MAKERERE UNIVERSITY

FACULTY OF COMPUTING AND IT

CERTIFICATE IN COMPUTER APPLICATIONS STUDY

NOTES

(CCA)

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1.0 INTRODUCTION TO COMPUTERS AND COMPUTER SYSTEMS
1.1 Definition of computers
Computers are electronic devices (machines) which are capable
of receiving data as input and manipulating (processing) it to
output it in a meaningful form as information. Data is the raw
facts input by a user (person operating a computer) into the
computer whereas Information is the processed facts output by
the computer to the user for the purpose of decision-making or
record keeping.
1.2 Characteristics of computers
Speed: Computers work at very high speeds and are much faster than
humans. A second is very a large time period time for computer. A
computer can perform billions of calculations in a second. The time
used by a computer to perform an operation is called the processing
speed. Computer speed is measured in Mega Hertz (MHz).
Storage: A computer can store a large amount of data permanently.
User can use this data at any time. We can store any type of data in a
computer. Text, graphic, pictures, audio and video files can be stored
easily. The storage capacity of the computer is increasing rapidly.
Processing: A computer can process the given instructions. It can
perform different types of processing like addition, subtraction,
multiplication and division. It can also perform logical functions like
comparing two numbers to decide which one is the bigger etc.
Accuracy: Accuracy means to provide results without any error.
Computers can process large amount of data and generate error-free
results. A modern computer performs millions of operations in one
second without any error.
Communication: Most computers today have the capability of
communicating with other computers. We can connect two or more
computers by a communication device such as modem. These

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computers can share data, instructions, and information. When two or
more computers are connected, they form a network.

Versatility: Computers can do computations with all kinds of data

including alphabets, pictures, sound images, voice, e.t.c.

Automation: Computers work automatically, i.e. they do not need any

supervision to do programmed routines.

Diligence: Computers are diligent i.e. they have ability to perform the
same task “over and over” without getting tired e.g. in industrial
robotics, like those in Car assembly lines.

Artificial Intelligence: Computers can respond to requests given to

them and provide solutions.

1.3 Uses of computers

Computers are used in Schools/Institutions, hospitals, police stations,
weather stations, airports, cargo terminals, research centers and
businesses among other places. Some of the common uses of
computers are listed below:
Research and Educational uses:
• The internet allows access to hundreds of online research
materials
• Computers can be used as a teaching aid.
• Allows colleagues to correspond quickly about an ongoing
research.
• Online classes.
• Doing assignments/course work, e.t.c
Entertainment use:
• Listening to music
• Watch movies and videos
• Playing games
• Reading a book/article online.

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Business uses
• Computers allow companies to keep large amounts of
information at hand (databases)
• Shoping online.
• Makes ordering and tracking resources quick and easy.
• Allows people to have meetings from different locations.
• Advertising products through websites.
• Analysis of profits and loses.
Communication uses:
• Computers allows people across the world to communicate
easily through e-mails, chat rooms, sms, e.t.c.
Personal and home uses.
• Playing children’s games
• Typing letters and other documents
• Keeping a record of home earnings and expenses
• Home owners can access bank accounts through Automated
Teller machines as well as Internet.
• Home leisure activities e.g. playing music or watching videos.
1.4 The Computer systems

A computer is a machine that carries out instructions. The set of

instructions, which tell a computer to execute a series of specific tasks,
is called a program. A computer is more accurately referred to as a
computer system consisting of hardware, the physical components,
and software, the programs that control it.

A computer system can be defined as a complete and working

computer. It consists of mainly: Hardware, Software, Users
(people) and Data or Information.
1.4.1 Hardware

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This refers to the physical tangible parts of a computer (parts you can see
and touch). The major hardware components of a computer system are:

• The Processor: This is the "brain" of the computer system. It does the
fundamental computing within the system, and directly or indirectly controls all
the other components. The processor is sometimes called the Central
Processing Unit or CPU. A particular computer will have a particular type of
processor, such as a Pentium. The CPU is made up of three different parts: the
processor/Control Unit, arithmetic logic unit (ALU) and internal memory. The
processing unit or processor controls all the other parts of the computer. It
accepts inputs and stores it in the memory and it interprets the instructions in a
computer program. The arithmetic logic unit (ALU) performs various operations,
such as addition, subtraction, multiplication, division, as well as others. The
processor and the ALU use a small amount of the internal memory; most data
are stored in external memory devices using hard or floppy disk drives that are
attached to the processor.
• Main memory: Main memory is where programs and data are kept when the
processor is actively using them. When programs and data become active, they
are copied from secondary memory into main memory where the processor can
interact with them. A copy remains in secondary memory. Main memory is
intimately connected to the processor, so moving instructions from the program
and data into and out of the processor is very fast. Main memory is sometimes
called RAM (Random Access Memory).
• Secondary memory/Storage devices: This is where programs and data are
kept on a long-term basis. Common secondary storage devices are the hard
disk, floppy disks, flash disks, Compact discs, Magnetic tapes, e.t.c.
• Input devices: An input device is used to bring data into the system. Some
input devices include:

 Keyboard
 Mouse
 Microphone

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  Bar code reader
 Graphics tablet
 Scanner,
 Trackballs
 Light pen
 Joysticks
 Touch screen

• Output devices: An output device is used to send data out of the system.
Some output devices are:

 Monitor
 Printer
 Speaker
 Projector
 Plotter

Note: Input and output devices allow the computer system to interact with the outside
world by moving data into and out of the system. Input/output devices are usually called
I/O devices. They are directly connected to an electronic module inside the systems unit
called a device controller.

1.4.2 Software
This refers to programs/instructions that tell the computer what to do.
Software is subdivided into System and Application Software.
System software refers to those programs that monitor, control and
coordinate the operations of the computer hardware. They are an interface
between the hardware, the Application software and the User and works as a
supervisor or executive manager of all activities taking place in a computer.
The basic example of system software is an Operating System (OS) for
example windows, Unix, Linux, Macintosh among others. Windows is the
most common operating system and is in many versions ranging from

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Windows 95, 98, 2000, Millennium Edition, Windows NT, Windows XP and
Windows Vista.
Application Software refers to those programs written to satisfy a specific
user requirement. These are commonly called packages for example word
processors like Microsoft Word, spreadsheets like Microsoft Excel, and DTP
(desktop publishing) packages like Adobe PageMaker among others.
1.4.3 Data and information.
Data is a collection of raw and unprocessed facts, figures, numbers,
characters, images and symbols.
Information is data that is organized, meaningful and useful. The process of
transforming data (facts) into information is called data processing.
1.4.4 People/ users
A User is any person skilled in operating a computer. They include medical
personnel, programmers, managers, teachers, students, research officers,
soldiers, I.T. trainers among others.
1.5 Booting a computer system
When a computer is started up, the hardware will automatically load the operating
system and start it running. This process is called booting. It can be of the two forms
The Basic Input Output System (BIOS) is the program that gets run when a computer is
first turned on. It is responsible for putting all the messages up on the screen before the
Microsoft windows Logo comes up. It is responsible for checking that the components of
the computer such as disk drives, hard disk drives e.t.c. are working and then for finding
and loading the operating system.
1.5.1 Warm booting:
This is restarting a computer that is already turned on via the Operating system. It is
necessary when a program encounters an error (CTRL +ALT+DEL).
1.5.2 Cold boot:
Turning on a computer from a powered-down/off state.
Note: Before you start the system, ensure that the major components, i.e.
keyboard, mouse, monitor are connected to the system unit.

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Key Board:

Monitor:

Mouse:

System unit:

1.6 The windows Desktop

The Windows operating system screen is called a desktop. It consists of the
following elements.
Task bar – This lists currently open windows and the start button.
Icons- Images used to represent information within the computer. They
can represent short cuts, folders, or an application.

