TIMA-ADE UNIVERSITY

Computer Application

Student Book - Edition 1

Student Name:

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Table of Contents
CHAPTER 1: INTRODUCTION & AN OVERVIEW OF A COMPUTER ..................... 5
1.0 Objectives ........................................................................................................................ 5

1.1 Computer.......................................................................................................................... 5

1.2 Hardware and Software.................................................................................................... 6

1.3 Hardware Components..................................................................................................... 6

1.4 Software ........................................................................................................................... 9

1.5 Categories of Computers................................................................................................ 10

1.6 Uses of Computer Technology ....................................................................................... 12

CHAPTER 2: HARDWARE COMPONENTS ................................................................... 13

2.0 Objectives ...................................................................................................................... 13

2.1 Keyboard ........................................................................................................................ 13

2.2 Mouse and Touchpad ..................................................................................................... 14

2.3 Web Camera and Microphone ................................................................................... 15

2.4 Scanners and Printers ..................................................................................................... 15

2.5 Display ...................................................................................................................... 16

2.6 Speakers .................................................................................................................... 16

2.7 Power Supply Unit (PSU) ......................................................................................... 17

2.8 Central Processing Unit (CPU) ................................................................................. 17

2.9 Random Access Memory (RAM) .............................................................................. 18

CHAPTER 3: WINDOWS 10/11 .......................................................................................... 19

3.0 Objectives ...................................................................................................................... 19

3.1 Introduction .................................................................................................................... 19

3.2 Windows Interface ......................................................................................................... 20

3.3 Basic File and Folder Management ............................................................................... 23

3.4 Managing Windows and System Functions ................................................................... 26

3.5 Personalization and Customization ................................................................................ 28

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3.6 User Accounts ................................................................................................................ 28

3.7 Installing and Managing Apps ....................................................................................... 29

CHAPTER 4: MICROSOFT OFFICE WORD .................................................................. 31

4.0 Objectives ...................................................................................................................... 31

4.1 Introduction of MS Office Word .................................................................................... 31

4.2 Getting Started with MS Word....................................................................................... 33

4.3 Creating and Opening Documents ................................................................................. 35

4.4 Saving and Exporting Word Documents ........................................................................ 40

4.5 Text Basics ..................................................................................................................... 43

4.6 Formatting Text .............................................................................................................. 44

4.7 Using Find and Replace ................................................................................................. 46

4.8 Line and Paragraph Spacing .......................................................................................... 46

4.9 Lists ................................................................................................................................ 47

4.10 Inserting and Formatting Pictures in Word .................................................................. 48

4.11 Using Shapes in Word .................................................................................................. 49

4.12 Working with Tables in Word ...................................................................................... 50

4.13 Charts ........................................................................................................................... 51

4.14 Page Layout ................................................................................................................. 52

4.15 Headers, Footers and Page Numbers ........................................................................... 53

4.16 Printing a Document in Word ...................................................................................... 54

4.17 Other Features .............................................................................................................. 55

CHAPTER 5: MICROSOFT OFFICE POWERPOINT .................................................. 57

5.0 Objectives ...................................................................................................................... 57

5.1 Getting Started with PowerPoint ................................................................................... 57

5.2 Creating, Saving and Opening Presentations ................................................................. 60

5.3 Slide Basics .................................................................................................................... 63

5.4 Applying Themes ........................................................................................................... 66

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5.5 Applying Transitions ...................................................................................................... 67

5.6 Managing Slides in PowerPoint ..................................................................................... 68

5.7 Presenting Your Slide Show........................................................................................... 69

5.8 Animating Text and Objects ........................................................................................... 71

5.9 Links and Action Buttons............................................................................................... 73
5.10 Slide Master View ........................................................................................................ 74
5.11 Inserting Videos and Audios in PowerPoint................................................................. 74
5.12 More Features .............................................................................................................. 76
CHAPTER 6: MICROSOFT OFFICE EXCEL ................................................................. 77
6.0 Objectives ...................................................................................................................... 77

6.1 Getting Started with Excel ............................................................................................. 78

6.2 Creating and Opening workbooks ................................................................................. 80

6.3 Saving Workbooks ......................................................................................................... 83

6.4 Cell Basics ..................................................................................................................... 84

6.5 Modifying Columns, Rows, and Cells in Excel ............................................................. 88

6.6 Formatting Cells............................................................................................................. 90

6.7 Working with Multiple Worksheets ............................................................................... 94

6.8 Page Layout and Printing ............................................................................................... 95

6.9 Excel Formulas .............................................................................................................. 96

6.10 Excel Functions ............................................................................................................ 99

6.11 Working with Data ..................................................................................................... 101

6.12 Tables ......................................................................................................................... 102

6.13 Charts ......................................................................................................................... 104

CHAPTER 7: THE INTERNET ........................................................................................ 105

7.0 Objectives .................................................................................................................... 105
7.1 Todays Internet ............................................................................................................. 105
7.2 The World Wide Web (WWW) .................................................................................... 106
7.3 How is the Internet Used? ............................................................................................ 107
7.4 Connecting to the Internet ............................................................................................ 108

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CHAPTER 1: INTRODUCTION & AN

OVERVIEW OF A COMPUTER

1.0 Objectives
At the end of the chapter Students should be able to:-

✓ Define the term computer.

✓ Understand computer literacy.
✓ Differentiate between data and information.
✓ Define hardware and software and their roles.
✓ Identify input, output, storage, and communication devices.
✓ Explain system and application software.
✓ List and describe computer categories.
✓ Identify computer applications in various industries.

1.1 Computer
A Computer is an electronic device, operating the under the control
of instructions (programs) stored in its own memory.

It accepts data (input), manipulate or processes the data

according to specified rules to produce information (output)
and store the information for future use.

1.1.1 Computer Literacy

Computer literacy refers to the knowledge and understanding of computer usage.

On the other hand, level of familiarity with basic hardware and software, as well as the internet,
allows individuals to use personal computers for tasks such as data entry, word processing,
spreadsheets, and electronic communication

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1.1.2 Difference Between Data and Information

Data is a collection of raw unprocessed facts, figures and symbols.

Therefore, computers process data to turn it into information.

Information is data that is organized, meaningful and useful.

To process data into information computers, use hardware and

software.

1.2 Hardware and Software

Hardware refers to the physical, electrical, electronic,
and mechanical components that make up a computer,
including devices such as the processor, memory, and
storage. Software, on the other hand, is a set of
instructions (programs) that tells the hardware how to
perform specific tasks, enabling the computer to
function and execute various operations.

1.3 Hardware Components

The following components are the hardware components of a computer:
Input Device
 Hardware components that allow user to enter data and instruction into
the computer.

Output Device
 Hardware component that delivers information to a user.

System Unit
 The system unit is a box like case made from a metal or plastic that
protects the internal electronic component of the computer from damage.

Storage Device
 Hardware component that stores data.

Communications Device
 Enables a computer users to communicate and exchange items such as
data, instructions and information with another computer

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1.3.1 Input Devices

Input Device is any hardware component that allows you to enter data and instruction into the
computer.

Some commonly used input devices are:

• Keyboard
• Pointing Devices (Mouse)
• Digital Camera
• Web Camera
Keyboard
• Microphone
• Scanner

Mouse
Web Camera Microphone Barcode scanner

Scanner

1.3.2 Output Devices

Output Device is any hardware component that coveys (brings/delivers) information from a
computer to the users.

Some commonly used output devices are:

• Printers
• Display (Monitor)
• Projector
• Speakers, Headphones and earbuds

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1.3.3 System Unit

The system unit is a box like case made from a metal or plastic that protects
the internal electronic component of the computer from damage.

Inside it are the important parts that make the computer work, like the
"brain" (CPU), memory (RAM), storage (hard drive or SSD),
and motherboard that connects everything.

1.3.4 Storage Devices

Storage Devices are things that store data on a computer.

A Storage device records and retrieves data to and from a storage medium.

Some commonly used storage devices are:

• Hard Disk Drive: Stores data permanently using spinning magnetic disks.
• Solid State Drive: Stores data permanently using flash memory
chips (no moving parts)
• USB Flash Drive: Portable storage device that saves and
transfers data using flash memory.

• Random Access Memory (RAM): Temporarily holds data for

active programs and tasks while the computer is running
• Optical Disc: A storage medium, such as CDs, DVDs, or Blu-
ray discs, that uses laser technology to read and write data.
• Memory Card: A small, portable
storage device used in devices like
cameras, smartphones, and gaming
consoles to store and transfer data.

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1.3.5 Communication Devices

Communication Devices are hardware components of a computer that enable communication

between computers and other network devices.

These devices help in transmitting data over a network, whether it's a local
area network (LAN), wide area network (WAN), or the internet.

Some of the most common ones are:

• Network Interface Card

• Wireless Card
• Modem

1.4 Software
Software, also called a program, tells the computer (hardware) what tasks to perform and how
to perform them.

In general software is divided into two:

1. System Software
2. Application Software

1.4.1 System Software

System software is the fundamental software that manages hardware and

provides the user an interface for interaction.

Operating System (OS) which manages computer and provides an interface

for users is an example of System Software.

1.4.2 Application Software

Application software is designed for users – (those people use the computer)
to perform specific tasks like writing documents, browsing the internet, or playing games.

Productivity softwares those help us to create documents, presentations, and spreadsheets, are
example of an application software.

Word Excel PowerPoint Chrome VLC

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Installing a program is the process of setting up the program to work with the computer, mobile
device, printer, and/or other hardware.

Once installed, you can run a program so that you can interact with it.

You interact with a program through its user interface.

1.5 Categories of Computers

Computers are categorized into different types based on their processing power and usage. The
major categories include:

• Personal Computers
• Mid-range Servers
• Mainframe
• Supercomputers

1.5.1 Personal Computer (PC)

A personal computer (PC) is a computer designed for a single user to operate at a time. These
computers are widely used for personal, educational, and business purposes. PCs come in
various forms, including desktop computers and notebook computers.

Desktop Computers

Desktop Computers – These are stationary computers with separate components, such as a
monitor, keyboard, mouse, and system unit. They are commonly used in homes, offices, and
workplaces where portability is not a primary concern. Desktop computers come in different
types to suit various needs:

• Tower Models – These have a tall, vertical system unit that

provides ample space for expansion, better cooling, and
powerful hardware configurations.

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• All-in-One PCs – These integrate the monitor and system unit into a single device,
reducing cable clutter and saving space while maintaining desktop performance.
• Workstations – High-performance computers designed for demanding tasks such as
video editing, 3D rendering, and scientific computing, often
equipped with powerful processors and large amounts of memory.

Notebook Computer

A notebook computer, commonly known as a laptop, is a portable PC small enough

to fit on a user’s lap.

Like desktops, notebooks are widely used at home and in offices for various
applications, including accessing the internet and running software
programs.

1.5.2 Mid-Range Server

A mid-range server is more powerful and larger than a workstation

computer.

Users typically access a mid-range server through a personal

computer or terminal .

It is used by medium-sized businesses and departments within

larger organizations

1.5.3 Main Frame

A mainframe is a large, expensive, very powerful computer.

It can handle hundreds or thousands of connected users

simultaneously, and it is used by large organizations like banks,
government agencies, and corporations for processing large amounts
of data and supporting thousands of simultaneous users.

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1.5.4 Super Computers

A supercomputer is the fastest, most powerful, and expensive

category of a computer

It is used by research institutions, government agencies,

corporations, data centers, weather forecasting companies and
so on.

1.6 Uses of Computer Technology

Computers play a crucial role in various sectors, providing solutions to enhance efficiency,
productivity, and communication. They are widely used in different industries, such as:

• Education: Online learning, virtual classrooms, and digital libraries.

• Government: Digital records for citizens, voter databases, and tax management.
• Finance: Online Banking, record and manage transactions.
• Retail: E-commerce, POS systems, and inventory management.
• Entertainment: Streaming services, and video games
• Health Care: Digital health records, smart diagnosis, and hospital systems.
• Travel and Tourism: Online booking, and navigation systems.
• Publishing and Media: Producing and publishing digital books, blogs, and videos.
• and more …

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CHAPTER 2: HARDWARE COMPONENTS

2.0 Objectives

At the end of this chapter students should be able to:

✓ Understand hardware components of a computer.

✓ Define the keyboard and its key functions.
✓ Explain the function and types of a mouse.
✓ Describe touchpads and their features.
✓ Identify the uses of web cameras and microphones.
✓ Explain the function and types of scanners and printers.
✓ Describe display types and their functions.
✓ Understand different types of speakers and audio devices.
✓ Explain the role of the Power Supply Unit (PSU).
✓ Define the CPU and its importance in processing.
✓ Identify different types and brands of CPUs.
✓ Explain RAM and its role in system performance.
✓ Understand different RAM types and their impact on speed.

2.1 Keyboard
A keyboard is an input device that allows users to enter data and, in some cases, issue
instructions to a computer by pressing keys.

Desktop keyboards typically have 101 to 105

keys, while smaller form factor keyboards
contain fewer. All keyboards feature a typing
area for entering letters, numbers, punctuation
marks, and other characters.

Additionally, most keyboards include:

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• Numeric Keys – Designed for entering numbers.

• Function Keys – Programmed to execute commands and perform specific tasks.

• Arrow Keys – Used to navigate and move the insertion point.

• Toggle Keys – Keys that switch between two states (ON or OFF).

• Modifier Keys – Temporarily modify the function of other keys when held down but
do not remain active after release.

2.2 Mouse and Touchpad

A mouse is an essential input device that allows users to control a small
on-screen symbol called the pointer (cursor). It is widely used for
navigating, selecting, and interacting with graphical elements on a
Mouse
computer screen.

