Sales in four different columns. On the topmost row type the Data labels such as Names, Qty, Unit Price, Total Sales. Select the range containing the Data Labels , and apply Autofilter. You will find drop down arrows on the data labels. Here you can click on the arrow containing die Data label Names. Select any name e.g. "Harr". You will find that the Auto filter will display only the rows in the entire list of rows that have the name "Hari" . You can apply your own criteria's too. Using Advanced Filter : The Advanced Filter command enables you to find rows by using more complex criteria, such as "Sales by Hari for more than Rs. 5000/-."
FULLSCREEN : Maximizes the Worksheet window and hides the Standard toolbar. Formatting toolbar, and status bar. Click the Full Screen button to return to normal view again.
ZOOM : This command allows you to enlarge a worksheet or chart sheet to see it in greater detail, or reduce the sheet to view more of it on your screen. You can select % Zoom setting, or type a zoom percentage between 10 and 400 percent.
INSERT MENU
CELLS : Inserts a range of blank cells equivalent in size and shape to the selected cell range. The selected cells are shifted to accommodate the insertion.
a) Shift Cells Right: Shifts the existing cells to the right when inserting.
b) Sftift Cells Down: Shifts the existing cells down when inserting.
c) Entire Row : Inserts an entire row above the selection.
d) Entire Column: Inserts an entire column to the left of the selection.
ROWS : Inserts anew blank row above the selected row. You can select several rows and the corresponding number ofrbws will be inserted.
COLUMNS : Inserts anew blank column to the left of me selected column. You can select several columns and the corresponding number of columns will be inserted.
WORKSHEET : Inserts anew worksheet to the left of the selected sheet.
CHART : Creates either an chart on a worksheet or aNew Chart sheet in the workbook. On This Sheet Command: Creates and places the Chart on the active work sheet. As New Sheet Command : This option creates and places the chart as anew chart sheet.
PAGE BREAK: Inserts and removes manual page breaks. Page breaks can be inserted above or to the left of the active cell. The command changes to Remove Page Break when the active cell is directly below or to the right of a manual page break.
FUNCTION : Inserts the selected function from the function command. You can use the function command to insert various formulas like SUM, AVERAGE, MAX, MEN etc. The Function command activates it, pastes an equal sign (=) followed by the selected function, and automatically enters the function into the selected cell.
NAME:
Define : Creates a name for a cell, range, constant or computed value. You can then use this name to refer to the cell, range, or value. Names make formulas easier to read. understand.. and maintain. Paste:Insert the selected name into formula bar is active and you begin a formula by typing an equal sign (==), choosing me Paste conmuna paisley tin," .-c-lpcied name at the insertion point.
Create : Creates names using labels in a selected range. Uses text in the top or bottom row, the left or right column, or any combination of a selected range to name the other cells in the range. Apply '. Searches formulas in the selected cells and replaces references with names defined for them, if they exist and lists all names defined in a workbook. Select the name or names you want to use in place of references.
NOTE : Attaches text or audio (i.e. sound) comments to a cell. A cell note indicator appears in the upper right corner of the cell when a note is attached. You can print notes using the Page Setup.
PICTURE : With this option you can insert a picture from a graphics file.
OBJECT : You can insert object by using two methods:
1. Create New : allows you to insert an object from another applications.
2. Create From File : inserts the contents of a file into your document so you can edit me material later using the application in which it was created.
FORMAT MENU
CELLS : Lists all available formats for a selected category.
Number: In anew worksheet, the default number format for all cells is the General format. Alisnment : Aligns the contents of selected cells to General, Left, Center, Right, Justified etc. Font : Select the font and its size you want, or type the name of the font in the box and apply styles like Bold, Italic etc.
Border: Adds or removes border lines in selected cells. Puts a border around the outer edges of the selection.
Pattern: Controls the pattern and pattern colour for the selected cell or cells. Protection: Determines whether cells will be locked and whether their formulas will be hidden. Locked cells cannot be edited if the document is protected. Hidden cells display their values, but no formula appears in the formula bar. Note : Locking cells has no effect unless the sheet is protected.
ROWS : Adjusts row height, and hides or unhides rows. You need to select only one cell in a row to change the height for the entire row. To change the height of all rows in a worksheet
1) select the entire worksheet.
2) Drag down the bottom border of the row heading to adjust the row height for the best fit.
COLUMNS : Changes the column width, and hides or unhides columns. Select only one cell in a column to change the width for the entire column. To change the width of all columns in a worksheet.