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Shortcuts- These provide easy access to an application.
Background - The screen provides an access interface to computer
applications.
Start button- An ever present button at the left of our desk top containing
a number of options.
The Start Button
This button located on the Task Bar. To get started, click on the Start button.
When the “start button” is clicked the “start menu” appears just by it.
A menu: Is a series of options that the user can choose from. Some of these are
sub-menus containing new options. The options on the main start menu include:
Programs- Option to start the application programs that have been installed on
this computer.
Documents- A list of documents (from any application) that have been opened.
Settings- Options to configure the computer, including the control panel etc.
Find- Options to find files or documents on your computer, as well as other
computers or people on the network or Internet.
Help- Documents that tell you how to use Windows. You can open the help
system so as to access suitable help.
Run- Allows you to run a program by typing in the filename and extra information
that program need to run correctly.
Note: Information in a computer is kept in files:
A file: is a collection of related information.
Related files can be grouped together in folders and subfolders
A folder: is a collection of several files or subfolders.
Files and folders must be named.
Files and folders are stored on disks.
Files are created by respective applications, e.g doc for Microsoft word files, .ppt
for Microsoft power point, .xls for Microsoft excel, etc. while folders are created
using operating systems such as Ms windows.
Shortcuts

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Within the folders, applications are represented by application shortcuts. These are
used to start the applications.
Documents Icons
These represent minimized document windows. They appear at the bottom of the
application workspace and can be moved anywhere within it but not outside the
application window borders.
1.7 Managing/controlling the computer system.

The Control Panel is a part of the Microsoft Windows graphical user interface
which allows users to view and manipulate basic system settings and
controls, such as adding hardware, adding and removing software,
controlling user accounts, setting for the appearance of your desktop,
mouse, date and time, changing accessibility options and many other
settings on your computer. To access the control panel, Click Start then
Control panel.

1.8 A Computer Keyboard:

This is an input device that resembles a typewriter in terms of key
arrangement only that it has more keys and advanced functions than a
typewriter. A standard keyboard has four types of keys:
Alphabetical/character keys: These are keys on the main typing
area having alphabetical letters i.e. keys marked from A – Z and are
basically used for keying words.
Numeric keys: These are keys representing numerals. They are
marked from (zero) 0 – 9 and are used for keying numbers. They are in
two sets; a line of them runs just above the alphabetical keys and
another collection on the far right on an area called the Numeric Key
Pad that sometimes works as an adding machine.

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 Function keys: These run across the top of a keyboard and are
marked F1 – F12. They have different functions in different
applications.
Special keys:
Enter (Return) key - Confirms to the computer whatever is typed i.e.
when a command is issued it can only be executed after pressing the Enter
key.
Backspace key- Erases the character to the left of the cursor and
moves the cursor one position to the left.
Escape (ESC): It has many uses, but is most commonly used to cancel
an action that is being undertaken.
Functional Keys: The functional keys at the top of the keyboard have
different uses in different programs e.g F1 is normally used to get help.
Control (Ctrl): Used in combination with the rest of the alphabetical key
pad to issue commands
Alt: Alt is normally used to open application menus
Caps Lock Key - For turning to Uppercase (Capital Letters) or to Lowercase
(Small Letters)
Shift Key -It performs two functions:
1. Turning to Uppercase or Lowercase depending on the keyboard case
mode. Holding down the shift key when and pressing any letter from Aa to Zz
turns that particular letter to the opposite case mode as that currently on the
keyboard.
2. Activating characters on top of buttons with two characters in the
typewriter area e.g. to for typing characters such as ~, !, @, #, $, %, ^, &, *,
(, ), _, +, ?, <, >, “, :, etc.
Note: In all the above two functions, hold down the shift key and press the
button in question.
Space Bar- This is the longest button on the keyboard. It is used for
inserting spaces between words and characters.

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Num Lock Key- For activating numbers (0 through 9) in the Numeric
Keypad.
NOTE:
-When entering data into your computers, you should be aware that Zero (0)
and letter O are not interchangeable.
-Number one (1) and small letter l
Back slash (\), Full colon (:), Forward slash (/), Asterisk (*), Period (.) and
Query (?)
1.9 The Mouse:
The mouse is a pointing device that acts as an electronic finger. It is used for
selecting and issuing commands in windows and software application
packages. It is represented on the screen by an arrow called a mouse
pointer. Physically, a mouse has two buttons on the top i.e. the left and right
hand buttons and a rubber ball at the bottom which rolls when a mouse is
dragged on a smooth surface and hence moving the pointer on the screen. A
left button is used for 4 basic functions:
• Pointing: Move the mouse until the mouse pointer is positioned on the
desired object or spot on the screen.
• Clicking: This means pressing and releasing a mouse button one time.
Clicking is basically used for selecting items and/or commands.
• Double Clicking: This means clicking twice in a rapid succession i.e.
pressing and releasing the mouse button twice but very fast. Double
clicking is used for launching actions like opening icons.
• Dragging: This means moving an item on the screen i.e. moving an
item from one position to another on the screen. The item can be an
icon or even a window.

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 2.0 MICROSOFT WORD 2007

Microsoft Word is the word processing program of the Microsoft Office suite
that allows you to create documents and reports.

2.1 The Ms word 2007 Screen Layout

Menus

When you begin to explore Word 2007 you will notice a new look to the
menu bar. There are three features that you should remember as you work
within Word 2007:

• the Microsoft Office Button,

• the Quick Access Toolbar, and
• the Ribbon.

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These three features contain many of the functions that were in the menu of
previous versions of Word. The functions of these three features are fully
explained below.

The Microsoft Office Button

The Microsoft Office button performs many of the functions that were located
in the File menu of older versions of Word. This button allows you to create a
new document, open an existing document, save or save as, print, send
(through email or fax), publish or close.

The Ribbon

The Ribbon is the panel at the top portion of the document. It has seven
tabs: Home, Insert, Page Layout, References, Mailings, Review, and View that
contain many new and existing features of Word. Each tab is divided into
groups. The groups are logical collections of features designed to perform
functions that you will utilize in developing or editing your Word document.
Commonly used features are displayed on the Ribbon, to view additional
features within each group, click on the arrow at the bottom right of each
group.

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Each of the tabs contains the following tools:

Home: Clipboard, Fonts, Paragraph, Styles, and Editing.

Insert: Pages, Tables, Illustrations, Links, Header & Footer, Text, and
Symbols
Page Layout: Themes, Page Setup, Page Background, Paragraph, Arrange
References: Table of Contents, Footnote, Citation & Bibliography, Captions,
Index, and Table of Authorities
Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview Results,
Finish
Review: Proofing, Comments, Tracking, Changes, Compare, Protect
View: Document Views, Show/Hide, Zoom, Window, Macros

Quick Access Toolbar

The quick access toolbar is a customizable toolbar that contains commands

that you may want to use. You can place the quick access toolbar above or

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below the ribbon. To change the location of the quick access toolbar, click on
the arrow at the end of the toolbar and click on Show Below the Ribbon.

You can also add items to the quick access toolbar. Right click on any item in
the Office Button or the Ribbon and click on Add to Quick Access Toolbar and
a shortcut will be added to the Quick Access Toolbar.

2.2 Working with documents

Create a New Document
There are several ways to create new documents, open existing documents,
and save documents in Word:

• Click the Microsoft Office Button and Click New or

• Press CTRL+N (Depress the CTRL key while pressing the “N”) on the
keyboard

You will notice that when you click on the Microsoft Office Button and Click
New, you have many choices about the types of documents you can create.
If you wish to start from a blank document, click Blank. If you wish to start

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from a template you can browse through your choices on the left, see the
choices on center screen, and preview the selection on the right screen.