2.2.1 Basic Features of a Mouse

• A standard mouse typically includes at least two buttons (left
and right) and often features a scroll wheel for easier navigation.
• By moving the mouse, users can reposition the pointer, and by
clicking its buttons, they can select, open, and manipulate objects on Pointer
the screen.

2.2.2 Different Mouse Types

Mechanical Mouse
✓ Uses a rubber or metal ball that rolls when the mouse moves.
✓ Sensors inside detect the movement and convert it into signals
for the computer.

✓ Requires a mouse pad for smoother operation and occasional

cleaning to remove dust buildup.
Optical Mouse
✓ Uses LED light and a sensor to detect movement instead of a ball.
✓ Works on most surfaces, is more precise, and doesn’t require internal
cleaning.
Wireless (Cordless) Mouse
✓ Uses radio frequency (RF) or Bluetooth technology to communicate with
the computer.

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✓ Battery-powered and offers more flexibility and mobility without cable constraints.
2.2.3 Touchpad (Trackpad)
✓ A flat, built-in input device commonly found on laptops, serving
the same function as a mouse.
✓ Users move the pointer by sliding their fingers across its surface.
✓ Can recognize multi-touch gestures, such as pinch-to-zoom or two-
finger scrolling, for enhanced usability.
✓ While touchpads are typically integrated into laptops, external
touchpads are also available for desktop computers.

2.3 Web Camera and Microphone

✓ A web camera is an input device that allows a user to capture videos and
images.

✓ A Microphone is an input device that captures sound.

✓ Both web camera and Microphone can be built-in or external.

2.4 Scanners and Printers

2.4.1 Scanners
A scanner is a light-sensing input device that converts printed text and images into
a digital format that a computer can process. Scanners come in various types,
including flatbed, handheld, sheet-fed, and drum scanners, each designed for
different applications and levels of precision.

To scan a document or image, place it face down on the scanner glass

while the scanner is powered on and connected to your computer. Open the
scanning software, where the document or image will appear as a preview.
Adjust settings such as resolution and file format, then click Scan. Once
complete, save the file as a PDF, JPEG, or PNG.

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2.4.2 Printers

A printer is an output device that produces text and graphics on a physical

medium, such as paper, labels, or other materials. It allows users to create
hard copies of digital documents, images, and designs. Printers come in
various types, including inkjet, laser, thermal, and 3D printers, each
designed for different purposes and levels of quality.

2.5 Display
A display (monitor) is an output device that visually presents text,
graphics, and video information to the user. It serves as the primary
interface for interacting with a computer, allowing users to view and
manage digital content. Monitors come in various types, including
LCD, LED, OLED, and touchscreen displays, each offering
different levels of resolution, color accuracy, and performance.

2.6 Speakers
Speakers are output devices that allow users to hear audio, such as music, voice, and other
sounds stored on or processed by a computer. They can vary in design and functionality,
including:

• Built-in Speakers – Integrated into devices like laptops, monitors, and all-in-one
computers.

• External Speakers – Standalone speakers that connect via wired or

wireless connections for enhanced sound quality.

• Headphones – Personal audio devices worn over the ears

for private listening.

• Earbuds – Compact, in-ear speakers designed for

portability and convenience

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2.7 Power Supply Unit (PSU)

The power supply unit (PSU) converts alternating current (AC)
from the electrical outlet into direct current (DC), which is the
type of power required by computer components to function
properly. Additionally, it steps down the high voltage from the
outlet to a lower, safe, and usable level for the computer’s internal
hardware, ensuring stable power distribution.

Unlike desktop computers, laptops do not have an internal PSU.

Instead, they rely on an external power adapter, which performs
the same function by converting AC to DC and regulating voltage
before delivering it to the laptop’s internal components.

2.8 Central Processing Unit (CPU)

The CPU (Central Processing Unit) is the brain of the computer, responsible for processing all
instructions from software and hardware to ensure the system functions
efficiently. It executes calculations, manages tasks, and coordinates the
operation of all components.

2.7.1 Types of CPUs

✓ Single-Core – Has one processing unit, making it slower for

multitasking.
✓ Dual-Core, Quad-Core, Octa-Core – More cores improve multitasking and performance,
allowing the CPU to handle multiple processes simultaneously.

2.7.2 Popular CPU Brands

✓ Intel – Known for its Core i3, i5, i7, and i9 processors, offering various levels of
performance for different computing needs.
✓ AMD – Offers Ryzen 3, 5, 7, and 9 processors, known for high efficiency and strong
multitasking capabilities.

More cores and higher clock speeds generally result in better performance, making CPUs a
crucial component in determining a computer’s speed and efficiency.

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Important Tip: The names Core i3, i5, i7, and i9 do not indicate the number of cores in a
processor. For example, a Core i5 CPU can have 4, 6, or more cores, depending on the model
and generation. Similarly, Ryzen 3, 5, 7, and 9 are just naming conventions and do not directly
represent core counts. The actual number of cores and overall performance vary based on the
specific CPU model and architecture.

2.9 Random Access Memory (RAM)

RAM is a type of volatile memory that temporarily stores data for quick
access, allowing the CPU to run applications smoothly. It is
significantly faster than other storage devices like HDDs and SSDs but
loses all data when the power is turned off. RAM capacity is measured in
DIMM - For Desktops
gigabytes (GB), such as 8GB or 16GB, and having more RAM
generally results in faster performance and better multitasking.

2.8.2 Types of RAM Modules

• DIMM (Dual In-Line Memory Module) – Used in desktop

computers and offers higher performance due to larger size and capacity.
SODIMM - For Laptops
• SODIMM (Small Outline DIMM) – A smaller version designed
for laptops and compact devices, optimized for space efficiency.
Important Tip: More RAM improves a computer’s ability to handle multiple
applications at once, but overall performance also depends on RAM speed (MHz),
latency, and system compatibility.

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CHAPTER 3: WINDOWS 10/11

3.0 Objectives
At the end of this chapter students should be able to:

✓ Understand Windows OS and its key features.

✓ Identify desktop components (icons, taskbar, Start menu).
✓ Manage desktop icons and taskbar shortcuts.
✓ Navigate files, folders, and file extensions.
✓ Perform basic file operations (create, rename, move, delete).
✓ Use File Explorer and Recycle Bin effectively.
✓ Control open windows (minimize, maximize, close).
✓ Use power options (Sleep, Shutdown, Restart).
✓ Personalize Windows (themes, taskbar, date/time settings).
✓ Manage user accounts (create, remove).
✓ Install and uninstall programs.

3.1 Introduction
Windows is a graphical user interface (GUI) desktop operating system developed by Microsoft
and has been the most popular choice for personal computers for over three decades. It enables
users to manage files and folders, run applications, browse the internet, control hardware, and
customize system settings, among many other functions. Designed for efficiency and ease of
use, Windows provides a seamless computing experience for both personal and professional
needs. The first version of windows was released in 1985, since then, the OS has gone through
several major updates.

A few of the most notable window's releases include:

✓ Windows 3.1 (1992)

✓ Windows 95 (1995)
✓ Windows XP (2001)
✓ Windows 7 (2009)
✓ Windows 10 (2015)

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✓ Windows 11 (2021)

Note: The above versions of windows had long lifespan and were well received by users.

3.2 Windows Interface

3.2.1 The Desktop and Its Components

The desktop is your main workspace after logging in. It includes:

• Icons: Shortcuts for programs and files.

• Background: The image or color behind the icons.

• Taskbar: A bar (typically at the bottom) that holds open application icons and
notifications.

NOTE: Icon is a small graphical representation of a program, file, folder, or shortcut

displayed on the Windows desktop. Icons provide quick access to frequently used applications
and files.

Special Icons on a desktop includes the Recycle bin which is where deleted files are temporarily
stored on Microsoft windows. The Recycle bin allows users to recover files that have been
deleted in windows.

ICON OPERATIONS

You can manage the icons on a desktop, by changing their size, arranging them, or hiding them:

Arrange Icons on the Desktop

To change the arrangement of icons on the desktop do the following:

- Right-click the desktop

- Select view
- Choose your preferred arrangement (align-to-grid / auto arrange)

Show or Hide Icons

You can hide or show the icons on the desktop by following these steps:

- Right click the desktop

- Click view
- Check to see if Show Desktop Icons has a check mark
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- If it does, then you can see all icons, and if you uncheck on it all icons will become
hidden.

Change Icon Size

You can change the desktop icon size by following these steps:

- Right click the desktop

- Click view
- Choose your preferred size (small icons, medium icons, or large icons)

3.2.2 The taskbar and start Menu

Taskbar:
The taskbar is a major GUI element in Windows that spans the lower edge of the desktop. It
helps users quickly switch between open windows and applications with a single click. The
taskbar includes icons for every application running on the computer, as well as the Windows
Start button (on the left side) and the system tray (on the right). Users may also pin icons to it
to create shortcuts to applications they use frequently.

The majority of the taskbar consists of a row of icons that represent both the application
windows that are currently open and any other applications that you have chosen to pin to the
taskbar. You can click a taskbar icon to launch that application, to bring its windows to the
front, or to restore a minimized or hidden window. If an app has several windows open, clicking
its taskbar icon will show thumbnails for each open window that you can choose from. You can
click and drag icons on the taskbar to rearrange them. You can pin an application's icon to the
taskbar while it is running by right-clicking it and selecting Pin to taskbar; you can remove an
icon by right-clicking it and selecting Unpin from taskbar.

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Start Menu:
The Start menu is a feature of the Windows operating system that provides quick access to
programs, folders, and system settings

It can be launched by clicking the Start Button on the taskbar (Windows) or via a dedicated
key (e.g., Windows key). It provides access to:

• Installed Apps: A list or grid of all programs and apps on the device.

• Pinned Shortcuts: Frequently used apps or files for quick access.

• Search Bar: Enables searching for apps, files, settings, or web content.

• System Folders: Direct links to documents, downloads, pictures, etc.

• Power Options: Shut down, restart, or sleep the device.

• Settings: Quick access to system configuration (e.g., Settings, Control Panel).

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3.3 Basic File and Folder Management

3.3.1 Understanding Files, folders, Shortcuts and file extension
File
A file is a stored piece of data, such as a document, image, video, or program. Every file has a
file extension, which tells the computer what type of file it is and which program can open it.
For example, .txt is for text files, .jpg is for images, and .mp4 is for videos. File extensions help
users and computers identify and manage files easily.
Folder

A folder is a container used to organize files and other folders. It helps keep things structured,
making it easier to find and manage data. You can create subfolders within folders for better
organization.

Shortcut

A shortcut is a quick access link to a file, folder, or program. It doesn’t store data itself but
points to the original location. Shortcuts are useful for placing frequently used files or
applications in an easy-to-reach spot, like the desktop. In Windows, they usually have a small
arrow on the icon.

File Extension

A file extension is the set of letters after a dot (.) in a file name that tells the computer what
type of file it is and which program can open it.

Examples of File Extensions:

• Documents: .txt, .docx, .pdf

• Images: .jpg, .png, .gif

• Videos: .mp4, .avi, .mkv

• Audio: .mp3, .wav, .aac

• Programs & Scripts: .exe, .bat, .py

For example, [Link] is a PDF file that opens with a PDF reader, while [Link] is an image
file that opens with an image viewer.

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3.3.2 File Explorer

You can view and organize files and folders using a built-in application known as File
Explorer (called Windows Explorer in Windows operating systems).

To open File Explorer, click the File Explorer icon on the taskbar, or double-click any folder
on your desktop. A new File Explorer window will appear. Now you're ready to start working
with your files and folders.

From File Explorer, double-click a folder to open it. You can then see all of the files stored in
that folder also see the location of a folder in the address bar near the top of the window.

3.3.3 File Operations

File operations help you manage your files and folders efficiently. These include creating,
renaming, moving, copying, and deleting files.

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Creating a File or Folder:

Creating files or folders helps you sort and store data and information efficiently.

1. Right-click on an empty space in a folder or on the desktop.

2. Select New and choose File (e.g., Text Document) or Folder.

3. Type a name for the new file or folder and press Enter.

Renaming a File or Folder:

Renaming lets you update file or folder name for better clarity or organization.

1. Click once on the file or folder.

2. Press F2 on your keyboard or Right-Click and Select Rename.

3. Type a new name and press Enter.

Moving/Copying a File or Folder:

Copying a file or folder keeps the original where it is and creates a duplicate in a new place,
while moving a file or folder transfers it to a new location and removes it from the original
place.

To Copy:

1. Select the file or folder.

2. Press Ctrl + C (Copy) or Right-click the file or folder then select Copy.
3. Go to the new location.
4. Press Ctrl + V (Paste). Or right click then select Paste
To Move:

1. Select the file or folder.

2. Press Ctrl + X (Cut). Or Right-click the file or folder then select Cut.
3. Go to the new spot.
4. Press Ctrl + V (Paste). Or right click then select Paste
Deleting a File or Folder:

Deleting removes unwanted items, but they’re safely stored in the Recycle Bin first.

1. Select the file or folder.

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2. Press the Delete key to send it to the Recycle Bin.

3. Confirm the deletion if prompted.

3.3.4 Using Recycle Bin

The Recycle Bin temporarily holds deleted items, allowing you to restore them if needed.

Opening the Recycle Bin:

- Double-click the Recycle Bin icon on the desktop.

Restoring or Permanently Deleting:

- Right-click an item and choose “Restore” to return it to its original location, or select
“Delete” to remove it permanently.