1) Select the entire worksheet.
2) Drag right the right border of the column heading to quickly adjust the column width.
SHEET : Enables you to rename, hide, or unhide sheets in a workbook.
Rename : Double click on the Sheet name Sh eetl and then Change the name to a more identifiable name e.g. BalanceSheet, Purchase, Sales.
AUTO FORMAT : Automatically applies a built-in combination of formats to a range of cells on a worksheet. MS - Excel provides a variety ofautoformats that apply formats for numbers, text alignments, fonts, borders, patterns and shading, column width, and row height.
STYLE : You can define a cell style by uhuoaitig Ihe combination of formats you want and assigning them a naiiiy. You can also apply me defined style to any worksheet in the workbuuk.
PLACEMENT : Determines the placement of the selected object relatived to other objects, (i.e. Whether you wish to bring an object in front of the other object. There should be at least two objects for this command to work.
1) Bring To Front: Places one or more selected objects in front of all other objects. Has no effect if (he selected object is already in front.
2) Send To Back: Places one or more selected objects behind all other objects.
TOOLS MENU
SPELLING : It is a good habit to check for spelling mistakes after you fill your data in a sheet. This command checks the spelling of text in worksheets and charts, including text in text boxes, headers and footers, cell notes, or the formula bar. When MS-Excel encounters a word that is not in its dictionary, a dialogue box appears to help you correct the possible spelling mistakes.
AUDITING : This command is useful to trace the flow and trace the inter-connection of various cells and their contents (usually formulas). If a formula or cell content (e.g. a value) is linked to different cells, you can trace out the source values which are supplied to the formula.
Trace Precedents :Draws arrows from all cells that supply values directly to the fonnula in the active cell. (precedents).
Trace Dependents : Draws arrows from the active cell to cells with formulas that use the values in the active cell (dependents),
GOAL SEEK : Adjusts the value in a specified cell until a formula dependent on that cell reaches fee result you specify.
SCENARIOS : You can create and save sets of input values that produce different results as scenarios. A scenario is a group of input values called changing cells saved with a name you provide, Each set of changing cells represents a set of what-if assumptions that you can apply to a workbook model to see the effects on other parts of the model. You can define up to 32 changing cells per scenario.
PROTECTION : MS-Excel provides several ways you can limit the ability of unauthorized people to see and change a workbook after it is opened. You can Protect a workbook's windows so that they can't be moved or resized and Protect a workbook's structure so sheets in the workbook can't be moved, deleted, hidden, unhidden, or renamed, and new sheets can't be inserted into it.
MACRO A RECORD MACRO : You can record a macro, and then run it (play it back). Macro is a technique that reduces many keyboard and mouse actions to a single command. Consider recording a macro anytime you find yourself regularly typing the same keystrokes, choosing me same commands, or going through the same sequence of actions.
DATA MENU
SORT : Use the Sort command to arrange rows in a list according to the contents of particular columns in a Ascending order (A- Z) or a. Descending order (7,-A»
FILTER : Displays jOnlytho^e rjaws in-aJiBt that match the value in the active cell and mserte drop-down arrows next to each column label. Selecting an item from a drop-down list temporarily hides rows that do not contain that item. You can redisplay all the data in your list by using the Show All command, or remove the AutoFilter drop-down arrows by clearing me AutoFilter command. How to use Auto Filter: Suppose you have typed some Names, Qty, Unit Price, Total Sales in four different columns. On the topmost row type the Data labels such as Names, Qty, Unit Price, Total Sales. Select the range containing the Data Labels , and apply Autofilter. You will find drop down arrows on the data labels. Here you can click on the arrow containing die Data label Names. Select any name e.g. "Harr". You will find that the Auto filter will display only the rows in the entire list of rows that have the name "Hari" . You can apply your own criteria's too. Using Advanced Filter : The Advanced Filter command enables you to find rows by using more complex criteria, such as "Sales by Hari for more than Rs. 5000/-."
FORM : A data form provides a simple way to view,change , add and delete individual records from a list or database,or to find specific records based on criteria you specify.when you choose the form command from the Data menu, Excel reads your data and display a data form.Adata form displays one complete record at a time. When you enter or edit data on the data form, Ms-Excel changes the corresponding cells in the list. To use a data form your list should have column labels.
SUBTOTALS: this command calculates a subtotal for the column you select and insert subtotal rows in the current list. First sort your list using the Sort command before you use Subtotal command .