Opening an Existing Document

• Click the Microsoft Office Button and Click Open, or

• Press CTRL+O (Depress the CTRL key while pressing the “O”) on the
keyboard, or
• If you have recently used the document you can click the Microsoft
Office Button and click the name of the document in the Recent
Documents section of the window Insert picture of recent docs

Saving a Document

• Click the Microsoft Office Button and Click Save or Save As

(remember, if you’re sending the document to someone who does not
have Office 2007, you will need to click the Office Button, click Save
As, and Click Word 97-2003 Document), or

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 • Press CTRL+S (Depress the CTRL key while pressing the “S”) on the
keyboard, or
• Click the File icon on the Quick Access Toolbar

Renaming Documents
To rename a Word document while using the program:

• Click the Office Button and find the file you want to rename.
• Right-click the document name with the mouse and select Rename
from the shortcut menu.
• Type the new name for the file and press the ENTER key.

Working on Multiple Documents

Several documents can be opened simultaneously if you are typing or editing
multiple documents at once. All open documents will be listed in the View
Tab of the Ribbon when you click on Switch Windows. The current document

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has a checkmark beside the file name. Select another open document to
view it.

Document Views
There are many ways to view a document in Word.

• Print Layout: This is a view of the document as it would appear when

printed. It includes all tables, text, graphics, and images.
• Full Screen Reading: This is a full view length view of a document.
Good for viewing two pages at a time.
• Web Layout: This is a view of the document as it would appear in a
web browser.
• Outline: This is an outline form of the document in the form of bullets.
• Draft: This view does not display pictures or layouts, just text.

To view a document in different forms, click the document views shortcuts at

the bottom of the screen or:

• Click the View Tab on the Ribbon

• Click on the appropriate document view.

Close a Document
To close a document:

• Click the Office Button

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 • Click Close

2.3 Customize the word Environment

Word 2007 offers a wide range of customizable options that allow you to
make Word work the best for you. To access these customizable options:

• Click the Office Button

• Click Word Options

Popular
These features allow you to personalize your work environment with
language, color schemes, user name and allow you to access the Live
Preview feature. The Live Preview feature allows you to preview the results
of applying design and formatting changes without actually applying it.

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Display
This feature allows you to modify how the document content is displayed on
the screen and when printed. You can opt to show or hide certain page
elements.

Proofing
This feature allows you personalize how word corrects and formats your text.
You can customize auto correction settings and have word ignore certain
words or errors in a document.

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Save
This feature allows you personalize how your document is saved. You can
specify how often you want auto save to run and where you want the
documents saved.

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Advanced
This feature allows you to specify options for editing, copying, pasting,
displaying, printing and saving.

Customize
Customize allows you to add features to the Quick Access Toolbar. If there
are tools that you are utilizing frequently, you may want to add these to the
Quick Access Toolbar.

2.3 Editing a Document

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 Typing and inserting Text
To enter text, just start typing! The text will appear where the blinking
cursor is located. Move the cursor by using the arrow buttons on the
keyboard or positioning the mouse and clicking the left button. The
keyboard shortcuts listed below are also helpful when moving through the
text of a document:

Move Action Keystroke

Beginning of the line HOME
End of the line END
Top of the document CTRL+HOME
End of the document CTRL+END

Selecting Text
To change any attributes of text it must be highlighted first. Select the text
by dragging the mouse over the desired text while keeping the left mouse
button depressed, or hold down the SHIFT key on the keyboard while using
the arrow buttons to highlight the text. The following table contains shortcuts
for selecting a portion of the text:

Selection Technique
Whole word double-click within the word
Whole triple-click within the paragraph
paragraph
Several words drag the mouse over the words, or hold down SHIFT
or lines while using the arrow keys
Entire documentchoose Editing | Select | Select All from the
Ribbon, or press CTRL+A

Deselect the text by clicking anywhere outside of the selection on the page
or press an arrow key on the keyboard.

Inserting Additional Text

Text can be inserted in a document at any point using any of the following
methods:

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 • Type Text: Put your cursor where you want to add the text and begin
typing
• Copy and Paste Text: Highlight the text you wish to copy and right
click and click Copy, put your cursor where you want the text in the
document and right click and click Paste.
• Cut and Paste Text: Highlight the text you wish to copy and right
click and click Cut, put your cursor where you want the text in the
document and right click and click Paste.
• Drag Text: Highlight the text you wish to move, click on it and drag it
to the place where you want the text in the document.

You will notice that you can also use the Clipboard group on the Ribbon.

Rearranging Blocks of Text

To rearrange text within a document, you can utilize the Clipboard Group
on the Home Tab of the Ribbon.
Insert picture of clipboard group labeled

• Move text: Cut and Paste or Drag as shown above

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 • Copy Text: Copy and Paste as above or use the Clipboard group on
the Ribbon
• Paste Text: Ctrl + V (hold down the CTRL and the “V” key at the
same time) or use the Clipboard group to Paste, Paste Special, or Paste
as Hyperlink

Deleting Blocks of Text

Use the BACKSPACE and DELETE keys on the keyboard to delete text.
Backspace will delete text to the left of the cursor and Delete will erase text
to the right. To delete a large selection of text, highlight it using any of the
methods outlined above and press the DELETE key.

Search and Replace Text

To find a particular word or phrase in a document:

• Click Find on the Editing Group on the Ribbon

• To find and replace a word or phrase in the document, click Replace
on the Editing Group of the Ribbon.

Undo Changes
To undo changes:

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 • Click the Undo Button on the Quick Access Toolbar

2.4 Formatting Text

Styles
A style is a format enhancing tool that includes font typefaces, font
size, effects (bold, italics, underline, etc.), colors and more. You will
notice that on the Home Tab of the Ribbon, that you have several
areas that will control the style of your document: Font, Paragraph,
and Styles.

Change Font Typeface and Size

To change the font typeface:

• Click the arrow next to the font name and choose a font.

• Remember that you can preview how the new font will look by
highlighting the text, and hovering over the new font typeface.

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To change the font size:

• Click the arrow next to the font size and choose the appropriate size,
or
• Click the increase or decrease font size buttons.

Font Styles and Effects

Font styles are predefined formatting options that are used to emphasize
text. They include: Bold, Italic, and Underline. To add these to text:

• Select the text and click the Font Styles included on the Font Group
of the Ribbon, or
• Select the text and right click to display the font tools

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Change Text Color
To change the text color:

• Select the text and click the Colors button included on the Font Group
of the Ribbon, or
• Highlight the text and right click and choose the colors tool.
• Select the color by clicking the down arrow next to the font color
button.

Highlight Text
Highlighting text allows you to use emphasize text as you would if you had a
marker. To highlight text:

• Select the text

• Click the Highlight Button on the Font Group of the Ribbon, or
• Select the text and right click and select the highlight tool
• To change the color of the highlighter click on down arrow next to the
highlight button.

Copy Formatting
If you have already formatted text the way you want it and would like
another portion of the document to have the same formatting, you can copy
the formatting. To copy the formatting, do the following:

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 • Select the text with the formatting you want to copy.
• Copy the format of the text selected by clicking the Format Painter
button on the Clipboard Group of the Home Tab
• Apply the copied format by selecting the text and clicking on it.

Clear Formatting
To clear text formatting:

• Select the text you wish to clear the formatting

• Click the Styles dialogue box on the Styles Group on the Home Tab
• Click Clear All

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2.5 Formatting Paragraphs

Formatting paragraphs allows you to change the look of the overall

document. You can access many of the tools of paragraph formatting by
clicking the Page Layout Tab of the Ribbon or the Paragraph Group on the
Home Tab of the Ribbon.