3.4 Managing Windows and System Functions

3.4.1 Controlling Open Windows

A window is a rectangular area on the screen that displays content from an application. It can
be resized, moved, minimized, maximized, or closed using buttons provided by the operating
system.

Minimize:

Temporarily hides the window by sending it to the taskbar. The application continues to run in
the background, but it’s not visible on the screen, allowing you to focus on other tasks.

Maximize/Restore:

- Maximize: Expands the window to fill the entire

screen, maximizing its size to make full use of your
monitor's display area.
- Restore: If the window is maximized, clicking this
option will reduce it back to its previous, non-
Fullscreen size, allowing you to adjust the window
as needed.

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Close:

Closes the application entirely. Clicking the "X" in the top-right corner of the window will end
the program, and if there are unsaved changes, Windows may prompt you to save before it
exits.

3.4.2 Power Options

Power options such as Sleep, Shutdown, Restart, and Sign Out/Switch User are essential
tools for managing your computer’s power state and user sessions. These options allow you to
put your system into a low-power mode, turn it off completely, reboot it, or switch between
user accounts. You can easily access these power options from the Start menu.

Where to Find Power Options:

Windows 10:

1. Sleep, Shutdown, Restart, Sign Out:

o Click on the Start menu (Windows icon) in the bottom-left corner.

o Select the Power icon (circle with a line at the top).

o Choose from Sleep, Shutdown, Restart, and Sign Out.

2. Switch User:

o Hold Shift and click Restart in the Power menu to access advanced options,
including switching users.

Windows 11:

1. Sleep, Shutdown, Restart, Sign Out:

o Click on the Start menu (Windows icon) in the center of the taskbar.

o Select the Power icon in the bottom right of the Start menu.

o Choose from Sleep, Shutdown, Restart, and Sign Out.

2. Switch User:

o The Sign Out option also allows you to switch to another user account if
multiple accounts are set up.

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3.5 Personalization and Customization

Personalization is the ability to customize the operating system’s appearance and behavior to
suit your preferences. This includes changing the visual elements, themes, desktop
backgrounds, colors, and other settings that help personalize the user experience.

3.5.1 Changing the Desktop Background and Themes

You can change your desktop background and theme:

- Right-click on the desktop and choose “Personalize.”

- In the “Background” section, select an image or color.
- Explore the “Themes” section to pick a new theme.

3.5.2 Adjusting Date, Time, and Regional Settings

- Right-click the clock on the taskbar and select “Adjust date/time.”

- Modify settings such as the time zone, date, and time as needed.

3.5.3 Customizing the Taskbar and Start Menu

- Taskbar: Right-click the taskbar, choose “Taskbar settings,” and adjust options like
hiding the taskbar or using small icons.
- Start Menu: Go to Settings → Personalization → Start to rearrange pinned apps and
decide which folders appear.

3.6 User Accounts

3.6.1 Creating and Managing User Accounts

A user account stores your personal settings and files separately from other users.

In a PC you can create a multiple user account, by following the steps below:

- Open Settings (Windows key + I) and select “Accounts.”

- Click “Family or other users,” click “Add someone else to this PC.” Or "Add Account”
- Follow the on-screen prompts to create either a local account or a Microsoft Account.

3.6.2 Removing a User Account

To remove a user account in Windows, follow these steps:

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- Open Settings: Press the Windows key + I to open the Settings menu.

- Go to Accounts: Select "Accounts" from the menu.

- Navigate to Family & other users: In the Accounts section, click on "Family & other
users".

- Select the User Account: Under the "Other users" section, find the user account you
want to remove.

- Click on the Account: Click the account name you wish to remove.

- Remove the Account: Click "Remove". A prompt will appear asking if you're sure
you want to remove the account. Click "Delete account and data" to confirm.

3.7 Installing and Managing Apps

Managing applications on your computer is an essential skill for maintaining a smooth and
efficient system. This section covers the process of installing and uninstalling programs,
whether from downloadable files or through the Microsoft Store.

3.7.1 Installing Programs

Applications can be installed in various ways, depending on the source of the software. Below
are the two most common methods:

Sources:

• Downloadable files (EXE, MSI) from trusted websites.

• Applications from the Microsoft Store.

Instructions:

• From a File (EXE, MSI):

1. Double-click the installer file.

2. Follow the on-screen prompts: click "Next," review and accept the terms, and
then click "Install" to begin the installation process.

• From the Microsoft Store:

1. Open the Microsoft Store app on your computer.

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2. Use the search bar to find the application you want to install.

3. Click "Get" or "Install" to download and install the app directly.

3.7.2 Uninstalling Programs

Removing unwanted programs helps free up space and maintain system performance. There
are two main ways to uninstall programs: via Settings or Control Panel.

Instructions:

• Using Settings:

1. Open the Settings menu.

2. Navigate to Apps → Apps & features.

3. Scroll through the list to find the program you want to remove.

4. Select the program and click Uninstall.

5. Follow the on-screen instructions to complete the uninstallation.

• Using Control Panel:

1. Open the Control Panel by searching for it in the Start menu.

2. Click Programs → Programs and Features.

3. Locate the program you want to uninstall from the list.

4. Right-click the program and select Uninstall.

5. Follow the prompts to complete the uninstallation process.

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CHAPTER 4: MICROSOFT OFFICE WORD

4.0 Objectives
At the end of this chapter students should be able to:

✓ Identify MS Word’s purpose, key features (formatting, templates, collaboration), and

practical uses.

✓ Navigate the Word interface (Ribbon, Backstage view, rulers, document views).

✓ Create, open, and manage documents (blank, templates) and export/save as

PDF/DOCX.

✓ Perform text operations: insert, delete, copy-paste, undo/redo, and use Find/Replace.

✓ Format text (font styles, colors, alignment, spacing, lists) for clarity and visual appeal.

✓ Insert and format images, shapes, tables, and charts (resize, crop, styles).

✓ Adjust page layout (orientation, margins, columns) and add headers/footers/page

numbers.

✓ Use Track Changes, Comments, and Spelling/Grammar tools for collaboration and
editing.

✓ Print documents with customized settings (copies, page range).

✓ More advanced features (Table of Contents, SmartArt, watermarks).

4.1 Introduction of MS Office Word

Microsoft Office Word (commonly known as MS Word) is a powerful word processing
software developed by Microsoft. It is part of the Microsoft Office suite and is widely used
for creating, editing, formatting, and printing documents. MS Word is commonly used in
offices, educational institutions, and personal projects due to its user-friendly interface and
extensive features.

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4.1.1 Key Features of MS Word

1. Document Creation & Editing – Allows users to create, modify, and save text-based
documents.

2. Formatting Tools – Offers font styles, sizes, colors, paragraph alignment, and spacing
options.

3. Templates – Provides pre-designed templates for resumes, letters, reports, and more.

4. Tables & Charts – Enables users to insert and customize tables, charts, and graphics.

5. Spell Check & Grammar Check – Automatically detects and corrects spelling and
grammar mistakes.

6. Collaboration & Sharing – Supports real-time collaboration and document sharing

via OneDrive.

7. Mail Merge – Helps in generating personalized letters, labels, and envelopes

efficiently.

8. Insert Media – Allows adding images, shapes, SmartArt, and WordArt for visual
enhancement.

9. Headers, Footers & Page Numbers – Used for professional document structuring.

10. Export & Compatibility – Saves documents in multiple formats like DOCX, PDF, and
more.

4.1.2 Uses of MS Word

• Writing and formatting reports, letters, and essays.

• Creating professional documents such as resumes and business proposals.

• Designing flyers, brochures, and newsletters.

• Collaborating on projects with multiple users.

• Preparing academic and research papers with citations and references.

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4.2 Getting Started with MS Word

Microsoft Word is a word processing application that allows you to create a variety
of documents, including letters, resumes, and more. In this part, you'll learn how to navigate
the Word interface and become familiar with some of its most important features, such as
the Ribbon, Quick Access Toolbar, and Backstage view.

In this chapter, you'll learn how to use Microsoft Word and apply your skills across all recent
versions, including Word 2019, Word 2016, and Office 365. While these versions are mostly
similar, there may be some slight differences.

4.2.1 How to Open Microsoft Office Word

• Click on the Start button (Windows icon) in the bottom-left corner.

• Type "Word" in the search bar.

• Click on Microsoft Word from the search results.

4.2.2 The Word Interface

When you open Word for the first time, the Start Screen will appear. From here, you'll be able
to create a new document, choose a template, and access your recently edited documents.
From the Start Screen, locate and select Blank document to access the Word interface.

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1. Quick Access Toolbar: Customizable toolbar for quick access to common commands
(e.g., Save, Undo).

2. Title Bar: Displays the document name and program title at the top of the window.

3. Tabs: Categories (e.g., Home, Insert) organizing related command groups in the
Ribbon.

4. Ribbon: Horizontal panel below tabs containing buttons and tools grouped by function.

5. Rulers: Horizontal/vertical guides for adjusting margins, indents, and alignment.

6. Document Pane: Main area where text, images, and content are edited.

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7. Page and Word Count: Shows current page number, total pages, and word count
(usually in the status bar).

8. Document Views: Layout options (e.g., Print Layout, Read Mode) for editing or
previewing.

9. Scroll Bar: Lets you navigate vertically/horizontally through the document.

10. Zoom Control: Adjusts the document’s on-screen magnification level.

Backstage view gives you various options for saving, opening a file, printing, and sharing your
document. To access Backstage view, click the File tab on the Ribbon.

4.3 Creating and Opening Documents

Word files are called documents. Whenever you start a new project in Word, you'll need
to create a new document, which can either be blank or from a template. You'll also need to
know how to open an existing document.

4.3.1 To create a new blank document:

When beginning a new project in Word, you'll often want to start with a new blank document.

1. Select the File tab to access Backstage view.

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2. Select New, then click Blank document.

3. A new blank document will appear.

To create a new document from a template:

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A template is a predesigned document you can use to create a new document quickly.
Templates often include custom formatting and designs, so they can save you a lot of time
and effort when starting a new project.

1. Click the File tab to access Backstage view, then select New.

2. Several templates will appear below the Blank document option. You can also use the
search bar to find something more specific. In our example, we'll search for
a flyer template.

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3. When you find design you like, select a template to preview it.

4. A preview of the template will appear. Click Create to use the selected template.

5. A new document will appear with the selected template.

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4.3.2 To open an existing document:

In addition to creating new documents, you'll often need to open a document that was
previously saved.

- Click File tab to access Backstage view, then click Open.

- Select This PC, then click Browse.

- The Open dialog box will appear. Locate and select your document, then click Open.

- The selected document will appear.

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4.4 Saving and Exporting Word Documents

When you create a new document in Word, you'll need to know how to save it so you can
access and edit it later.

4.4.1 Save and Save As

Word offers two ways to save a file: Save and Save As. These options work in similar ways,
with a few important differences.

• Save: When you create or edit a document, you'll use the Save command to save your
changes. You'll use this command most of the time. When you save a file, you'll only
need to choose a file name and location the first time. After that, you can click the Save
command to save it with the same name and location.

• Save As: You'll use this command to create a copy of a document while keeping the
original. When you use Save As, you'll need to choose a different name and/or location
for the copied version.

To save a document:

It's important to save your document whenever you start a new project or make changes to an
existing one. Saving early and often can prevent your work from being lost. You'll also need to
pay close attention to where you save the document so it will be easy to find later.

1. Locate and select the Save command on the Quick Access Toolbar.

2. If you're saving the file for the first time, the Save As pane will appear
in Backstage view.

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3. You'll then need to choose where to save the file and give it a file name.
Click Browse to select a location on your computer.

4. The Save As dialog box will appear. Select the location where you want to save the
document.

5. Enter a file name for the document, then click Save.

6. The document will be saved. You can click the Save command again to save your
changes as you modify the document.

4.4.2 Exporting Word Documents

By default, Word documents are saved in the .docx file type. However, there may be times
when you need to use another file type, such as a PDF or Word 97-2003 document. It's easy
to export your document from Word to a variety of file types.

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To export a document as a PDF file:

Exporting your document as an Adobe Acrobat document, commonly known as a PDF file,
can be especially useful if you're sharing a document with someone who does not have Word.
A PDF file will make it possible for recipients to view—but not edit—the content of your
document.

1. Click the File tab to access Backstage view, choose Export, then select Create
PDF/XPS.

2. The Save As dialog box will appear. Select the location where you want to export the
document, enter a file name, then click Publish.

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4.5 Text Basics

4.5.1 Using the Insertion Point

The insertion point is the blinking vertical line that shows where text will appear when you
type. You can use it in several ways:

• Blank Document: When opening a new document, the insertion point starts at the top-
left. You can begin typing immediately.

• Adding Spaces: Press the spacebar to insert spaces between words.

• New Paragraph: Press Enter to move to the next line.

• Manual Placement: Click anywhere in the text to move the insertion point.

• Arrow Keys: Use arrow keys to navigate. Ctrl + Left/Right jumps between words.

4.5.2 Selecting Text

Before moving or formatting text, you must select it:

• Click and drag over the text to highlight it.

• Multiple Lines: Move the cursor to the left of a line until it becomes an arrow, then
click and drag.

• Select All: Press Ctrl + A or use Select All on the Home tab.

• Shortcuts: Double-click to select a word, triple-click for a paragraph.

4.5.3 Deleting Text

• Backspace: Deletes text to the left of the insertion point.

• Delete: Removes text to the right.

• Select & Delete: Highlight text and press Delete or start typing to replace it.

4.5.4 Copying & Moving Text

• Copy & Paste: Select text → Press Ctrl + C → Click where you want it → Press Ctrl
+ V.