TABLE: Creates a data table based on input values and formulas you defined in a worksheet. Use this command to show the result of substituting different values in one or more formulas.
TEXT TO COLUMNS: With this command you can distribute text from one column in to a number of columns. The text wizard guides you through a series of dialogue boxes and then distribute the selected data in to columns. The range you convert can be any number of rows high , but only one column wide.The converted columns you are converting and then fills cells to the right, unless you enter a reference to a different location in the Destination box.
CONSOLIDATE: summarizes the data from one or more source areas and displays it in a table in a destination area. To consolidate data , you first define a destination area where the summarized information should appear.
WINDOW MENU
NEW WINDOW: this command option creates an additional window for the active workbook so you can view different parts of your workbook at the sametime.
ARRANGE: The Arrange command provides ways to arrange windows. You can arrange individual windows by dragging then with the mouse. You can also arrange individual windows by using the Move & Size command on the Control menu.
HIDE & UNHIDE: Hides the active workbook window or makes a hidden window visible.
SPLIT /REMOVE SPLIT: The split command splits the active window in to two of four panes. This command allows you to scroll multiple areas simultaneously. The Remove Split command removes the split.
FREEZE PANES: The Freeze Panes command freezes the top pane the left pane, or both on the active worksheet. This command is useful for keeping row or column titles fixed on the screen while you move up or down through long lists on a worksheet. The Unfreeze Panes command unfreezes frozen panes on your worksheet.
NEW WINDOW: this command option creates an additional window for the active workbook so you can view different parts of your workbook at the sametime.
ARRANGE: The Arrange command provides ways to arrange windows. You can arrange individual windows by dragging then with the mouse. You can also arrange individual windows by using the Move & Size command on the Control menu.
HIDE & UNHIDE: Hides the active workbook window or makes a hidden window visible.
SPLIT /REMOVE SPLIT: The split command splits the active window in to two of four panes. This command allows you to scroll multiple areas simultaneously. The Remove Split command removes the split.
FREEZE PANES: The Freeze Panes command freezes the top pane the left pane, or both on the active worksheet. This command is useful for keeping row or column titles fixed on the screen while you move up or down through long lists on a worksheet. The Unfreeze Panes command unfreezes frozen panes on your worksheet.
Common file extensions
Text Files
| |
.doc
|
Microsoft Word Document
|
.docx
|
Microsoft Word Open XML Document
|
.log
|
Log File
|
.odt
|
Open Document Text Document
|
.pages
|
Pages Document
|
Plain Text File
| |
Data Files
| |
.dat
|
Data File
|
.pps
|
PowerPoint Slide Show
|
PowerPoint Presentation
| |
.sdf
|
Standard Data File
|
Audio Files
| |
.aif
|
Audio Interchange File Format
|
.iff
|
Interchange File Format
|
.ra
|
Real Audio File
|
.wav
|
WAVE Audio File
|
.wma
|
Windows Media Audio File
|
Video Files
| |
Advanced Systems Format File
| |
Flash Video File
| |
MPEG-4 Video File
| |
MPEG Video File
| |
Real Media File
| |
SubRip Subtitle File
| |
Shockwave Flash Movie
| |
Windows Media Video File
| |
3D Image Files
| |
Rhino 3D Model
| |
3D Studio Scene
| |
3ds Max Scene File
| |
Wavefront 3D Object File
| |
Raster Image Files
| |
Bitmap Image File
| |
DirectDraw Surface
| |
Graphical Interchange Format File
| |
JPEG Image
| |
Portable Network Graphic
| |
PaintShop Pro Image
| |
Targa Graphic
| |
Thumbnail Image File
| |
Tagged Image File
| |
Tagged Image File Format
| |
YUV Encoded Image File
| |
Vector Image Files
| |
Adobe Illustrator File
| |
Encapsulated PostScript File
| |
PostScript File
| |
Scalable Vector Graphics File
| |
Page Layout Files
| |
Adobe InDesign Document
| |
Picture File
| |
Portable Document Format File
| |
Spreadsheet Files
| |
Works Spreadsheet
| |
Excel Spreadsheet
| |
Microsoft Excel Open XML Spreadsheet
| |
Database Files
| |
Access 2007 Database File
| |
Database File
| |
Database File
| |
Microsoft Access Database
| |
Program Database
| |
Structured Query Language Data File
| |
Executable Files
| |
Android Package File
| |
Mac OS X Application
| |
DOS Batch File
| |
Common Gateway Interface Script
| |
DOS Command File
| |
Windows Executable File
| |
Windows Gadget
| |
Java Archive File