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Change Paragraph Alignment
The paragraph alignment allows you to set how you want text to appear. To
change the alignment:

• Click the Home Tab

• Choose the appropriate button for alignment on the Paragraph Group.
o Align Left: the text is aligned with your left margin
o Center: The text is centered within your margins
o Align Right: Aligns text with the right margin
o Justify: Aligns text to both the left and right margins.

Indent Paragraphs
Indenting paragraphs allows you set text within a paragraph at different
margins. There are several options for indenting:

• First Line: Controls the left boundary for the first line of a paragraph
• Hanging: Controls the left boundary of every line in a paragraph
except the first one
• Left: Controls the left boundary for every line in a paragraph
• Right: Controls the right boundary for every line in a paragraph

To indent paragraphs, you can do the following:

• Click the Indent buttons to control the indent.

• Click the Indent button repeated times to increase the size of the
indent.

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 • Click the dialog box of the Paragraph Group
• Click the Indents and Spacing Tab
• Select your indents

Add Borders and Shading

You can add borders and shading to paragraphs and entire pages. To create
a border around a paragraph or paragraphs:

• Select the area of text where you want the border or shading.
• Click the Borders Button on the Paragraph Group on the Home Tab
• Choose the Border and Shading
• Choose the appropriate options

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Apply Styles
Styles are a present collection of formatting that you can apply to text. To
utilize Quick Styles:

• Select the text you wish to format.

• Click the dialog box next to the Styles Group on the Home Tab.
• Click the style you wish to apply.

Create Links
Creating links in a word document allows you to put in a URL that readers
can click on to visit a web page. To insert a link:

• Click the Hyperlink Button on the Links Group of the Insert Tab.
• Type in the text in the “Text to Display” box and the web address in
the “Address” box.

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Change Spacing Between Paragraphs and Lines
You can change the space between lines and paragraphs by doing the
following:

• Select the paragraph or paragraphs you wish to change.

• On the Home Tab, Click the Paragraph Dialog Box
• Click the Indents and Spacing Tab
• In the Spacing section, adjust your spacing accordingly

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The use of Styles in Word will allow you to quickly format a document with a
consistent and professional look. Styles can be saved for use in many
documents.

2.6 Styles

Apply Styles
There are many styles that are already in Word ready for you to use. To
view the available styles click the Styles dialog box on the Styles Group in
the Home Tab. To apply a style:

• Select the text

• Click the Styles Dialog Box
• Click the Style you choose

Creating New Styles

You can create styles for formatting that you use regularly. There are two
ways to do this: New Styles or New Quick Styles.

New Styles
To create a new style:

• Click the Styles Dialog Box

• Click the New Style Button

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 • Complete the New Style dialog box.
• At the bottom of that dialog box, you can choose to add this to the
Quick Style List or to make it available only in this document.

New Quick Style

To create a style easily:

• Insert your cursor anywhere in the chosen style

• Click the Styles dialog box

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 • Click Save Selection as New Quick Style

Style Inspector
To determine the style of a particular section of a document:

• Insert cursor anywhere in the text that you want to explain the style
• Click the Styles Drop Down Menu
• Click the Style Inspector Button

Tables are used to display data in a table format.

38
2.7 Adding Tables, Symbols and special characters and Equations

2.71 Tables

Create a Table
To create a table:

• Place the cursor on the page where you want the new table
• Click the Insert Tab of the Ribbon
• Click the Tables Button on the Tables Group. You can create a table
one of four ways:
o Highlight the number of row and columns
o Click Insert Table and enter the number of rows and columns
o Click the Draw Table, create your table by clicking and entering
the rows and columns
o Click Quick Tables and choose a table

Enter Data in a Table

Place the cursor in the cell where you wish to enter the information. Begin
typing.

Modify the Table Structure and Format a Table

To modify the structure of a table:

39
 • Click the table and notice that you have two new tabs on the Ribbon:
Design and Layout. These pertain to the table design and layout.

On the Design Tab, you can choose:

• Table Style Options

• Table Styles
• Draw Borders

To format a table, click the table and then click the Layout Tab on the
Ribbon. This Layout tab allows you to:

• View Gridlines and Properties (from the Table Group)

• Insert Rows and Columns (from the Rows & Columns Group)
• Delete the Table, Rows and/or Columns (from the Rows & Columns
Group)
• Merge or Split Cells (from the Merge Group)
• Increase and Decrease cell size (Cell Size Group)
• Align text within the cells and change text directions (Alignment
Group)

2.7.2 Symbols and Special characters

40
Word 2007 allows you to insert special characters, symbols, pictures,
illustrations, and watermarks.

Symbols and Special Characters

Special characters are punctuation, spacing, or typographical characters that
are not generally available on the standard keyboard. To insert symbols and
special characters:

• Place your cursor in the document where you want the symbol
• Click the Insert Tab on the Ribbon
• Click the Symbol button on the Symbols Group
• Choose the appropriate symbol.

2.7.3 Equations
Word 2007 also allows you to insert mathematical equations. To access the
mathematical equations tool:

• Place your cursor in the document where you want the symbol
• Click the Insert Tab on the Ribbon
• Click the Equation Button on the Symbols Group
• Choose the appropriate equation and structure or click Insert New
Equation

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 • To edit the equation click the equation and the Design Tab will be
available in the Ribbon

2.8 Illustrations, Pictures, and SmartArt

Word 2007 allows you to insert illustrations and pictures into a document.
To insert illustrations:

• Place your cursor in the document where you want the

illustration/picture
• Click the Insert Tab on the Ribbon
• Click the Clip Art Button
• The dialog box will open on the screen and you can search for clip art.
• Choose the illustration you wish to include

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To insert a picture:

• Place your cursor in the document where you want the

illustration/picture
• Click the Insert Tab on the Ribbon
• Click the Picture Button
• Browse to the picture you wish to include
• Click the Picture
• Click Insert

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Smart Art is a collection of graphics you can utilize to organize information
within your document. It includes timelines, processes, or workflow. To
insert SmartArt

• Place your cursor in the document where you want the

illustration/picture
• Click the Insert Tab on the Ribbon
• Click the SmartArt button
• Click the SmartArt you wish to include in your document
• Click the arrow on the left side of the graphic to insert text or type the
text in the graphic.

Resize Graphics
All graphics can be resized by clicking the image and clicking one corner of
the image and dragging the cursor to the size you want the picture.

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Watermarks
A watermark is a translucent image that appears behind the primary text in
a document. To insert a watermark:

• Click the Page Layout Tab in the Ribbon

• Click the Watermark Button in the Page Background Group
• Click the Watermark you want for the document or click Custom
Watermark and create your own watermark
• To remove a watermark, follow the steps above, but click Remove
Watermark

2.9 Proofing a Document

45
There are many features to help you proofread your document. These
include: Spelling and Grammar, Thesaurus, AutoCorrect, Default Dictionary,
and Word Count.

Spelling and Grammar

To check the spelling and grammar of a document

• Place the cursor at the beginning of the document or the beginning of

the section that you want to check
• Click the Review Tab on the Ribbon
• Click Spelling & Grammar on the Proofing Group.

• Any errors will display a dialog box that allows you to choose a more
appropriate spelling or phrasing.

If you wish to check the spelling of an individual word, you can right click any
word that has been underlined by Word and choose a substitution.

46
Thesaurus
The Thesaurus allows you to view synonyms. To use the thesaurus:

• Click the Review Tab of the Ribbon

• Click the Thesaurus Button on the Proofing Group.
• The thesaurus tool will appear on the right side of the screen and you
can view word options.

You can also access the thesaurus by right-clicking any word and choosing
Synonyms on the menu.

47
Customize AutoCorrect
You can set up the AutoCorrect tool in Word to retain certain text the way it
is. To customize AutoCorrect:

• Click the Microsoft Office button

• Click the Word Options Button
• Click the Proofing tab
• Click AutoCorrect Options button

• On the AutoCorrect Tab, you can specify words you want to replace
as you type

48
Create a New Default Dictionary
Often you will have business or educational jargon that may not be
recognized by the spelling and/or grammar check in Word. You can
customize the dictionary to recognize these words.