• Cut & Paste: Select text → Press Ctrl + X → Click destination → Press Ctrl + V.

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• Drag & Drop: Select text → Drag it to a new location → Release the mouse.

• Right-Click Options: Right-click text to cut, copy, or paste with formatting options.

4.5.5 Undo & Redo

• Undo: Press Ctrl + Z to reverse recent changes.

• Redo: Press Ctrl + Y to restore an undone action.

4.6 Formatting Text

Formatted text can draw the reader's attention to specific parts of a document and emphasize
important information. In Word, you have several options for adjusting text,
including font, size, and color. You can also adjust the alignment of the text to change how it
is displayed on the page.

4.6.1 Changing Font Size

1. Select the text.

2. On the Home tab, click the Font Size drop-down

and choose a size.

o You can also type a custom size and press Enter.

o Use Grow Font and Shrink Font for quick adjustments.

4.6.2 Changing Font Face / Style

1. Select the text.

2. On the Home tab, click the Font drop-down and choose

a style.

Standard fonts include Calibri, Cambria, Times New Roman,

and Arial for readability.

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4.6.3 Changing Font Color

1. Select the text.

2. On the Home tab, click the Font Color drop-down and

choose a color.

o Click More Colors for additional options.

4.6.4 Applying Bold, Italic, and Underline

1. Select the text.

2. On the Home tab, click CTRL + Bold (B), Italic (I), or

Underline (U).

4.6.5 Changing Text Case

1. Select the text.

2. On the Home tab, click Change Case and choose an option.

4.6.6 Highlighting Text

1. Select the text.

2. On the Home tab, click the Text Highlight Color drop-down and choose a color.

o To remove highlighting, select No Color.

o Click Text Highlight Color to turn your cursor into a highlighter for multiple
lines.

4.6.7 Aligning Text

Text alignment is how text is positioned in a document. It can be left, center, right, or justified.

1. Select the text.

2. On the Home tab, choose an alignment:

o Left (default)
o Center
o Right
o Justify

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4.7 Using Find and Replace
4.7.1 Finding Text

Searching for specific words in long documents is easy with the Find feature:

1. Press Ctrl + F or click Find on the Home tab.

2. The Navigation Pane appears on the left.

3. Type the word or phrase you want to find.

4. Matching text on that document will be highlighted in yellow.

5. Click X to close the pane and remove highlights.

4.7.2 Replacing Text

The Replace feature allows you to quickly change words or phrases:

1. Press Ctrl + H or click Replace on the Home tab.

2. In the Find and Replace dialog box:

o Enter the word in Find what:

o Enter the replacement word in Replace with:

3. Click Find Next to review each instance.

4. Click Replace for individual changes or Replace All for all instances.

4.8 Line and Paragraph Spacing

Proper spacing improves readability and layout. Word lets you customize both line spacing
(space between lines in a paragraph) and paragraph spacing (space before or after
paragraphs).

4.8.1 Line Spacing

By default, Word uses 1.08 line spacing, but you can adjust it:

1. Select the text.

2. Click Line and Paragraph Spacing on the Home tab.

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3. Choose a preset option (e.g., Single, 1.5, or Double).

4. For more control, click Line Spacing Options to open the Paragraph dialog box,
where you can:

o Exactly: Set spacing in points (e.g., 15 pt for 12 pt text).

o At least: Expands if larger text appears on the same line.

o Multiple: Adjusts spacing proportionally (e.g., 1.2 for slightly more space, 0.9
for tighter lines).

4.8.2 Paragraph Spacing

To add space before or after paragraphs:

1. Select the paragraph(s).

2. Click Line and Paragraph Spacing on the Home tab.

3. Choose Add Space Before Paragraph or Remove Space After Paragraph.

4. For custom spacing, select Line Spacing Options in the drop-down menu.

4.9 Lists
Lists help organize, outline, and emphasize information. Word provides bulleted, numbered,
and multilevel lists that you can customize.

4.9.1 Creating a Bulleted List

1. Select the text.

2. Click the Bullets drop-down on the Home tab.

3. Choose a bullet style from the menu.

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Tip: To remove bullets, select the list and click the Bulleted List button again.

4.9.2 Creating a Numbered List

1. Select the text.

2. Click the Numbering drop-down on the Home tab.

3. Select a numbering style (numbers, letters, or Roman

numerals).

4.10 Inserting and Formatting Pictures in Word

Adding images can enhance your document’s visual appeal and help illustrate key points.

4.10.1 Inserting a Picture from a File

1. Place the insertion point where you want the image to appear.

2. Click the Insert tab → Pictures.

3. Select an image from your computer and

click Insert.

Resizing: Drag a corner handle to maintain

proportions or a side handle to stretch the image.

4.10.2 Formatting Pictures

Easily modify images in Word by resizing,

cropping, adding borders, and applying effects.

Cropping Images

• Select the image → Format tab → Crop.

• Drag the handles to trim unwanted parts.

• Use Crop to Shape to fit the image into a specific shape.

Adding Borders

• Select the image → Format tab → Picture Border.

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• Choose a color, thickness, or dashed line style.

Image Adjustments

• Corrections: Sharpen, soften, adjust brightness & contrast.

• Color: Modify saturation, tone, and apply tints.
• Artistic Effects: Add styles like watercolor or glowing edges.
• Picture Styles: Predefined frames and effects for quick formatting.

Picture Styles

• Apply predefined frames, shadows, reflections, and 3D effects in one click.

• Select the image → Format tab → Picture Styles → Choose a style

4.11 Using Shapes in Word

Shapes like arrows, callouts, squares, and flowchart elements can improve clarity and visual
appeal in your document.

4.11.1 Inserting a Shape

1. Insert tab → Shapes → Select a shape.

2. Click and drag to place it in your document.

3. Type inside the shape to add text.

4.11.2 Resizing & Rotating

• Drag sizing handles to resize.

• Use the rotation handle to rotate.

• Yellow handles modify certain shape details.

4.11.3 Ordering Shapes

• Right-click a shape → Bring to Front or Send to Back to adjust layering.

• Use the Selection Pane (Format tab) for precise control.

4.11.4 Formatting Shapes

• Shape Styles: Apply preset designs with colors and effects.

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• Fill Color: Select a solid color, gradient, or texture.
• Outline: Change color, thickness, or use a dashed line.
• Effects: Add shadows, reflections, and 3D styles.

4.11.5 Changing a Shape

• Format tab → Edit Shape → Change Shape to switch to a different one.

4.12 Working with Tables in Word

A table in MS Word is a grid of rows and columns used to organize text, numbers, or data
neatly.

4.12.1 Inserting a Table

1. Insert tab → Table → Select rows & columns from the grid.

2. Click to insert the table and start typing inside cells.

3. Use the Tab key to move between cells (pressing Tab in the last cell adds a new row).

4.12.2 Modifying Tables

• Add Rows/Columns: Click the + sign outside the table or right-click → Insert.
• Delete Rows/Columns: Right-click inside the row/column → Delete Cells → Choose
an option.

4.12.3 Table Styles & Formatting

• Table Styles: Use preset designs for colors, borders, and fonts.

• Table Style Options: Enable Header Row, Total Row, Banded Rows/Columns for
styling.

• Borders: Select cells → Use the Borders command to adjust line style, weight, and
color.

Note: When you select a table in MS Word, two tabs appear: Table Layout for adjusting
structure (rows, columns, and alignment) and Table Design for customizing appearance
(styles, borders, and shading)

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4.13 Charts
A chart in MS Word is a visual representation of data that helps illustrate trends, comparisons,
and relationships between different data points. It allows users to present numerical data in an
easy-to-understand format.

In word there are several types of charts to choose from such as:

• Column Charts – Use vertical bars for comparisons.

• Line Charts – Show trends over time.
• Pie Charts – Compare proportions as slices.
• Bar Charts – Similar to column charts but horizontal.

4.13.1 Inserting a Chart in Word

• Place the insertion point where you want the chart.

• Go to the Insert tab and click Chart in the Illustrations group.
• In the dialog box, select a chart type and click OK.
• A spreadsheet window will open—replace the placeholder text with your data.
• Adjust the blue box to include all relevant data.
• Click X to close the spreadsheet. Your chart is now ready.

4.13.2 Modifying Chart Layout & Style

Change Chart Layout:

1. Select the chart to activate the Design tab.

2. Click Quick Layout and choose a layout from the dropdown.

3. The chart will update automatically.

4. For more customization, use Add Chart Element to add titles, gridlines, etc.

Change Chart Style:

1. Select the chart to open the Design tab.

2. Click the More drop-down in the Chart Styles group.

3. Choose a style from the menu, and it will apply instantly.

4. Use formatting shortcuts on the right for quick edits like colors, elements, and filters.

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4.14 Page Layout

Word provides various page layout and formatting options, allowing you to customize page
orientation, size, and margins.

4.14.1 Page Orientation

Word offers two orientations:

• Portrait (vertical)

• Landscape (horizontal)

To change page orientation:

1. Go to the Layout tab.

2. Click Orientation in the Page Setup group.

3. Choose Portrait or Landscape.

4.14.2 Page Size

By default, the page size is 8.5 x 11 inches, but you can adjust it based on your needs.

To change page size:

1. Open the Layout tab and click Size.

2. Select a predefined size from the dropdown menu.

3. For a custom size, choose More Paper Sizes, adjust width and height, and click OK.

4.14.3 Page Margins

Margins define the space between text and the page edges. The default setting is Normal (1-
inch margins).

To change margins:

1. Go to Layout > Margins.

2. Select a predefined margin or click Custom Margins for custom settings.

3. Adjust the values and click OK.

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4.14.4 Columns

Columns can enhance readability, especially for documents like newspapers, newsletters, and
flyers. Word allows you to add and adjust columns, including column breaks.

Adding Columns

1. Select the text you want to format.

2. Go to the Layout tab and click Columns.

3. Choose a column layout or select More Columns for custom settings.

To adjust spacing and alignment, use the indent markers on the Ruler.

Removing Columns

1. Place the insertion point anywhere in the columns.

2. Go to Layout > Columns and select One to remove other columns and make single
column.

4.15 Headers, Footers and Page Numbers

Headers appear in the top margin, and footers appear in the bottom margin of a document.
They often include page numbers, dates, author names, and other useful details.

4.15.1 Creating a Header or Footer

1. Go to Insert > Header & Footer or double-click the top or bottom margin.

2. Type your text (e.g., author name, date).

3. Click Close Header and Footer or press Esc.

4.15.2 Using Preset Headers and Footers

1. Go to Insert > Header or Footer.

2. Choose a preset style.

3. Click a Content Control field to edit it.

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4. Click Close Header and Footer when finished.

4.15.3 Editing & Removing Headers and Footers

• To edit: Double-click the header/footer section.

• To remove: Go to Insert > Header/Footer > Remove Header/Footer.

4.15.4 Adding Page Numbers in Word

Word allows you to insert page numbers in the header, footer, or side margins to help organize
your document.

Inserting Page Numbers

1. Go to Insert > Page Number.

2. Choose a location:

o Top of Page (Header)

o Bottom of Page (Footer)

o Page Margins (Side Margin)

3. Select a style from the menu.

4. Press Esc to lock the header/footer.

4.16 Printing a Document in Word

Once you’ve created a document, you can print it for offline use. Word makes
it easy to preview and adjust printing settings before printing.

4.16.1 Accessing the Print Pane

1. Click the File tab to open Backstage View.

2. Select Print to open the Print Pane.

Tip: Press Ctrl + P to open the Print Pane quickly.

4.16.2 Printing a Document

1. Go to File > Print.

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2. Select your printer.

3. Enter the number of copies you want to print.

4. Adjust any additional settings (e.g., page orientation, margins).

5. Click Print.

If you don’t need to print the entire document, you can customize which pages to print.

4.17 Other Features

4.17.1 Table of Contents (TOC):

Generates a list of the document's headings for easy navigation.

To Create A TOC

- Go to the "References" tab.

- Click on "Table of Contents" and select a style.

4.17.2 Spelling and Grammar:

Checks the document for spelling and grammatical errors.

- Go to the "Review" tab.

- Click "Spelling & Grammar" to check for errors.

4.17.3 Comments:

Adds notes or feedback to the document without changing the text.

- Highlight the text to comment on.

- Go to the "Review" tab and click "New Comment."

4.17.4 Track Changes:

Records all edits, highlighting changes for review.

- Go to the "Review" tab.

- Click "Track Changes" to start tracking edits.

4.17.5 Watermark:

Adds a background image or text (like "Confidential") to the document.

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- Go to the "Design" tab.
- Click "Watermark" and choose a preset or custom watermark.

4.17.6 Page Color:

Changes the background color of the document's pages.

- Go to the "Design" tab.

- Click "Page Color" and select a color.

4.17.7 Page Borders:

Adds decorative borders around the document pages.

- Go to the "Design" tab.

- Click "Page Borders" and choose a style.

4.17.8 SmartArt Graphics

Creates visual representations of information, such as diagrams, hierarchies, or flowcharts.

- Go to the "Insert" tab.

- Click "SmartArt" and choose a layout.

- Enter text into the SmartArt graphic to customize it.