| |
Program Information File
| |
VBScript File
| |
Windows Script File
| |
Game Files
| |
Video Game Demo File
| |
Saved Game File
| |
Nintendo (NES) ROM File
| |
N64 Game ROM File
| |
Saved Game
| |
CAD Files
| |
AutoCAD Drawing Database File
| |
Drawing Exchange Format File
| |
Web Files
| ||
Active Server Page
| ||
Active Server Page Extended File
| ||
Internet Security Certificate
| ||
ColdFusion Markup File
| ||
Hypertext Markup Language File
| ||
Hypertext Markup Language File
| ||
JavaScript File
| ||
Java Server Page
| ||
Extensible Hypertext Markup Language File
| ||
Backup Files
| |
Backup File
| |
Temporary File
| |
WINDOWS BASIC TERMS :
Spell and Grammar Check
Not only does Word allow you to Undo possible mistakes in your document and Paste corrections, it also automatically reviews your grammar and spelling as you type. Green wavy lines are placed underneath possible grammar mistakes and a red wavy line under possible spelling mistakes. All of Word's grammar and spelling errors may not be correct, so you can choose to ignore these error markings and keep typing, or you can correct the mistakes and/or add the corrections to Word's dictionary.
The Menu Bar
Each Office XP program features a menu bar. The menu bar is made up of many different menus. Each menu contains commands that enable you to work within the program.
Office XP programs have very similar menus. Remember, the menus and menu commands slightly differ because each program performs a different function.
For example, Word 2002's menu bar is made up of the File, Edit, View, In
ON: When a computer is on, you should see images on the monitor, possibly hear a “whirring” noise coming from the CPU (hopefully not too loud!), and the pointer on the screen (the small white arrow) should respond when you move the mouse.
SLEEP MODE: Most computers have a mode called “Sleep,” in which the computer is on, but has assumed an energy-efficient, minimal power mode. To “wake” the computer, simply move the mouse around or press the space bar on the keyboard, and it will “wake up” and return to the exact same place that it was when it went to sleep. In other words, if you were using a word processing program and the computer went to sleep, it would return to exactly what you were working on when it wakes up.
· OFF: This is exactly what it sounds like: The computer is off, and no parts are running or working. The monitor is black (no images), there is no “whirring” sound from the CPU, and the computer is unresponsive to mouse movements or pressing keys on the keyboard. The power button (if it lights up) should not be lit up.
IMPORTANT TERMS :
MS Excel
Workbook :Also called a spreadsheet, the Workbook is a unique file created by Excel XP.
Title ba
The Title bar displays both the name of the application and the name of the spreadsheet.
The Title bar displays both the name of the application and the name of the spreadsheet.
Menu bar 
The Menu bar displays all the menus available for use in Excel XP. The contents of any menu can be displayed by clicking on the menu name with the left mouse button.
The Menu bar displays all the menus available for use in Excel XP. The contents of any menu can be displayed by clicking on the menu name with the left mouse button.
Toolbar : Some commands in the menus have pictures or icons associated with them. These pictures may also appear as shortcuts in the Toolbar.
Column Headings :
Each Excel spreadsheet contains 256 columns. Each column is named by a letter or combination of letters.
Row Headings
Each spreadsheet contains 65,536 rows. Each row is named by a number.
Name Box :
Shows the address of the current selection or active cell.
Formula Bar
Displays information entered-or being entered as you type-in the current or active cell. The contents of a cell can also be edited in the Formula bar.
Cell
A cell is an intersection of a column and row. Each cell has a unique cell address. In the picture above, the cell address of the selected cell is B3. The heavy border around the selected cell is called the cell pointer.
Navigation Buttons and Sheet Tabs
: Navigation buttons allow you to move to another worksheet in an Excel workbook. Used to display the first, previous, next or last worksheets in the workbook.Sheet tabs separate a workbook into specific worksheets. A Workbook defaults to three worksheets. A Workbook must contain at least one worksheet.
Creating a workbook : A blank workbook is displayed when Microsoft Excel XP is first opened. You can type information or design a layout directly in this blank workbook.
To Create an Excel XP Workbook:
- Choose File
New from the menu bar.