• Click the Microsoft Office button

• Click the Word Options Button
• Click the Proofing tab
• Click the When Correcting Spelling tab
• Click Custom Dictionaries

• Click Edit Word List

• Type in any words that you may use that are not recognized by the
current dictionary.

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Check Word Count
To check the word count in Word 2007 look at the bottom left corner of the
screen. It will give you a total word count or if you have text highlighted it
will tell you how many words are highlighted out of the total.

2.10 Page Formatting

Modify Page Margins and Orientations

The page margins can be modified through the following steps:

• Click the Page Layout Tab on the Ribbon

• On the Page Setup Group, Click Margins
• Click a Default Margin, or
• Click Custom Margins and complete the dialog box.

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 I

To change the Orientation, Size of the Page, or Columns:

• Click the Page Layout Tab on the Ribbon

• On the Page Setup Group, Click the Orientation, Size, or Columns
drop down menus
• Click the appropriate choice

Apply a Page Border and Color

To apply a page border or color:

• Click the Page Layout Tab on the Ribbon

• On the Page Background Group, click the Page Colors or Page
Borders drop down menus

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Insert Common Header and Footer Information
To insert Header and Footer information such as page numbers, date, or
title, first, decide if you want the information in the header (at the top of the
page) or in the Footer (at the bottom of the page), then:

• Click the Insert Tab on the Ribbon

• Click Header or Footer
• Choose a style

• The Header/Footer Design Tab will display on the Ribbon

• Choose the information that you would like to have in the header or
footer (date, time, page numbers, etc.) or type in the information you
would like to have in the header or footer

Create a Page Break

To insert a page break:

• Click the Page Layout Tab on the Ribbon

• On the Page Setup Group, click the Breaks Drop Down Menu
• Click Page Break

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Insert a Cover Page
To insert a cover page:

• Click the Insert Tab on the Ribbon

• Click the Cover Page Button on the Pages Group
• Choose a style for the cover page

Insert a Blank Page

To insert a blank page:

53
 • Click the Insert Tab on the Ribbon
• Click the Blank Page Button on the Page Group

Macros are advanced features that can speed up editing or formatting you
may perform often in a Word document. They record sequences of menu
selections that you choose so that a series of actions can be completed in
one step.

2.11 Macros

Recording a Macro
To record a Macro:

• Click the View Tab on the Ribbon

• Click Macros
• Click Record Macro

• Enter a name (without spaces)

54
• Click whether you want it assigned to a button (on the Quick Access
Toolbar) or the keyboard (a sequence of keys)
• To assign the macro a button on the Quick Access Toolbar:
o Click Button
o Under the Customize Quick Access Toolbar, select the
document for which you want the Macro available

o Under Choose Commands: Click the Macro that you are

recording
o Click Add
o Click OK to begin Recording the Macro
o Perform the actions you want recorded in the Macro
o Click on Macros
o Click on Stop Recording Macros

• To assign a macro button to a keyboard shortcut:

o Click Keyboard

55
 o In the Press New Shortcut Key box, type the key sequence
that you want and click Assign

o Click Close to begin recording the Macro

o Perform the actions you want recorded in the Macro
o Click on Macros
o Click on Stop Recording Macros

Running a Macro
Running a macro depends on whether it’s been added to the Quick Access
Toolbar or if it’s been given a Keyboard Shortcut.

• To run a Macro from the Quick Access Toolbar, simply click the Macro
Icon

• To run a Macro from the Keyboard shortcut, simply press the keys
that you have programmed to run the Macro.

2.12 Table of Contents.

The easiest way to create a Table of Contents is to utilize the Heading

Styles that you want to include in the Table of Contents. For example:
Heading 1, Heading 2, etc. based on the content of your document. When

56
you add or delete headings from your document, Word updates your Table
of Contents. Word also updates the page number in the table of contents
when information in the document is added or deleted. When you create a
Table of Contents, the first thing you want to do is mark the entries in your
document. The Table of Contents is formatted based on levels of headings.
Level 1 will include any text identified with the style Heading 1.

Mark Table of Contents Entries

You can mark the Table of Contents entries in one of two ways: by using
built-in heading styles or by marking individual text entries.

To Use Built-In Heading Styles

• Select the text that you wish to be the heading

• Click the Home Tab
• In the Styles Group, click Heading 1 (or the appropriate heading)

• If you don’t see the style you want, click the arrow to expand the
Quick Styles Gallery
• If the style you want does not appear click Save Selection as New
Quick Style

57
To Mark Individual Entries:

• Select the text you wish to make a heading

• Click the References Tab
• Click Add Text in the Table of Contents Group
• Click the Level that you want to label your selection

Create a Table of Contents

To create the table of contents:

• Put your cursor in the document where you want the Table of Contents
• Click the References Tab
• Click the Table of Contents button

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Update Table of Contents
If you have added or removed headings or other table of contents entries
you can update by:

• Apply headings or mark individual entries as directed above

• Click the References Tab in the Ribbon
• Click Update Table

Delete Table of Contents

To delete a table of contents:

• Click the References Tab on the Ribbon

• Click Table of Contents
• Click Remove Table of Contents

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2.13 Creating Web pages

Simple web pages can be created in Word using the Save as Feature. In a
web document, you can insert pictures and hyperlinks. To view the
document as you would a web page:

• Click the View Tab on the Ribbon

• Click the Web Layout Button in the Document Views Group

Entering Text
To enter text into the document, simply begin typing. If you want to adjust

60
the layout of the page and text, you should use tables to format the page
properly.

Hyperlinks
Hyperlinks, or links, allow the reader to click on text and go to another web
site. To create a hyperlink:

• Select the text that will be the link

• Click the Insert Tab of the Ribbon
• Click the Hyperlink Button on the Links Group
• Type in the web address, or URL, of the link
• Click OK

Saving Web Pages

To save a web page:

• Click the Office Button

• Move the cursor over Save As
• Click Other Formats

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 • Under Save as Type, click Web Page
• Type in the name of the document (without spaces)

2.14 Lists

Lists allow you to format and organize text with numbers, bullets, or in an
outline.

Bulleted and Numbered Lists

Bulleted lists have bullet points, numbered lists have numbers, and outline
lists combine numbers and letters depending on the organization of the list.

62
To add a list to existing text:

• Select the text you wish to make a list

• From the Paragraph Group on the Home Tab, Click the Bulleted or
Numbered Lists button

To create a new list:

• Place your cursor where you want the list in the document
• Click the Bulleted or Numbered Lists button
• Begin typing

Nested Lists
A nested list is list with several levels of indented text. To create a nested
list:

• Create your list following the directions above

• Click the Increase or Decrease Indent button

Formatting Lists
The bullet image and numbering format can be changed by using the
Bullets or Numbering dialog box.

• Select the entire list to change all the bullets or numbers, or

Place the cursor on one line within the list to change a single bullet
• Right click

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 • Click the arrow next to the bulleted or numbered list and choose a
bullet or numbering style.

2.15 References and Citations

Word 2007 offers great tools for citing sources, creating a bibliography, and
managing the sources. The first step to creating a reference list and
citations in a document is to choose the appropriate style that you will be
using for formatting the citations and references.

Style
To choose a publishing style:

• Click the References Tab on the Ribbon

• Click the drop down box next to Style in the Citations & Bibliography
Group
• Choose the appropriate style.