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CHAPTER 5: MICROSOFT OFFICE

POWERPOINT

5.0 Objectives
At the end of this chapter students should be able to:

✓ Identify PowerPoint’s purpose, key features (animations, multimedia, templates), and

practical uses.
✓ Navigate the PowerPoint interface (Ribbon, Slide Navigation, Notes pane, Slide
Master).
✓ Create, open, and manage presentations (blank, templates) and save/export them.
✓ Perform slide operations: insert, delete, duplicate, rearrange slides, and customize
layouts.
✓ Format text and apply themes for consistent design (colors, fonts, effects).
✓ Enhance presentations with transitions, animations (entrance, emphasis, exit, motion
paths), and multimedia (videos, audio).
✓ Use links and action buttons for interactive navigation (slides, web pages, files).
✓ Organize slides using sections and manage content with Slide Master View.
✓ Present effectively using Slide Show tools, Presenter View, and speaker notes.
✓ Incorporate advanced elements like SmartArt, charts, tables, and headers/footers.
✓ Edit and trim multimedia (videos/audio) and apply playback settings.

5.1 Getting Started with PowerPoint

PowerPoint is a presentation program that allows you to create dynamic slide presentations.
These presentations can include animation, narration, images, videos, and much more.

In this section, you'll learn your way around the PowerPoint environment, including the
Ribbon, Quick Access Toolbar, and Backstage view.

5.1.1 How to Open PowerPoint

Using the Start Menu:

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• Click on the Start button (Windows icon) in the bottom-left corner.

• Type "PowerPoint" in the search bar.

• Click on Microsoft PowerPoint from the search results.

5.1.2 The PowerPoint Interface

When you open PowerPoint for the first time, the Start Screen will appear. From here, you'll
be able to create a new presentation, choose a template, and access your recently edited
presentations. From the Start Screen, locate and select Blank Presentation to access the
PowerPoint interface.

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1. Quick Access Toolbar – A customizable toolbar located at the top-left corner of

PowerPoint that provides quick access to commonly used commands like Save, Undo,
Redo, and more.
2. The Ribbon – A collection of tabs and commands at the top of the PowerPoint window
that provides access to various tools and features, such as formatting, inserting
elements, and animations.
3. Tabs – Sections of the Ribbon that categorize related commands, such as Home, Insert,
Design, Transitions, Animations, and more.
4. Slide Navigation – A panel on the left side of PowerPoint that displays thumbnail
previews of slides, allowing users to quickly switch between slides or rearrange them.
5. Slide Number Indicator – A small display, usually at the bottom of the PowerPoint
window, that shows the current slide number and the total number of slides in the
presentation.
6. Notes – A section below the Slide Pane where presenters can add additional information
or reminders for each slide that won’t be visible to the audience during a slideshow.
7. Comments – A feature that allows users to add feedback, suggestions, or annotations
to slides, useful for collaboration and reviewing presentations.
8. Slide View Options – Different ways to view slides, such as Normal View, Slide Sorter
View, Notes Page View, and Reading View, to facilitate editing and reviewing
presentations.
9. Slide Pane – The main working area where the selected slide is displayed and edited,
allowing users to add text, images, and other elements.
10. Zoom Control – A slider or buttons at the bottom-right corner of PowerPoint that
allows users to adjust the zoom level of the Slide Pane for better visibility.
11. Rulers – Horizontal and vertical guides that help align text, images, and other elements
on a slide for precise positioning.
12. Scroll Bars – Vertical and horizontal bars that allow users to navigate through slides
and content when the working area is larger than the visible screen space.

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5.2 Creating, Saving and Opening Presentations

PowerPoint files are called presentations. Whenever you start a new project in PowerPoint,
you'll need to create a new presentation, which can either be blank or from a template. You'll
also need to know how to open an existing presentation.

5.2.1 To Create a New Presentation

When beginning a new project in PowerPoint, you'll often want to start with a new blank
presentation.

1. Select the File tab to go to Backstage view.

2. Select New on the left side of the window, then click Blank Presentation.

3. A new presentation will appear.

To create a new presentation from a template:

A template is a predesigned presentation you can use to create a new slide show quickly.
Templates often include custom formatting and designs, so they can save you a lot of time
and effort when starting a new project.

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1. Click the File tab to access Backstage view, then select New.

2. You can click a suggested search to find templates or use the search bar to find
something more specific. In our example, we'll search for the keyword chalkboard.

3. Select a template to review it.

4. A preview of the template will appear, along with additional information on how the
template can be used.

5. Click Create to use the selected template.

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6. A new presentation will appear with the selected template.

5.2.2 To Open an Existing Presentation

In addition to creating new presentations, you'll often need to

open a presentation that was previously saved.

1. Select the File tab to go to Backstage view, then

click Open.

2. Click Browse.

3. The Open dialog box will appear. Locate and select

your presentation, then click Open.

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5.2.4 Saving Presentations

Whenever you create a new presentation in PowerPoint, you'll need to know how to save in
order to access and edit it later.

To Save Presentation

1. Click the Save command on the Quick Access Toolbar or press Ctrl+S.
2. If saving for the first time, the Save As pane appears in Backstage view.
3. Click Browse to select a location on your computer
4. Enter a file name and click Save.
5. Click Save again anytime to save changes.
Using Save As to Make a Copy
1. Click Save As in Backstage view.
2. Choose where to save the file.
3. Enter a new file name (e.g., "Client Presentation 2").
4. Click Save to create a separate version.

5.3 Slide Basics

Every PowerPoint presentation consists of slides, which serve as individual pages of content,
similar to how Word documents have pages and Excel workbooks have sheets. Slides help
structure information visually, making presentations engaging and easy to follow. To create an
effective presentation, you must know how to insert, arrange, and customize slides, change
layouts, add notes and more.

5.3.1 Working with slides

New slides contain placeholders for content, such as text, images, or videos. The layout
determines how these elements are arranged and can vary based on the type of information
being presented. Common layouts include Title Slide, Title and Content, Comparison, and
Blank. When adding a new slide, select a layout that best suits your content needs.

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Inserting a New Slide

1. Click the Home tab.

2. Click the bottom half of the New Slide command.

3. Select a layout from the menu.

4. Click a placeholder to add text or content.

Changing Slide Layout

1. Select the slide.

2. Click the Layout command under the Home tab.

3. Choose the desired layout.

Organizing Slides

1. Duplicate: Right-click a slide and select Duplicate Slide.

2. Move: Drag the slide to a new position.

3. Delete: Select the slide and press Delete or Backspace.

Copying and Pasting Slides

1. Right-click the slide and choose Copy, or press Ctrl+C.

2. Click below a slide to select the paste location.

3. Right-click and select Paste, or press Ctrl+V.

Customizing Slide Layouts

1. Resize/Move a Placeholder: Click and drag the placeholder.

2. Delete a Placeholder: Select it and press Delete.
3. Add a Text Box: Click Insert > Text Box, then draw and type.

Using Blank Slides

To insert a blank slide, click New Slide and choose Blank. Customize by adding text boxes,
images, or charts.

Customizing Slides

1. Change Slide Size: Click Design > Slide Size and select a size.

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2. Format Background: Click Design > Format Background, then choose a color,
gradient, or pattern.
3. Apply a Theme: Click Design > More to select a theme.

5.3.2 Working with Text in PowerPoint

If you're new to PowerPoint, you'll need to learn the basics of working with text. Although it
is similar in many ways to text formatting in Microsoft Word—such as bold, italics, underline,
text color, alignments, spacing, and lists—PowerPoint has unique tools for arranging and
emphasizing text within slides. Additionally, copying and cutting text functions similarly to
Word, but with added flexibility for slide-based presentations. In this lesson, you'll learn how
to cut, copy, paste, and format text effectively.

PowerPoint shares many text formatting features with other Microsoft Office programs,
including options for font family, text size, bold, italic, underline, text color, text case,
alignment, spacing, lists, and much more. If you are unfamiliar with these concepts, consider
learning text formatting in Microsoft Word first.

Selecting Text

Before you can move or arrange text, you'll need to select it.

• Click next to the text you want to select, drag the mouse over the text, then release the
mouse. The text will be selected.

Copying and Moving Text

PowerPoint allows you to copy text that is already on a slide and paste it elsewhere, which can
save time. If you want to move text, you can cut and paste or drag and drop it.

To Copy and Paste Text:

1. Select the text you want to copy, then click the Copy command on the Home tab.

2. Place the insertion point where you want the text to appear.

3. Click the Paste command on the Home tab.

To Cut and Paste Text:

1. Select the text you want to move, then click the Cut command.

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2. Place the insertion point where you want the text to appear, then click the Paste
command.

Tip: You can also use keyboard shortcuts: Ctrl+X to cut, Ctrl+C to copy, and Ctrl+V to
paste.

To Drag and Drop Text:

1. Select the text you want to move.

2. Click and drag the text to the desired location.

3. Release the mouse, and the text will appear in the new location.

Formatting and Aligning Text

Formatted text can draw attention to specific parts of a presentation and emphasize key
information. In PowerPoint, you have several options for adjusting text, including size, color,
and alignment but all of these features are same as you learned MS Office Word.

Try exploring the Font and Paragraph groups in the Home tab to adjust text formatting and
alignment as needed.

5.4 Applying Themes

A theme in PowerPoint is a predefined set of colors, fonts, and effects that create a consistent,
professional look. Every presentation starts with a default theme, but you can switch to a new
one anytime. Themes also include unique slide layouts that control content arrangement.

Each PowerPoint theme consists of:

• Theme Colors – A palette of 10 colors with variations.

• Theme Fonts – Two primary fonts, found under Theme Fonts in the Font menu.

• Theme Effects – Preset shape styles available in the Format tab.

Switching themes updates all these elements instantly. However, custom colors and fonts
(outside the theme) won’t change. You can also modify themes to fit your needs.

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5.4.1 Applying a Theme

1. Go to the Design tab and find the Themes group.

2. Click the More drop-down arrow to see all themes.

3. Select a theme to apply it to your presentation.

4. Choose a Variant from the Variants group for color adjustment

5.5 Applying Transitions

Slide transitions add visual effects between slides, ranging from simple fades to more dynamic
animations. Used effectively, they give your presentation a polished, professional feel.

5.5.1 Applying a Transition

Step 1: Apply a Transition

1. Select a slide in the Slide Navigation Pane.

2. Go to the Transitions tab.

3. Click More to view all transition options.

4. Select a transition to apply it to the slide.

Step 2: Apply the Same Transition to All Slides

1. Click Apply To All in the Timing group.

Step 3: Preview a Transition

• Click Preview in the Transitions tab.

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• Or, click Play Animations in the Slide Navigation pane.

Step 4: Modify Transition Effects

1. Select a slide with a transition.

2. Click Effect Options and choose a direction or variation.

Step 5: Adjust Transition Speed

1. Select a slide.

2. In the Duration field under Timing, enter a time (e.g., 0.50 for a faster transition).

Step 6: Add Sound (Optional)

1. Select a slide.

2. Click the Sound drop-down in the Timing group.

3. Choose a sound.

Step 7: Remove a Transition

• Select a slide, choose None from the Transitions tab.

• Click Apply To All to remove transitions from all slides.

5.6 Managing Slides in PowerPoint

As you add more slides, organizing them becomes essential. PowerPoint offers several tools to
help manage your presentation effectively.

5.6.1 Slide Views

PowerPoint provides different views for

creating, editing, and presenting slides.
These can be found in the bottom-right
corner.

1. Normal View – Default view for creating and editing slides. You can also rearrange
slides in the Slide Navigation pane.

2. Slide Sorter View – Displays thumbnails of all slides for easy reordering.

3. Reading View – Previews your presentation in a window with navigation controls.

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4. Slide Show View – Presents slides in full-screen mode (press F5 to start from the
beginning).

Tip: Moving your mouse in Slide Show View reveals tools like the pen and highlighter.

5.6.2 Adding Slide Notes

Speaker notes help you prepare for your presentation.

How to Add Notes

1. Click the Notes command at the bottom of the screen to open the Notes pane.

2. Click inside the Notes pane and start typing.

3. Drag the edge of the pane to resize it if needed.

4. To view or edit notes in more detail, go to View → Notes Page.

5.6.3 Organizing Slides with Sections

For large presentations, sections make navigation easier. You can name, collapse, or expand
sections in the Slide Navigation pane.

How to Add Sections

1. Select the slide where you want a section to begin.

2. Click Home → Section → Add Section.

3. Right-click the Untitled Section, choose Rename Section, and enter a name.

4. Click the arrow next to a section name to collapse/expand it.

Removing Sections

• Click Section → Remove Section or Remove All Sections to delete them.

5.7 Presenting Your Slide Show

Once your slides are complete, PowerPoint offers tools to make your presentation smooth and
professional.

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5.7.1 Starting a Slide Show

You can start your presentation in multiple ways:

1. Click Start From Beginning on the Quick Access Toolbar or press F5.

2. Click the Slide Show view button in the bottom-right corner.

3. Go to the Slide Show tab for additional options like starting from the current slide.

5.7.2 Navigating Slides

• Advance slides: Click your mouse, press spacebar, or use the arrow keys.

• Go back: Use the left arrow key or hover over the bottom-left and click the back arrow.

• Exit the slide show: Press Esc or click Slide Show Options → End Show.

5.7.3 Presentation Tools and Features

Jumping to a Specific Slide

1. Click See All Slides in the bottom-left corner.

2. Select the slide you want to jump to.

Using Drawing Tools

1. Click Pen Tools in the bottom-left corner.

2. Select Pen or Highlighter (choose a color if needed).

3. Click and drag the mouse to draw. Press Ctrl+P for quick access.

4. To erase markings: Select Eraser → Erase All Ink on Slide.

Tip: Use the Laser Pointer to highlight items without marking slides (Ctrl + left mouse
button).

Presenter View

If using a second display (like a projector), Presenter View gives extra controls like slide
previews and notes.