- The New Workbook task pane opens on the right side of the screen.
- Choose Blank Workbook under the New category heading.
- A blank workbook opens in the Excel window. The New Workbook task pane is closed.
Entering Text in a Cell
You can enter three types of data in a cell: text, numbers, and formulas. Text is any entry that is not a number or formula. Numbers are values used when making calculations. Formulas are mathematical calculations.
To Enter Data into a Cell:
- Click the cell where you want to type information.
- Type the data. An insertion point appears in the cell as the data is typed.
- The data can be typed in either the cell or the Formula bar.
- Data being typed appears in the both active cell and in the formula bar.
- Notice the Cancel and Enter buttons in the formula bar.
- Click the Enter button
to end the entry and turn off the formula bar buttons. - Excel's AutoComplete feature keeps track of previously-entered text. If the first few characters you type in a cell match an existing entry in that column, Microsoft Excel fills in the remaining characters for you.
- About Formulas
In school, you learned formulas used to calculate math problems. Microsoft Excel uses these same formulas to perform calculations in a spreadsheet.
A formula can be a combination of values (numbers or cell references) and math operators (+, -, /, *, =) into an algebraic expression. Excel requires every formula to begin with an equal sign (=).
The following table illustrates the mathematical operators learned in school and those represented in Excel XP.
School
|
Excel XP
| |
Addition
|
+
|
+
|
Subtraction
|
-
|
-
|
Multiplication
|
X
|
*
|
Division
|
/
|
/
|
Equals
|
=
|
=
|
The result of a formula-the answer to 2+3, for example-displays in the cell on the Excel worksheet. The formula is visible only in the formula bar. A formula's result will change as different numbers are entered into the cells included in the formula's definition.
Complex Formulas Defined
Simple formulas have one mathematical operation. Complex formulas involve more than one mathematical operation.
The order of mathematical operations is very important. If you enter a formula that contains several operations--like adding, subtracting and dividing--Excel XP knows to work those operations in a specific order. The order of operations is:
- Operations enclosed in parenthesis
- Exponential calculations (to the power of)
- Multiplication and division, whichever comes first
- Addition and subtraction, whichever comes first
Using this order, let us see how the formula 120/(8-5)*4-2 is calculated in the following picture:
Creating Complex Formulas
Excel XP automatically follows a standard order of operations in a complex formula. If you want a certain portion of the formula to be calculated first, put it in parentheses.
If we wanted to add the contents of cell B2 and cell B3, for example, and then take that answer and multiply it by the data in cell A4, then we would need to define the following formula: =(B2+B3)*A4.
- Enter the numbers you want to calculate.
- Click the cell where you want the formula result to appear.
- Type the equal sign (=) to let Excel know a formula is being defined.
- Type an open parenthesis, or (
- Click on the first cell to be included in the formula (cell B2, for example).
- Type the addition sign (+) to let Excel know that an add operation is to be performed.
- Click on the second cell in the formula. The reference B3 displays where you want your result.
- End the B2+B3 operation by adding the close parenthesis, or )
- Type the next mathematical operator, or the multiplication symbol (*) to let Excel know that an multiply operation is to be performed.
- Click on the third cell to be included in the formula, cell A4.
- Very Important: Press Enter or click the Enter button on the Formula bar. This step ends the formula.
Try changing one of the values in the formula and watch the answer to the formula change.
Using Functions
A function is a pre-defined formula that helps perform common mathematical functions. Functions save you the time of writing lengthy formulas. You could use an Excel function called Average, for example, to quickly find the average of range of numbers. Or you could use the Sum function to find the sum of a cell range. Excel XP contains many different functions.
Each function has a specific order, called syntax, which must be strictly followed for the function to work correctly.
Syntax Order:
- All functions begin with the = sign.
- After the = sign define the function name (e.g., Sum).
- One or more arguments-numbers, text or cell references-enclosed by parentheses. If there is more than one argument, separate each by a comma.
An example of a function with one argument that adds a range of cells, B3 through B10:
An example of a function with more than one argument that calculates the average of numbers in a range of cells, B3 through B10, and C3 through C10:
Excel literally has hundreds of different functions to assist with your calculations. Building formulas can be difficult and time-consuming. Excel's functions can save you a lot of time and headaches.
Excel's Different Functions
There are many different functions in Excel XP. Some of the more common functions include:
Statistical Functions:
- SUM - summation adds a range of cells together.
- AVERAGE - average calculates the average of a range of cells.