Citations
To insert a citation in the text portion of your document:

64
 • Click the References Tab on the Ribbon
• Click the Insert Citation Button on the Citations & Bibliography Group
• If this is a new source, click New Source
• If you have already created this source, it will in the drop down list and
you can click on it

• If you are creating a New Source, choose the type of source (book,
article, etc.)
• Complete the Create Source Form
• If you need additional fields, be sure to click the Show All
Bibliography Fields check box
• Click OK

Placeholders
Placeholders can be utilized when there is a reference to be cited, but you do
not have all of the information on the source. To insert a Placeholder:

• Click Insert Citation

• Click Add New Placeholder

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Manage Sources
Once you have completed a document you may need to add or delete
sources, modify existing sources, or complete the information for the
placeholders. To Manage Sources:

• Click the References Tab on the Ribbon

• Click the Manage Sources Button on the Citations & Bibliography
Group
• From this menu you can Add, Delete, and Edit Sources (note, you
can preview the source in the bottom pane of the window

Bibliography
To add a Bibliography to the document:

• Place the cursor in the document where you want the bibliography
• Click the References Tab on the Ribbon
• Click the Bibliography Button on the Citations & Bibliography Group

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 • Choose Insert Built-in Bibliography/Works Cited or Insert
Bibliography

Insert Footnote
Some types of academic writing utilize footnotes. To insert a footnote:

• Click the References Tab on the Ribbon

• Click Insert Footnote (or Insert Endnote depending on your needs)
• Begin typing the footnote

2.16 Track Changes

Track Changes is a great feature of Word that allows you to see what
changes have been made to a document. The tools for track changes are
found on the Reviewing tab of the Ribbon.

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Begin Track Changes
To keep track of the changes you’ll be making to a document, you must click
on Track Changes icon.
To start Tracking Changes:

• Click Review Tab on the Ribbon

• Click Track Changes
• Make the changes to your document and you will see any changes you
have made.

Document Views
There are four ways to view a document after you have tracked changes:

• Final Showing Markup: This shows the document with the changes
displayed
• Final: This shows the changed document, without the changes
displayed
• Original Showing Markup: The original document with the changes
displayed
• Original: The original document without any changes.

To change the view, click the appropriate choice in the Tracking Group of the
Review Tab on the Ribbon.

The Show Markup feature allows you to view different items (comments,
formatting, etc.) and choose to view different authors’ comments.

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Accept or Reject Changes
When you view the changes in a document you can either choose to accept
or reject the changes. This allows you to review the document by each
change to accept or reject each change.

Comments
The New Comments icon also lets you add comments to the document. To
add a new comment, put your cursor where you would like to add the
comment and click on New Comment.

3.0 MICROSOFT EXCEL 2007

Excel lets you develop spreadsheets that display data in various tabular and
visual formats
Getting started

When you start Excel 2007 you will notice that there are many similar
features to previous versions. You will also notice that there are many new
features that you’ll be able to utilize. There are three features that you
should remember as you work within Excel 2007: the Microsoft Office
Button, the Quick Access Toolbar, and the Ribbon.

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3.1 The Ms Excel 2007 Screen Layout.

Spreadsheets
A spreadsheet is an electronic document that stores various types of data.
There are vertical columns and horizontal rows. A cell is where the column
and row intersect. A cell can contain data and can be used in calculations of
data within the spreadsheet. An Excel spreadsheet can contain workbooks
and worksheets. The workbook is the holder for related worksheets.

Microsoft Office Button

The Microsoft Office Button performs many of the functions that were located
in the File menu of older versions of Excel. This button allows you to create
a new workbook, Open an existing workbook, save and save as, print, send,
or close.

Ribbon
The ribbon is the panel at the top portion of the document It has seven

70
tabs: Home, Insert, Page Layouts, Formulas, Data, Review, and View. Each
tab is divided into groups. The groups are logical collections of features
designed to perform function that you will utilize in developing or editing
your Excel spreadsheets.

Commonly utilized features are displayed on the Ribbon. To view additional

features within each group, click the arrow at the bottom right corner of each
group.

Home: Clipboard, Fonts, Alignment, Number, Styles, Cells, Editing

Insert: Tables, Illustrations, Charts, Links, Text
Page Layouts: Themes, Page Setup, Scale to Fit, Sheet Options, Arrange
Formulas: Function Library, Defined Names, Formula Auditing, Calculation
Data: Get External Data, Connections, Sort & Filter, Data Tools, Outline
Review: Proofing, Comments, Changes
View: Workbook Views, Show/Hide, Zoom, Window, Macros

Quick Access Toolbar

The quick access toolbar is a customizable toolbar that contains
commands that you may want to use. You can place the quick access
toolbar above or below the ribbon. To change the location of the quick
access toolbar, click on the arrow at the end of the toolbar and click Show
Below the Ribbon.

71
You can also add items to the quick access toolbar. Right click on any item
in the Office Button or the Ribbon and click Add to Quick Access Toolbar and
a shortcut will be added.

Mini Toolbar
A new feature in Office 2007 is the Mini Toolbar. This is a floating toolbar
that is displayed when you select text or right-click text. It displays common
formatting tools, such as Bold, Italics, Fonts, Font Size and Font Color.

Excel 2007 offers a wide range of customizable options that allow you to
make Excel work the best for you. To access these customizable options:

• Click the Office Button

• Click Excel Options

72
Popular
These features allow you to personalize your work environment with the mini
toolbar, color schemes, default options for new workbooks, customize sort
and fill sequences user name and allow you to access the Live Preview
feature. The Live Preview feature allows you to preview the results of
applying design and formatting changes without actually applying it.

Formulas
This feature allows you to modify calculation options, working with formulas,
error checking, and error checking rules.

73
Proofing
This feature allows you personalize how word corrects and formats your text.
You can customize auto correction settings and have word ignore certain
words or errors in a document through the Custom Dictionaries.

Save
This feature allows you personalize how your workbook is saved. You can
specify how often you want auto save to run and where you want the
workbooks saved.

74
Advanced
This feature allows you to specify options for editing, copying, pasting,
printing, displaying, formulas, calculations, and other general settings.

3.2 Customize Excel

Customize allows you to add features to the Quick Access Toolbar. If there
are tools that you are utilizing frequently, you may want to add these to the
Quick Access Toolbar.

75
3.3 Working with a Workbook

Create a Workbook
To create a new Workbook:

• Click the Microsoft Office Toolbar

• Click New
• Choose Blank Document

76
If you want to create a new document from a template, explore the
templates and choose one that fits your needs.

Save a Workbook
When you save a workbook, you have two choices: Save or Save As.
To save a document:

• Click the Microsoft Office Button

• Click Save

77
You may need to use the Save As feature when you need to save a
workbook under a different name or to save it for earlier versions of Excel.
Remember that older versions of Excel will not be able to open an Excel
2007 worksheet unless you save it as an Excel 97-2003 Format. To use the
Save As feature:

• Click the Microsoft Office Button

• Click Save As
• Type in the name for the Workbook
• In the Save as Type box, choose Excel 97-2003 Workbook

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Open a Workbook
To open an existing workbook:

• Click the Microsoft Office Button

• Click Open
• Browse to the workbook
• Click the title of the workbook
• Click Open

Entering Data
There are different ways to enter data in Excel: in an active cell or in the

79
formula bar.
To enter data in an active cell:

• Click in the cell where you want the data

• Begin typing

To enter data into the formula bar

• Click the cell where you would like the data

• Place the cursor in the Formula Bar
• Type in the data

Excel allows you to move, copy, and paste cells and cell content through
cutting and pasting and copying and pasting.

Select Data
To select a cell or data to be copied or cut:

• Click the cell

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 • Click and drag the cursor to select many cells in a range

Select a Row or Column

To select a row or column click on the row or column header.