1. Start your slide show and click Slide Options → Presenter View (or press Alt+F5).

2. Use tools like slide navigation, notes, and timers while presenting.

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5.8 Animating Text and Objects

PowerPoint allows you to animate text, shapes, pictures, and other objects to make your
presentation more engaging.

5.8.1 Types of Animations

There are four main types of animations:

1. Entrance – Controls how an object enters the slide (e.g., "Bounce" makes it drop and
bounce).

2. Emphasis – Animates an object while it’s on the slide (e.g., "Spin" makes it rotate).

3. Exit – Controls how an object leaves the slide (e.g., "Fade" makes it disappear).

4. Motion Paths – Moves an object along a path (e.g., "Circle" moves it in a circular
path).

5.8.2 Applying an Animation

1. Select the object to animate.

2. Go to the Animations tab.
3. Click the More drop-down arrow in the Animation group.
4. Choose an animation effect.
5. A number will appear next to the object, indicating the order of animations.

Tip: Some effects have additional options. Click Effect Options to customize (e.g., change
the direction of the "Fly In" effect).

5.8.3 Removing an Animation

1. Click the small number next to the animated object.

2. Press Delete to remove the animation.

Avoid overusing animations—too many can make your presentation look unprofessional.

5.8.4 Using the Animation Pane

The Animation Pane allows you to manage animations in detail.

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Opening the Animation Pane

1. Click the Animation Pane button in the Animations tab.

2. A sidebar will appear showing all animations in order.

Reordering Effects in the Animation Pane

1. Click and drag an effect up or down in the list.

Previewing from the Animation Pane

1. Click the Play button in the Animation Pane.

2. The timeline will show the progress of each animation.

Changing Animation Start Options

1. Click the drop-down arrow next to an effect in the Animation Pane.

2. Select one of the following:

3. Start on Click – Plays the animation when you click.

4. Start With Previous – Plays the animation at the same time as the previous one.

5. Start After Previous – Plays the animation after the previous one ends.

5.8.5 Advanced Animation Settings

Opening the Effect Options Dialog Box

1. In the Animation Pane, click the drop-down arrow next to an animation.

2. Select Effect Options...

Customizing Animation Timing

1. Click the Timing tab in the Effect Options dialog box.

2. Adjust:

1. Delay – Adds a pause before the animation starts.

2. Duration – Adjusts how long the animation lasts.

3. Repeat – Makes the animation repeat multiple times.

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5.9 Links and Action Buttons

A link in PowerPoint connects text or objects (like shapes) to another slide, a webpage, or a
file. Clicking the link during a presentation takes you to the linked location. Action buttons
are built-in shapes that work similarly but are especially useful for interactive presentations.

5.9.1. Link to Another Slide (Text or Shape)

1. Select the text or shape, right-click, and choose Link.

2. In the Insert Hyperlink box, click Place in This Document.

3. Select the target slide and click OK.

5.9.2. Link Slide to a Web Page

1. Select the text or shape, right-click, and choose Link.

2. In the Insert Hyperlink box, type or paste the web address in the Address field.

3. Click OK.

5.9.3. Link Slide to a File

1. Select the text or shape, right-click, and choose Link.

2. In the Insert Hyperlink box, click Existing File or Webpage.

3. Browse and select the file, then click OK.

Note: If presenting on another computer, ensure the linked file is available to prevent
broken links.

5.9.4 Using an Action Button

1. Go to Insert > Shapes, scroll to the bottom, and select an Action Button.
2. Click on the slide to place it.
3. In the Action Settings box, choose Hyperlink to: and select the target slide.
4. Click OK.

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5.10 Slide Master View

Slide Master View lets you edit layouts, text styles, and backgrounds for all slides at once. This
ensures consistency and saves time.

5.10.1 Modify All Slides

1. Go to View > Slide Master.

2. Select the first slide (Slide Master).

3. Make changes (e.g., insert a logo, change fonts, or adjust backgrounds).

4. Click Close Master View—your changes apply to all slides.

5.10.2 Customize Individual Slide Layouts

1. In Slide Master View, select the layout to edit.

2. Adjust placeholders, backgrounds, and graphics as needed.

3. Click Close Master View—only slides using that layout will be updated.

5.10.3 Create Custom Slide Layouts

1. In Slide Master View, click Insert Layout.

2. Add placeholders, images, or text.

3. Rename and apply the layout to slides via Home > Layout.

5.11 Inserting Videos and Audios in PowerPoint

5.11.1 Inserting Videos in PowerPoint

PowerPoint lets you add and play videos in your presentation, making it more engaging. You
can also edit videos by trimming their length, adding fade-ins, and customizing their
appearance.

Adding a Video

• From a File: Go to the Insert tab → Video → Video on My PC, select your file, and
click Insert.

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• Online Videos: Embed videos from sites like YouTube to reduce file size (requires an
internet connection).

Working with Videos

• Preview: Click the video, then press Play/Pause.

• Resize: Drag the corner handles to adjust size while keeping proportions.

• Move/Delete: Click and drag to move, or press Delete to remove.

Editing & Formatting Videos

• Trim: Select the video → Playback tab → Trim Video → Adjust start and end times.

• Fade In/Out: Adjust fade settings in the Playback tab.

• Bookmarks: Click the timeline → Add Bookmark to jump to specific points.

• Playback Options: Control volume, start settings, looping, and full-screen playback.

• Appearance: Apply video styles, borders, and effects via the Format tab.

5.11.2 Inserting Audio in PowerPoint

You can add background music, sound effects, or narration to slides and edit them for a polished
presentation.

Adding Audio

• From a File: Go to Insert → Audio → Audio on My PC, select a file, and click Insert.

• Recording Audio: Click Insert → Audio → Record Audio, then record, preview, and
insert.

Working with Audio

• Play: Click the audio file, then press Play/Pause.

• Move/Delete: Click and drag to move, or press Delete to remove.

Editing & Formatting Audio

• Trim: Select the audio → Playback tab → Trim Audio → Adjust start and end times.

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• Fade In/Out: Adjust fade settings in the Playback tab.

• Bookmarks: Click the timeline → Add Bookmark to jump to specific points.

• Playback Options: Adjust volume, auto-play, looping, and whether the icon is visible
during the slideshow.

• Change Icon: Select the audio → Format tab → Change Picture to use a custom icon.

5.12 More Features

Here are some key features in PowerPoint that are similar to what we learned in MS Word:

• Inserting and Formatting Pictures – You can add images to slides and adjust their
size, position, and appearance using tools like cropping, brightness, contrast, and
artistic effects.

• Shapes – PowerPoint allows you to insert various shapes, such as rectangles, circles,
arrows, and more. You can customize their color, outline, size, and even add text inside
them.

• SmartArt – This feature helps you create visually appealing diagrams to represent
processes, hierarchies, cycles, and other concepts. You can choose from different
layouts and customize colors and styles.

• Charts – Similar to Word, you can insert charts like bar, line, pie, and column charts in
PowerPoint to visually present data. You can edit chart elements, styles, and labels to
improve clarity.

• Tables – PowerPoint lets you insert tables to organize information in rows and columns.
You can format tables by changing colors, borders, and text alignment.

• Header and Footer – You can add headers and footers to slides, including page
numbers, dates, and text like your presentation title. However, in PowerPoint, these
typically appear in the slide master rather than the document header.

• And Much More – PowerPoint includes additional features like animations,

transitions, slide layouts, and multimedia integration, which go beyond what Word
offers but still work in a somewhat similar way in terms of formatting and editing.

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CHAPTER 6: MICROSOFT OFFICE EXCEL

6.0 Objectives
At the end of this chapter students should be able to :

✓ Identify Excel’s purpose, key features (spreadsheets, formulas, charts), and practical
uses for data organization and analysis.
✓ Navigate the Excel interface (Ribbon, Name Box, Formula Bar, rows, columns,
worksheets).
✓ Create, open, and manage workbooks (blank or template-based) and save/export files.
✓ Perform cell operations: select, input/delete content, copy-paste, and use the fill handle.
✓ Modify columns and rows: adjust size, insert/delete, hide/unhide, wrap text, and merge
cells.
✓ Format cells: apply fonts, borders, colors, styles, alignment, and number formats
(currency, dates).
✓ Manage multiple worksheets: insert, rename, move, copy, delete, and switch between
sheets.
✓ Configure page layout and printing: set print areas, adjust orientation/scaling/margins,
and repeat headers.
✓ Create formulas: use operators (+, -, *, /), cell references, and apply order of operations
(PEMDAS).
✓ Utilize functions (SUM, AVERAGE, COUNT, MAX, MIN) via AutoSum and manual
entry.
✓ Organize data: freeze panes, sort alphabetically/numerically, and filter to display
specific criteria.
✓ Convert data ranges into formatted tables and customize styles.
✓ Insert and customize charts: select types (bar, pie, line), modify layouts/styles, and add
elements (titles, labels).

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6.1 Getting Started with Excel

Excel is a spreadsheet program that allows you to store, organize, and analyze information.
While you may think Excel is only used by certain people to process complicated data, anyone
can learn how to take advantage of the program's powerful features. Whether you're keeping
a budget, organizing a training log, or creating an invoice, Excel makes it easy to work with
different types of data.

In this section, you'll learn your way around the Excel environment, including the Ribbon,
Quick Access Toolbar, and Backstage view.

6.1.1 How to Open Excel

Using the Start Menu:

• Click on the Start button (Windows icon) in the bottom-left corner.

• Type "Excel" in the search bar.

• Click on Microsoft Excel from the search results.

6.1.2 The Excel Interface

When you open Excel for the first time, the Excel Start Screen will appear. From here, you'll
be able to create a new workbook, choose a template, and access your recently edited
workbooks.

From the Excel Start Screen, locate and select Blank workbook to access the Excel interface.

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Parts of the Excel window

Some parts of the Excel window (like the Ribbon and scroll bars) are standard in most other
Microsoft programs. However, there are other features that are more specific to spreadsheets,
such as the formula bar, name box, and worksheet tabs.

1. Quick Access Toolbar – A customizable toolbar located above the Ribbon that
provides quick access to frequently used commands like Save, Undo, and Redo.
2. The Ribbon – A set of toolbars at the top of Excel that contains commands and
options grouped into tabs for easy access to functions like formatting, inserting charts,
and managing data.
3. Tabs – Sections within the Ribbon (e.g., Home, Insert, Formulas) that categorize
related commands and tools in Excel.
4. Name Box – A small box to the left of the Formula Bar that displays the reference
(e.g., A1) of the currently selected cell or the name of a defined range.
5. Formula Bar – A toolbar above the worksheet where you can enter or edit data and
formulas in the selected cell.
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6. Columns – Vertical divisions in an Excel worksheet, labeled with letters (A, B, C,
etc.), that help organize data.
7. Rows – Horizontal divisions in an Excel worksheet, labeled with numbers (1, 2, 3,
etc.), that help organize data.
8. Sheets – Individual pages within an Excel workbook that contain data, formulas, and
charts; also called worksheets.
9. Worksheet View Options – Settings that allow you to change how you view a
worksheet, including Normal View, Page Layout View, and Page Break Preview.
10. Zoom Control – A slider (or percentage setting) at the bottom-right of the Excel
window that allows users to adjust the zoom level of the worksheet.
11. Cell and Cells – The basic building blocks of an Excel worksheet where data is
entered, identified by a unique column-letter and row-number reference (e.g., A1).
12. Scroll Bars – Horizontal and vertical bars that allow users to navigate through a
worksheet by scrolling left, right, up, or down.

6.2 Creating and Opening workbooks

Excel files are called workbooks. Whenever you start a new project in Excel, you'll need to
create a new workbook. There are several ways to start working with a workbook in Excel.
You can choose to create a new workbook—either with a blank workbook or a predesigned
template—or open an existing workbook.

6.2.1 To Create new blank workbook

1. Select the File tab. Backstage view will appear.

2. Select New, then click Blank workbook.

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3. A new blank workbook will appear.

6.2.2 To open existing workbook

In addition to creating new workbooks, you'll often need to open a workbook that was
previously saved.

1. Navigate to Backstage view, then click Open.

2. Select Computer, then click Browse.

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3. The Open dialog box will appear. Locate and select your workbook, then click Open.

6.2.3 Using Templates

A template is a predesigned spreadsheet you can use to create a new workbook quickly.
Templates often include custom formatting and predefined formulas, so they can save you a
lot of time and effort when starting a new project.

To create a new workbook from a template:

1. Click the File tab to access Backstage view.

2. Select New. Several templates will appear below the Blank workbook option.

3. Select a template to review it.

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4. A preview of the template will appear, along with additional information on how the
template can be used.

5. Click Create to use the selected template.

6. A new workbook will appear with the selected template.

6.3 Saving Workbooks

Whenever you create a new workbook in Excel, you'll need to know how to save it in order to
access and edit it later.

6.3.1 How to Save:

1. Click the Save command on the Quick Access Toolbar or press Ctrl+S.

2. If saving for the first time, the Save As pane appears.

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3. Choose a location (Computer > Browse or OneDrive).

4. Enter a file name and click Save.

6.3.2 Using Save As to Make a Copy:

To save a different version while keeping the original:

1. Click Save As in Backstage View.

2. Choose a location, enter a new file name, and click Save.

6.4 Cell Basics

Whenever you work with Excel, you'll enter information—or content—into cells. Cells are
the basic building blocks of a worksheet. You'll need to learn the basics of cells and cell
content to calculate, analyze, and organize data in Excel.

6.4.1 Understanding Cells

Every worksheet is made up of thousands of rectangles, which are called cells. A cell is
the intersection of a row and a column. In other words, it's where a row and column meet.