- COUNT - counts the number of chosen data in a range of cells.
- MAX - identifies the largest number in a range of cells.
- MIN - identifies the smallest number in a range of cells.
Financial Functions:
- Interest Rates
- Loan Payments
- Depreciation Amounts
Date and Time functions:
- DATE - Converts a serial number to a day of the month
- Day of Week
- DAYS360 - Calculates the number of days between two dates based on a 360-day year
- TIME - Returns the serial number of a particular time
- HOUR - Converts a serial number to an hour
- MINUTE - Converts a serial number to a minute
- TODAY - Returns the serial number of today's date
- MONTH - Converts a serial number to a month
- YEAR - Converts a serial number to a year
Using the Standard Toolbar to Align Text and Numbers in Cells
You've probably noticed by now that Excel XP left-aligns text (labels) and right-aligns numbers (values). This makes data easier to read.
You do not have to leave the defaults. Text and numbers can be defined as left-aligned, right-aligned or centered in Excel XP. The picture below shows the difference between these alignment types when applied to labels.
Text and numbers may be aligned using the left-align, center and right-align buttons of the Formatting toolbar:
To Align Text or Numbers in a Cell:
- Select a cell or range of cells
- Click on either the Left-Align, Center or Right-Align buttons in the standard toolbar.
- The text or numbers in the cell(s) take on the selected alignment treatment.
· Understanding the Different Chart Types
· Excel XP allows you to create many different kinds of charts.
· Area Chart
· An area chart emphasizes the trend of each value over time. An area chart also shows the relationship of parts to a whole.
· 
· Column Chart
· A column chart uses vertical bars or columns to display values over different categories. They are excellent at showing variations in value over time.
· 
· Bar Chart
· A bar chart is similar to a column chart except these use horizontal instead of vertical bars. Like the column chart, the bar chart shows variations in value over time.
· 
· Line Chart
· A line chart shows trends and variations in data over time. A line chart displays a series of points that are connected over time.
· 
· Pie Chart
· A pie chart displays the contribution of each value to the total. Pie charts are a very effective way to display information when you want to represent different parts of the whole, or the percentages of a total.
· 
· Other Charts
· Other charts that can be created in Excel XP include: Doughnut; Stock XY (scatter); Bubble; Radar; Surface; or Cone, Cylinder, and Pyramid charts.
Identifying the Parts of a Chart
Have you ever read something you didn't fully understand but when you saw a chart or graph, the concept became clear and understandable? Charts are a visual representation of data in a worksheet. Charts make it easy to see comparisons, patterns, and trends in the data.
Source Data
The range of cells that make up a chart. The chart is updated automatically whenever the information in these cells change.
Title :The title of the chart.
Legend :The chart key, which identifies each color on the chart represents.
Axis :The vertical and horizontal parts of a chart. The vertical axis is often referred to as the Y axis, and the horizontal axis is referred to as the X axis.
Data Series :The actual charted values, usually rows or columns of the source data.
Value Axis :The axis that represents the values or units of the source data.
Category Axis :The axis identifying each data series.
…………………………………………………………………….
1. ctrl, shift and alt are called __________ keys.
A) adjustment
B) function
C) modifier
D) alphanumeric
2. To make the number pad act as directional arrows, you press the __________ key.
A) num lock
B) caps lock
C) arrow lock
D) shift
3. The modern keyboard typically has __________ Function keys.
A) 10
B) 12
C) 14
D) 16
4. To move to the beginning of a line of text, press the __________ key.
A) a
B) pageup
C) enter
D) home
5. The __________ determines how long you must hold down an alphanumeric key before the
A) strike rate
B) repeat rate
C) default rate
D) threshold rate
6. The traditional mechanical mouse uses a __________ to track the pointer position on the
screen.
A) light sensor
B) wheel
C) ball
D) ruler
7. To access properties of an object, the mouse technique to use is __________.
A) dragging
B) dropping
C) right-clicking
D) shift-clicking
8. The __________ can be defined as an upside down mouse.
A) trackpad
B) trackball
C) trackpoint
D) trackwell
9. The __________ key will launch the Start button.
A) esc
B) shift
C) Windows
D) Shortcut
10. The wheel on a mouse can make it easier to __________.
A) scroll through documents
B) select objects
C) open documents
D) change volume
ANSWERS:
1 c
2 a
3 b
4 d
5 b
6 c
7 c
8 b
9 c
10 a