Copy and Paste

To copy and paste data:

• Select the cell(s) that you wish to copy

• On the Clipboard group of the Home tab, click Copy

• Select the cell(s) where you would like to copy the data
• On the Clipboard group of the Home tab, click Paste

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Cut and Paste
To cut and paste data:

• Select the cell(s) that you wish to copy

• On the Clipboard group of the Home tab, click Cut

• Select the cell(s) where you would like to copy the data
• On the Clipboard group of the Home tab, click Paste

Undo and Redo

To undo or redo your most recent actions:

• On the Quick Access Toolbar

• Click Undo or Redo

Auto Fill
The Auto Fill feature fills cell data or series of data in a worksheet into a
selected range of cells. If you want the same data copied into the other cells,

82
you only need to complete one cell. If you want to have a series of data (for
example, days of the week) fill in the first two cells in the series and then use
the auto fill feature. To use the Auto Fill feature:

• Click the Fill Handle

• Drag the Fill Handle to complete the cells

Insert Cells, Rows, and Columns

To insert cells, rows, and columns in Excel:

• Place the cursor in the row below where you want the new row, or in
the column to the left of where you want the new column
• Click the Insert button on the Cells group of the Home tab
• Click the appropriate choice: Cell, Row, or Column

Delete Cells, Rows and Columns

To delete cells, rows, and columns:

• Place the cursor in the cell, row, or column that you want to delete
• Click the Delete button on the Cells group of the Home tab
• Click the appropriate choice: Cell, Row, or Column

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Find and Replace
To find data or find and replace data:

• Click the Find & Select button on the Editing group of the Home tab
• Choose Find or Replace
• Complete the Find What text box
• Click on Options for more search options

Go To Command
The Go To command takes you to a specific cell either by cell reference (the
Column Letter and the Row Number) or cell name.

• Click the Find & Select button on the Editing group of the Home tab
• Click Go To

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Spell Check
To check the spelling:

• On the Review tab click the Spelling button

Excel Formulas
A formula is a set of mathematical instructions that can be used in Excel to
perform calculations. Formals are started in the formula box with an = sign.

There are many elements to and excel formula.

85
References: The cell or range of cells that you want to use in your
calculation
Operators: Symbols (+, -, *, /, etc.) that specify the calculation to be
performed
Constants: Numbers or text values that do not change
Functions: Predefined formulas in Excel

To create a basic formula in Excel:

• Select the cell for the formula

• Type = (the equal sign) and the formula
• Click Enter

Calculate with Functions

A function is a built in formula in Excel. A function has a name and
arguments (the mathematical function) in parentheses. Common functions
in Excel:

Sum: Adds all cells in the argument

Average: Calculates the average of the cells in the argument
Min: Finds the minimum value
Max: Finds the maximum value
Count: Finds the number of cells that contain a numerical value within a
range of the argument

To calculate a function:

86
 • Click the cell where you want the function applied
• Click the Insert Function button
• Choose the function
• Click OK

• Complete the Number 1 box with the first cell in the range that you
want calculated
• Complete the Number 2 box with the last cell in the range that you
want calculated

Function Library
The function library is a large group of functions on the Formula Tab of the
Ribbon. These functions include:

AutoSum: Easily calculates the sum of a range

Recently Used: All recently used functions

87
Financial: Accrued interest, cash flow return rates and additional financial
functions
Logical: And, If, True, False, etc.
Text: Text based functions
Date & Time: Functions calculated on date and time
Math & Trig: Mathematical Functions

Relative, Absolute and Mixed References

Calling cells by just their column and row labels (such as "A1") is called
relative referencing. When a formula contains relative referencing and it is
copied from one cell to another, Excel does not create an exact copy of the
formula. It will change cell addresses relative to the row and column they are
moved to. For example, if a simple addition formula in cell C1 "=(A1+B1)" is
copied to cell C2, the formula would change to "=(A2+B2)" to reflect the new
row. To prevent this change, cells must be called by absolute referencing
and this is accomplished by placing dollar signs "$" within the cell addresses
in the formula. Continuing the previous example, the formula in cell C1
would read "=($A$1+$B$1)" if the value of cell C2 should be the sum of cells
A1 and B1. Both the column and row of both cells are absolute and will not
change when copied. Mixed referencing can also be used where only the
row OR column fixed. For example, in the formula "=(A$1+$B2)", the row of
cell A1 is fixed and the column of cell B2 is fixed.

Linking Worksheets
You may want to use the value from a cell in another worksheet within the

88
same workbook in a formula. For example, the value of cell A1 in the current
worksheet and cell A2 in the second worksheet can be added using the
format "sheetname!celladdress". The formula for this example would be
"=A1+Sheet2!A2" where the value of cell A1 in the current worksheet is
added to the value of cell A2 in the worksheet named "Sheet2".

3.7 Macros

Macros are advanced features that can speed up editing or formatting you
may perform often in an Excel worksheet. They record sequences of menu
selections that you choose so that a series of actions can be completed in
one step.

Recording a Macro
To record a Macro:

• Click the View tab on the Ribbon

• Click Macros
• Click Record Macro
• Enter a name (without spaces)
• Enter a Shortcut Key
• Enter a Description

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 • Perform the Macro
• Click Marcos
• Click Stop Recording

Running a Macro
To run a Macro from the Keyboard shortcut, simply press the keys that you
have programmed to run the Macro. Or you can view all macros and run by:

• Click Macros
• Click View Macros
• Choose the Macro and click Run

3.8 Sorting and Filtering Data

Sorting and Filtering allow you to manipulate data in a worksheet based on

given set of criteria.

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Basic Sorts
To execute a basic descending or ascending sort based on one column:

• Highlight the cells that will be sorted

• Click the Sort & Filter button on the Home tab
• Click the Sort Ascending (A-Z) button or Sort Descending (Z-A)
button

Custom Sorts
To sort on the basis of more than one column:

• Click the Sort & Filter button on the Home tab

• Choose which column you want to sort by first
• Click Add Level
• Choose the next column you want to sort
• Click OK

Filtering
Filtering allows you to display only data that meets certain criteria. To filter:

• Click the column or columns that contain the data you wish to filter

91
 • On the Home tab, click on Sort & Filter
• Click Filter button
• Click the Arrow at the bottom of the first cell
• Click the Text Filter
• Click the Words you wish to Filter

• To clear the filter click the Sort & Filter button

• Click Clear

3.9 Graphics

Adding a Picture
To add a picture:

• Click the Insert tab

• Click the Picture button

92
 • Browse to the picture from your files
• Click the name of the picture
• Click Insert
• To move the graphic, click it and drag it to where you want it

Adding Clip Art

To add Clip Art:

• Click the Insert tab

• Click the Clip Art button
• Search for the clip art using the search Clip Art dialog box
• Click the clip art
• To move the graphic, click it and drag it to where you want it

93
Editing Pictures and Clip Art
When you add a graphic to the worksheet, an additional tab appears on the
Ribbon. The Format tab allows you to format the pictures and graphics. This
tab has four groups:

Adjust: Controls the picture brightness, contrast, and colors

Picture Style: Allows you to place a frame or border around the picture and
add effects
Arrange: Controls the alignment and rotation of the picture
Size: Cropping and size of graphic

Adding Shapes
To add Shape:

• Click the Insert tab

• Click the Shapes button
• Click the shape you choose

94
 • Click the Worksheet
• Drag the cursor to expand the Shape

To format the shapes:

• Click the Shape

• Click the Format tab

Adding SmartArt
SmartArt is a feature in Office 2007 that allows you to choose from a variety
of graphics, including flow charts, lists, cycles, and processes. To add
SmartArt:

• Click the Insert tab

• Click the SmartArt button
• Click the SmartArt you choose

95
 • Select the Smart Art
• Drag it to the desired location in the worksheet

To format the SmartArt:

• Select the SmartArt

• Click either the Design or the Format tab
• Click the SmartArt to add text and pictures.