Columns are identified by letters (A, B, C), while rows are identified by numbers (1, 2,
3). Each cell has its own name—or cell address—based on its column and row. In the example
below, the selected cell intersects column C and row 5, so the cell address is C5.

Note that the cell address also appears in the Name box in the top-left corner, and that a
cell's column and row headings are highlighted when the cell is selected.

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You can also select multiple cells at the same time. A group of cells is known as a cell range.
Rather than a single cell address, you will refer to a cell range using the cell addresses of
the first and last cells in the cell range, separated by a colon. For example, a cell range that
included cells A1, A2, A3, A4, and A5 would be written as A1:A5. Take a look at the different
cell ranges below:

✓ Cell range A1:A8 ✓ Cell range A1:F1

✓ Cell range A1:F8

6.4.2 Selecting cells

To Select a Cell

To input or edit cell content, you'll first need to select the cell.

1. Click a cell to select it. In our example, we'll select

cell B3

A border will appear around the selected cell, and

the column heading and row heading will be highlighted.
The cell will remain selected until you click another cell in
the worksheet.

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Tip: You can also select cells using the arrow keys on your keyboard.

To select a cell range:

Sometimes you may want to select a larger group of cells, or a cell range.

1. Click and drag the mouse until all of

the adjoining cells you want to select
are highlighted. In our example, we'll select the cell
range B5:C18.

2. Release the mouse to select the desired cell range.

The cells will remain selected until you click another
cell in the worksheet.

6.4.3 Cell Content

Any information you enter into a spreadsheet will be stored in a cell. Each cell can contain
different types of content, including text, formulas, and functions.

✓ Text: Cells can contain text, such as letters, numbers, and dates.

✓ Formulas and functions: Cells can contain formulas and functions that calculate cell
values. In our example, SUM(B2:B8) adds the value of each cell in the cell range B2:B8
and displays the total in cell B9.

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To insert content into cell:

1. Click a cell to select it.

2. Type something into the selected cell, then press Enter on your keyboard. The content
will appear in the cell and the formula bar. You can also input and edit cell content in
the formula bar.

To delete (or clear) cell content:

1. Select the cell(s) with content you want to delete.

2. Select the Clear command on the Home tab, then click Clear Contents.

Tip: You can also use the Delete key on your keyboard to delete content from multiple
cells at once. The Backspace key will only delete content from one cell at a time.

To Delete Cells:

There is an important difference between deleting the content of a cell and deleting the cell
itself. If you delete the entire cell, the cells below it will shift to fill in the gaps and replace the
deleted cells.

1. Select the cell(s) you want to delete.

2. Select the Delete command from the Home tab on the Ribbon.

3. The cells below will shift up and fill in the gaps.

To copy and paste cell content:

Excel allows you to copy or cut content that is already entered into your spreadsheet and paste
this content to other cells, which can save you time and effort.

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1. Select the cell(s) you want to copy or cut.

2. Click the Copy command (for copying) or the Cut command (for cutting) on the Home
tab, or press Ctrl + C (to copy) or Ctrl + X (to cut) on your keyboard.
3. Select the cell(s) where you want to paste the content.
4. The copied or cut cell(s) will have a dashed box around them.
5. Click the Paste command on the Home tab, or press Ctrl + V on your keyboard.
6. The content will be pasted into the selected cells.

To use the fill handle:

If you're copying cell content to adjacent cells in the same row or column, the fill handle is a
good alternative to the copy and paste.

1. Select the cell(s) containing the content

you want to use, then hover the mouse
over the lower-right corner of the cell so
the fill handle appears.
2. Click and drag the fill handle until all of
the cells you want to fill are selected.
3. Release the mouse to fill the selected cells.

Tip: You can also double-click the fill handle instead of clicking and dragging.

6.5 Modifying Columns, Rows, and Cells in Excel

By default, all rows and columns in a new workbook have the same dimensions. Excel allows
you to adjust column width and row height, wrap text, and merge cells.

6.5.1 Adjusting Column Width

Column width refers to the horizontal space of a column, determining how much text or
numbers can fit inside. You can modify (adjust) column with in one of the following:

Manually:

1. Hover over the column boundary in the header until the cursor becomes a double arrow.

2. Click and drag to adjust the width.

3. Release to set the new width.

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Tip: If a column is too narrow, numerical data may display as #######. Expanding the
width reveals the full content.

AutoFit:

AutoFit adjusts a column's width automatically to fit its content:

1. Double-click the column boundary when the double-arrow cursor appears.

2. The column resizes to fit the longest entry.

Tip: Multiple columns can be AutoFitted by selecting them and choosing AutoFit Column
Width from the Format menu in the Home tab.

6.5.2 Adjusting Row Height

Row height refers to the vertical space of a row, affecting how much content can be displayed
within a cell.

To adjust row height:

1. Hover over the row boundary until the double-arrow cursor appears.

2. Click and drag to increase or decrease the height.

3. Release to apply the change.

6.5.3 Inserting, Deleting, Moving, and Hiding Rows & Columns

Inserting Rows and Columns

✓ To insert a row: Select a row, click Insert in the Home tab, and a new row appears
above.
✓ To insert a column: Select a column, click Insert, and a new column appears to the
left.
Deleting Rows and Columns

• Select the row or column to remove.

• Click Delete in the Home tab.

• Adjacent rows or columns shift to fill the gap.

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Moving Rows and Columns

• Select a row or column, click Cut (or press Ctrl+X).

• Select the destination, click Insert → Insert Cut Cells.

Hiding and Unhiding

Hiding helps temporarily remove rows or columns without deleting them.

• Select the rows or columns, right-click, and choose Hide.

• To unhide, select the surrounding rows or columns, right-click, and choose Unhide.

6.5.4 Wrapping Text and Merging Cells

Wrapping Text

If text exceeds a column’s width, Wrap Text adjusts the row height so content appears on
multiple lines:

1. Select a cell or range.

2. Click Wrap Text in the Home tab.

Merging Cells

Merging combines multiple cells into one larger cell:

1. Select the cells.

2. Click Merge & Center in the Home tab.

Unmerging cells

Unmerging splits a previously merged cell back into individual cells:

1. Select the merged cell.

2. Click Merge & Center in the Home tab again (this will unmerge the cells).

Note: The content will remain in the upper-left cell after unmerging.

6.6 Formatting Cells

All cell content uses the same formatting by default, which can make it difficult to read a
workbook with a lot of information. Basic formatting can customize the look and feel of your

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workbook, allowing you to draw attention to specific sections and making your content easier
to view and understand.

6.6.1 The Font

To change the font size:

1. Select the cell(s) you want to modify.

2. On the Home tab, click the drop-down arrow next to the Font Size command, then
select the desired font size. In our example, we will choose 24 to make the text larger.

3. The text will change to the selected font size.

TIP: You can also use the Increase Font Size and Decrease Font Size commands or enter
a custom font size using your keyboard.

To Change the font:

1. Select the cell(s) you want to modify.

2. On the Home tab, click the drop-down arrow next to the Font command, then
select the desired font.
3. The text will change to the selected font.

To Change the font color:

1. Select the cell(s) you want to modify.

2. On the Home tab, click the drop-down arrow next to the Font Color command,
then select the desired font color.
3. The text will change to the selected font color.

To use the Bold, Italic, and Underline commands:

1. Select the cell(s) you want to modify.

2. Click the Bold (B), Italic (I), or Underline (U) command on the Home tab.
3. The selected style will be applied to the text.

TIP: You can also press Ctrl+B on your keyboard to make selected text bold, Ctrl+I to
apply italics, and Ctrl+U to apply an underline.

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6.6.2 Cell Borders and Fill Colors

Cell borders and fill colors allow you to create clear and defined boundaries for different
sections of your worksheet. Below, we'll add cell borders and fill color to our header cells to
help distinguish them from the rest of the worksheet.

To add a fill color:

1. Select the cell(s) you want to modify.

2. On the Home tab, click the drop-down arrow next to the Fill Color command, then
select the fill color you want to use.

3. The selected fill color will appear in the selected cells. We've also changed the font
color to white to make it more readable with this dark fill color.

To add a Border:

1. Select the cell(s) you want to modify.

2. On the Home tab, click the drop-down arrow next to the Borders command, then
select the border style you want to use.
3. The selected border style will appear.

6.6.3 Cell Styles

Instead of formatting cells manually, you can use Excel's predesigned cell styles. Cell styles
are a quick way to include professional formatting for different parts of your workbook,
like titles and headers.

To apply a cell style:

1. Select the cell(s) you want to modify.

2. Click the Cell Styles command on the Home tab, then choose the desired style from
the drop-down menu.

3. The selected cell style will appear.

Note: Applying a cell style will replace any existing cell formatting except for text
alignment.

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6.6.4 Text alignment

By default, any text entered into your worksheet will be aligned to the bottom-left of a cell,
while any numbers will be aligned to the bottom-right. Changing the alignment of your cell
content allows you to choose how the content is displayed in any cell, which can make your
cell content easier to read.

✓ Left Align: aligns content to the left border of the cell.

✓ Center Align: aligns content an equal distance from the left and right borders of
the cell.
✓ Right Align: aligns content to the right border of the cell.
✓ Top align: aligns content to the fop border of the cell
✓ Middle align: aligns content equal distance from top and
bottom borders of the cell
✓ Bottom align: aligns content to the bottom border of the cell.

To Align:

1. Select the cell(s) you want to modify:

2. Select one of the six alignment commands on the Home tab.
3. The text will take the alignment you chose.

6.6.5 The Format Painter

If you want to copy formatting from one cell to another, you can use
the Format Painter command on the Home tab. When you click the
Format Painter, it will copy all of the formatting from the selected
cell. You can then click and drag over any cells where you want to
paste the formatting.

6.6.6 Number Formats

Whenever you're working with a spreadsheet, it's a good idea to use appropriate number
formats for your data. Number formats tell your spreadsheet exactly what type of data you're
using, like percentages (%), currency ($), times, dates, and so on.

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Applying number formats

Just like other types of formatting, like changing the font color, you'll apply number formats
by selecting cells and choosing the desired formatting option. There are two main ways to
choose a number format:

• Go to the Home tab, click the Number Format drop-down menu in

the Number group, and select the desired format.

Or

• Click one of the quick number-formatting commands below the

drop-down menu.

• Then select the formatting you want.

Tip: You can also select the desired cells and press Ctrl+1 on your keyboard to access
additional number-formatting options.

6.7 Working with Multiple Worksheets

Every workbook contains at least one worksheet by default. When working with a large
amount of data, you can create multiple worksheets to help organize your workbook and make
it easier to find content. You can also group worksheets to quickly add information to multiple
worksheets at the same time.

6.9.1 Managing Worksheets

Inserting new worksheet

1. Locate and select the New sheet button near the bottom-right corner of the Excel
window.

2. A new blank worksheet will appear.

Copying a Worksheet

1. Right-click the worksheet tab and select Move or Copy.

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2. In the Move or Copy dialog box, choose a location.

3. Check Create a copy and click OK.

4. The new worksheet will have the same name with a version number (e.g., November
(2)).

5. To copy to another workbook, select it from the To book: drop-down menu.

Renaming a Worksheet

1. Right-click the worksheet tab and select Rename.

2. Type the new name and press Enter.

Moving a Worksheet

1. Click and drag the worksheet tab to the desired location.

2. Release the mouse to move it.

Changing Tab Color

1. Right-click the worksheet tab and hover over Tab Color.

2. Select a color. (The color is more visible when the sheet is not selected.)

Deleting a Worksheet

1. Right-click the worksheet tab and select Delete.

2. The worksheet will be removed. (To prevent deletion, use Protect Sheet.)

Switching Between Worksheets

1. Click a worksheet tab to switch.

2. For large workbooks, right-click the scroll arrows in the lower-left corner.

3. Select a sheet from the list and double-click to jump to it.

6.8 Page Layout and Printing

6.8.1 Printing Workbooks in Excel

To print a workbook in Excel, first set up your page layout, then access the Print pane:

1. Click the File tab → Print.

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2. Choose a printer, set the number of copies, adjust settings, and click Print.

6.8.2 Choosing a Print Area

• Print Active Sheets: Select sheets, go to the Print pane, choose Print Active Sheets,
and print.

• Print Entire Workbook: Select Print Entire Workbook and print.

• Print Selection: Highlight the desired cells, choose Print Selection, and print.

To predefine a print area: Select cells → Page Layout tab → Print Area → Set Print Area.

6.8.3 Adjusting Print Settings

• Page Orientation: Choose Portrait or Landscape in the Print pane.

• Scaling: Fit content by selecting options like Fit All Columns on One Page.

• Margins: Adjust from the Page Margins menu or manually using the Show Margins
button.

• Print Titles: Repeat specific rows/columns on each page via the Page Layout tab →
Print Titles.

6.9 Excel Formulas

One of the most powerful features in Excel is the ability to calculate numerical information
using formulas. Just like a calculator, Excel can add, subtract, multiply, and divide.

6.9.1 Mathematical Operators

Excel uses standard operators for formulas: a plus sign for addition
(+), minus sign for subtraction (-), asterisk for multiplication (*), forward
slash for division (/), and caret (^) for exponents.

NOTE: All formulas in Excel must begin with an equals sign (=). This
is because the cell contains, or is equal to, the formula and the value it
calculates.

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6.9.2 Cell Reference

While you can create simple formulas in Excel using numbers (for example, =2+2 or =5*5),
most of the time you will use cell addresses to create a formula. This is known as making a cell
reference. Using cell references will ensure that your formulas are always accurate because
you can change the value of referenced cells without having to rewrite the formula.

In the formula on the right, cell A3 adds the values of cells A1

and A2 by making cell references.

When you press Enter, the formula calculates and displays the
answer in cell A3.

If the values in the referenced cells change, the formula automatically

recalculates.

By combining a mathematical operator with cell references, you can create

a variety of simple formulas in Excel.

6.9.3 Creating Formulas

Method 01:

1. Select the cell that will contain the formula.

2. Type the equals sign (=).
3. Type the cell address of the cell you want to reference first in the formula.
4. Type the mathematical operator you want to use.
5. Type the cell address of the cell you want to reference second in the formula.
6. Press Enter on your keyboard. The formula will be calculated, and the value will
be displayed in the cell. If you select the cell again, notice that the cell displays the
result, while the formula bar displays the formula.

Method 02:

Instead of typing cell addresses manually, you can point and click the cells you want to include
in your formula. This method can save a lot of time and effort when creating formulas

1. Select the cell that will contain the formula

2. Type the equals sign (=).
3. Select the cell you want to reference first in the formula by clicking.
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4. Type the mathematical operator you want to use.

5. Select the cell you want to reference second in the formula by clicking.
6. Press Enter on your keyboard. The formula will be calculated, and the value will
be displayed in the cell.

The true advantage of cell references is that they allow you to update data in your worksheet
without having to rewrite formulas.

6.9.4 Editing Formulas:

Sometimes you may want to modify an existing formula. In the example below, we've entered
an incorrect cell address in our formula, so we'll need to correct it.

To edit a formula:

1. Select the cell containing the formula you want to edit. In our example, we'll select
cell D12.
2. Click the formula bar to edit the formula. You can also double-click the cell to
view and edit the formula directly within the cell.
3. A border will appear around any referenced cells.
4. When you're finished, press Enter on your keyboard or select the Enter command
in the formula bar.
5. The formula will be updated, and the new value will be displayed in the cell.

Tip: If you change your mind, you can press the Esc key on your keyboard or click
the Cancel command in the formula bar to avoid accidentally making changes to your formula.

6.9.5 Creating More Complex Formulas

You may have experience working with formulas that contain only one operator, like 7+9. Or
complex formulas can contain several mathematical operators, like 5+2*8. When there's
more than one operation in a formula, the order of operations tells Excel which operation to
calculate first. To write formulas that will give you the correct answer, you'll need to understand
the order of operations.

The order of operations

When there is more than one operator in the formula, Excel calculates formulas based on the
following order of operations:

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1. Operations enclosed in parentheses

2. Exponential calculations (3^2, for example)

3. Multiplication and division, whichever comes first

4. Addition and subtraction, whichever comes first

A mnemonic that can help you remember the order is PEMDAS or PODMAS rule.

6.10 Excel Functions

A function is a predefined formula that performs calculations using specific values in a
particular order. Excel includes many common functions that can be used to quickly find
the sum, average, count, maximum value, and minimum value for a range of cells. In order
to use functions correctly, you'll need to understand the different parts of a function and how
to create arguments to calculate values and cell references.

6.10.1 The Parts of a function

In order to work correctly, a function must be written a specific way, which is called
the syntax. The basic syntax for a function is the equals sign
(=), the function name (SUM, for example), and one or
more arguments. Arguments contain the information you
want to calculate. The function in the right example would
add the values of the cell range A1:A20.

Arguments

Arguments can refer to both individual cells and cell ranges and must be enclosed
within parentheses. You can include one argument or multiple arguments, depending on the
syntax required for the function.

For example, the function =AVERAGE(B1:B9) would calculate the average of the values in
the cell range B1:B9. This function contains only one argument.

Multiple arguments must be separated by a comma. For example, the function =SUM(A1:A3,
C1:C2, E1) will add the values of all of the cells in the three arguments.

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6.10.2 Creating a Function

There are a variety of functions available in Excel. Here are some of the most common
functions you'll use:

✓ SUM: This function adds all of the values of the cells in the argument.
✓ AVERAGE: This function determines the average of the values included in the argument.
It calculates the sum of the cells and then divides that value by the number of cells in the
argument.
✓ COUNT: This function counts the number of cells with numerical data in the argument.
This function is useful for quickly counting items in a cell range.
✓ MAX: This function determines the highest cell value included in the argument.
✓ MIN: This function determines the lowest cell value included in the argument.

To create a function using the AutoSum command:

The AutoSum command allows you to automatically insert the most common functions into
your formula, including SUM, AVERAGE, COUNT, MAX, and MIN. In the example below,
we'll use the SUM function to calculate the total cost for a list of recently ordered items.

1. Select the cell that will contain the function

2. In the Editing group on the Home tab, click the arrow next to
the AutoSum command. Next, choose the desired function from the drop-down
menu.
3. Excel will place the function in the cell and automatically select a cell range for
the argument
4. Press Enter on your keyboard. The function will be calculated, and the result will
appear in the cell.

TIP: The AutoSum command can also be accessed from the Formulas tab on the Ribbon.

To enter a function manually:

If you already know the function name, you can easily type it yourself. In the example below
(a tally of cookie sales), we'll use the AVERAGE function to calculate the average number
of units sold by each troop.

1. Select the cell that will contain the function.

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2. Type the equals sign (=), then enter the desired function name.

3. Enter the cell range for the argument inside parentheses.

4. Press Enter on your keyboard. The function will be calculated, and the result will
appear in the cell.

6.11 Working with Data

Excel workbooks are designed to store a lot of information. Whether you're working with 20
cells or 20,000, Excel has several features to help you organize your data and find what you
need. You will learn some of the most useful features in this section.

6.11.1 Freezing panes and unfreezing panes

When working with large datasets, you can freeze panes to keep specific rows or columns
visible while scrolling.

Freezing Rows

1. Select the row below the rows you want to freeze.

2. Go to the View tab → Freeze Panes → Freeze Panes.

3. A gray line indicates the frozen rows.

Freezing Columns

1. Select the column to the right of the columns you want to freeze.

2. Go to the View tab → Freeze Panes → Freeze Panes.

Unfreezing Panes

To remove frozen rows/columns, go to View → Freeze Panes → Unfreeze Panes.

6.11.2 Sorting and Filtering Data in Excel

When working with large datasets, sorting and filtering help organize and display relevant
information efficiently.

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Sorting Data

Sorting arranges data alphabetically, numerically, or in a custom order, making it easier to

analyze.

1. Select a cell in the column you want to sort.

2. Go to the Data tab → Click A-Z (ascending) or Z-A (descending).

3. The entire worksheet will be sorted based on the selected column.

Filtering Data

Filtering allows you to narrow down the dataset to show only relevant information.

1. Ensure your worksheet has a header row (column names in the first row).

2. Click the Data tab → Filter.

3. Small drop-down arrows will appear in each header cell.

4. Click the drop-down arrow in the column you want to filter.

5. Uncheck Select All to clear selections.

6. Check the boxes for the values you want to display.

7. Click OK to apply the filter.

Only data matching the selected criteria will remain visible; the rest is hidden temporarily.

TIP: Both Sort and Filter commands can be found on the HOME tab sort & filter command.

6.12 Tables
Once you've entered information into your worksheet, you may want to format your data as
a table. Just like regular formatting, tables can improve the look and feel of your workbook,
and they'll also help organize your content and make your data easier to use. Excel includes
several tools and predefined table styles, allowing you to create tables quickly and easily.

6.12.1 To format data as a table:

1. Select the cells you want to format as a table. In our example, we'll select the cell
range A2:D9.

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2. From the Home tab, click the Format as Table command in the Styles group.

3. Select a table style from the drop-down menu.

4. A dialog box will appear, confirming the selected cell range for the table.

5. If your table has headers, check the box next to My table has headers, then click OK.

6. The cell range will be formatted in the selected table style.

NOTE: Tables include filtering by default. You can filter your data at any time using
the drop-down arrows in the header cells. To learn more, review our lesson on Filtering Data.

6.12.2 Modifying Tables

It's easy to modify the look and feel of any table after adding it to a worksheet. Excel includes
several options for customizing tables, including adding rows or columns and changing
the table style.

To add rows or columns to a table:

If you need to fit more content into your table, you can modify the table size by including
additional rows and columns. There are two simple ways to change the table size:

1. Enter new content into any adjacent row or column. The row or column will be
roped into the table automatically.
2. Click and drag the bottom-right corner of the table to create additional rows or
columns.

To change a table style:

1. Select any cell in your table, then click the Design tab.
2. Locate the Styles group, then click the More drop-down arrow to see all available
styles.
3. Select the desired style.
4. The style will be applied.

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6.13 Charts
It can be difficult to interpret Excel workbooks that contain a lot of data. Charts allow you to
illustrate your workbook data graphically, which makes it easy to
visualize comparisons and trends.

6.13.1 To insert a chart:

1. Select the cells you want to chart, including the column titles and row labels. These
cells will be the source data for the chart.
2. From the Insert tab, click the desired Chart command.
3. Choose the desired chart type from the drop-down menu.
4. The Selected chart will be inserted into the worksheet.

TIP: If you're not sure which type of chart to use, the Recommended Charts command
will suggest several charts based on the source data.

6.13.2 Chart Type, Layout and Style

Easily customize your chart’s appearance using the Design tab.

✓ Change Chart Type: Go to the Design tab, click Change Chart Type, select a new chart,
and click OK.
✓ Move Chart: Select the chart, go to the Design tab, click Move Chart, choose a location
(e.g., New Sheet), and click OK.
✓ Add Chart Elements: Click Add Chart Element to insert titles, legends, or data labels.
✓ Edit Elements: Double-click any chart element (e.g., title) to modify it.
✓ Quick Layouts: Use Quick Layout to apply predefined chart layouts.
✓ Chart Styles: Choose a style from the Chart Styles group to adjust the look.

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CHAPTER 7: THE INTERNET

7.0 Objectives
By the end of this chapter, students should be able to:

✓ Explain the internet’s evolution and purpose.

✓ Define the internet and its global connectivity.
✓ Differentiate between LAN and WAN.
✓ Describe servers, clients, and P2P networks.
✓ Distinguish the internet from the WWW.
✓ Explain URLs and their role in web access.
✓ Use search engines to find information.
✓ List internet access requirements (ISP, modem, browser).
✓ Identify essential hardware (modem, router).
✓ Recognize major web browsers (Chrome, Firefox, Safari, Edge).

7.1 Todays Internet

7.1.1 Evolution of the Internet

In the early days, most people used the internet primarily for searching information. Today, the
internet is an evolving tool that provides access to vast information, new methods of
interaction, and connectivity with people and content.

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7.1.2 What is the Internet?

The internet is the largest computer network, connecting millions of computers worldwide. A
network is a group of two or more computer systems linked together.

7.1.3 Types of Computer Networks

There are two main types of computer networks:

• Local Area Network (LAN): A LAN connects multiple

computers within a small geographic area, such as homes or
offices.

• Wide Area Network (WAN): A WAN consists of

multiple LANs spread over larger distances, linked by
telephone lines, dedicated lines, or radio waves. The
internet is the largest WAN in existence.

7.1.4 Servers and Clients

In many networks, one or more computers act as a server, which

controls access to resources. The other computers, known as
clients or workstations, request resources from the server. In
peer-to-peer (P2P) networks, each computer functions as both
a server and a client.

7.2 The World Wide Web (WWW)

7.2.1 Understanding the Web

When most people think of the internet, they often think of the World Wide Web. However, the
internet and the World Wide Web are not the same. The internet is the global network of
computers, while the World Wide Web is a virtual network of
websites connected by hyperlinks. Websites are stored on
servers within the internet, making the World Wide Web a
part of the larger internet.

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7.2.2 URL (Uniform Resource Locator)

To access a webpage, users enter a URL (also known as a web address) in a web browser. The
URL directs the browser to the specific location of the webpage. Examples of URLs include
[Link], [Link] and [Link].

7.3 How is the Internet Used?

7.3.1 Finding Information Online

The most common way to find information online is through search engines like Google and
Bing, which help users locate relevant content from millions of web pages.

7.3.2 Communicating via the Internet

The internet provides various communication methods, including social networking platforms
like Facebook and Twitter, chat applications, and VoIP (Voice over Internet Protocol), which
enables internet-based phone calls. Blogging and content-sharing websites allow individuals to
publish their thoughts and share them with a wider audience.

7.3.3 Media on the Internet

The internet offers access to various forms of media, including videos, music, podcasts, and
live streaming services, which have revolutionized entertainment and information
dissemination.

7.3.4 Future Uses of the Internet

With the advancement of technology, the internet will continue to evolve. Emerging
technologies such as Artificial Intelligence (AI), the Internet of Things (IoT), and 5G will
further transform how people interact with the digital world.

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7.4 Connecting to the Internet

7.4.1 Requirements for Internet Access

To access the internet, three essential components are required:

• Internet Service Provider (ISP): A company that provides internet connectivity.

• Modem: The hardware device that connects a computer to the ISP.

• Web Browser: The software used to access websites.

7.4.2 Choosing an Internet Service Provider (ISP)

Different ISPs offer various internet plans with different speeds and connectivity options,
including fiber, DSL, and satellite internet. Users should choose an ISP based on their needs
and location.

7.4.3 Hardware Needed

In addition to a computer, users need some essential hardware to connect to the internet:

• Modem: Connects to the ISP to establish an internet connection.

• Router: Distributes the internet connection to multiple devices within a network.

7.4.4 Web Browsers

A web browser is a software application that enables users to access the World Wide Web.
Some of the most commonly used web browsers include Google Chrome, Mozilla Firefox,
Safari, and Microsoft Edge.

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