3.10 Charts

Charts allow you to present information contained in the worksheet in a

graphic format. Excel offers many types of charts including: Column, Line,
Pie, Bar, Area, Scatter and more. To view the charts available click the Insert
Tab on the Ribbon.

Create a Chart
To create a chart:

• Select the cells that contain the data you want to use in the chart

96
 • Click the Insert tab on the Ribbon
• Click the type of Chart you want to create

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

To move the chart:

• Click the Chart and Drag it another location on the same worksheet,
or
• Click the Move Chart button on the Design tab
• Choose the desired location (either a new sheet or a current sheet in
the workbook)

To change the data included in the chart:

• Click the Chart

• Click the Select Data button on the Design tab

97
To reverse which data are displayed in the rows and columns:

• Click the Chart

• Click the Switch Row/Column button on the Design tab

To modify the labels and titles:

• Click the Chart

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

Chart Tools
The Chart Tools appear on the Ribbon when you click on the chart. The tools

98
are located on three tabs: Design, Layout, and Format.

Within the Design tab you can control the chart type, layout, styles, and
location.

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

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

Copy a Chart to Word

• Select the chart

• Click Copy on the Home tab
• Go to the Word document where you want the chart located
• Click Paste on the Home tab

99
Convert Text to Columns
Sometimes you will want to split data in one cell into two or more cells. You
can do this easily by utilizing the Convert Text to Columns Wizard.

• Highlight the column in which you wish to split the data

• Click the Text to Columns button on the Data tab
• Click Delimited if you have a comma or tab separating the data, or
click fixed widths to set the data separation at a specific size.

3.11 Formatting a Worksheet

Modify Fonts
Modifying fonts in Excel will allow you to emphasize titles and headings. To
modify a font:

• Select the cell or cells that you would like the font applied
• On the Font group on the Home tab, choose the font type, size, bold,
italics, underline, or color

10
Format Cells Dialog Box
In Excel, you can also apply specific formatting to a cell. To apply formatting
to a cell or group of cells:

• Select the cell or cells that will have the formatting

• Click the Dialog Box arrow on the Alignment group of the Home tab

There are several tabs on this dialog box that allow you to modify properties
of the cell or cells.

Number: Allows for the display of different number types and decimal
places

10
Alignment: Allows for the horizontal and vertical alignment of text, wrap
text, shrink text, merge cells and the direction of the text.
Font: Allows for control of font, font style, size, color, and additional
features
Border: Border styles and colors
Fill: Cell fill colors and styles

Add Borders and Colors to Cells

Borders and colors can be added to cells manually or through the use of
styles. To add borders manually:

• Click the Borders drop down menu on the Font group of the Home
tab
• Choose the appropriate border

To apply colors manually:

• Click the Fill drop down menu on the Font group of the Home tab
• Choose the appropriate color

10
To apply borders and colors using styles:

• Click Cell Styles on the Home tab

• Choose a style or click New Cell Style

Change Column Width and Row Height

To change the width of a column or the height of a row:

• Click the Format button on the Cells group of the Home tab
• Manually adjust the height and width by clicking Row Height or
Column Width
• To use AutoFit click AutoFit Row Height or AutoFit Column Width

10
Hide or Unhide Rows or Columns
To hide or unhide rows or columns:

• Select the row or column you wish to hide or unhide

• Click the Format button on the Cells group of the Home tab
• Click Hide & Unhide

Merge Cells
To merge cells select the cells you want to merge and click the Merge &
Center button on the Alignment group of the Home tab. The four choices
for merging cells are:

Merge & Center: Combines the cells and centers the contents in the new,
larger cell
Merge Across: Combines the cells across columns without centering data

10
Merge Cells: Combines the cells in a range without centering
Unmerge Cells: Splits the cell that has been merged

Align Cell Contents

To align cell contents, click the cell or cells you want to align and click on the
options within the Alignment group on the Home tab. There are several
options for alignment of cell contents:

Top Align: Aligns text to the top of the cell

Middle Align: Aligns text between the top and bottom of the cell
Bottom Align: Aligns text to the bottom of the cell
Align Text Left: Aligns text to the left of the cell
Center: Centers the text from left to right in the cell
Align Text Right: Aligns text to the right of the cell
Decrease Indent: Decreases the indent between the left border and the
text
Increase Indent: Increase the indent between the left border and the text
Orientation: Rotate the text diagonally or vertically

Format Worksheet Tab

You can rename a worksheet or change the color of the tabs to meet your
needs.
To rename a worksheet:

• Open the sheet to be renamed

• Click the Format button on the Home tab

10
 • Click Rename sheet
• Type in a new name
• Press Enter

To change the color of a worksheet tab:

• Open the sheet to be renamed

• Click the Format button on the Home tab
• Click Tab Color
• Click the color

10
3.12 Developing a work book

Reposition Worksheets in a Workbook

To move worksheets in a workbook:

• Open the workbook that contains the sheets you want to rearrange
• Click and hold the worksheet tab that will be moved until an arrow
appears in the left corner of the sheet
• Drag the worksheet to the desired location

Insert and Delete Worksheets

To insert a worksheet

• Open the workbook

• Click the Insert button on the Cells group of the Home tab
• Click Insert Sheet

10
To delete a worksheet

• Open the workbook

• Click the Delete button on the Cells group of the Home tab
• Click Delete Sheet

Copy and Paste Worksheets:

To copy and paste a worksheet:

• Click the tab of the worksheet to be copied

• Right click and choose Move or Copy
• Choose the desired position of the sheet
• Click the check box next to Create a Copy
• Click OK

3.13 Page Properties and Printing

10
Set Print Titles
The print titles function allows you to repeat the column and row headings at
the beginning of each new page to make reading a multiple page sheet
easier to read when printed. To Print Titles:

• Click the Page Layout tab on the Ribbon

• Click the Print Titles button
• In the Print Titles section, click the box to select the rows/columns to
be repeated
• Select the row or column
• Click the Select Row/Column Button
• Click OK

Create a Header or Footer

To create a header or footer:

• Click the Header & Footer button on the Insert tab

• This will display the Header & Footer Design Tools Tab
• To switch between the Header and Footer, click the Go to Header or
Go to Footer button

10
 • To insert text, enter the text in the header or footer
• To enter preprogrammed data such as page numbers, date, time, file
name or sheet name, click the appropriate button
• To change the location of data, click the desired cell

Set Page Margins

To set the page margins:

• Click the Margins button on the Page Layout tab

• Select one of the give choices, or

• Click Custom Margins

• Complete the boxes to set margins
• Click Ok

11
Change Page Orientation
To change the page orientation from portrait to landscape:

• Click the Orientation button on the Page Layout tab

• Choose Portrait or Landscape

Set Page Breaks

You can manually set up page breaks in a worksheet for ease of reading
when the sheet is printed. To set a page break:

• Click the Breaks button on the Page Layout tab

• Click Insert Page Break

11
3.14 Customize Layout

Print a Range
There may be times when you only want to print a portion of a worksheet.
This is easily done through the Print Range function. To print a range:

• Select the area to be printed

• Click the Print Area button on the Page Layout tab
• Click Select Print Area

Split a Worksheet
You can split a worksheet into multiple resizable panes for easier viewing of
parts of a worksheet. To split a worksheet:

• Select any cell in center of the worksheet you want to split

• Click the Split button on the View tab
• Notice the split in the screen, you can manipulate each part separately

Freeze Rows and Columns

You can select a particular portion of a worksheet to stay static while you
work on other parts of the sheet. This is accomplished through the Freeze
Rows and Columns Function. To Freeze a row or column:

• Click the Freeze Panes button on the View tab

• Either select a section to be frozen or click the defaults of top row or
left column

11
 • To unfreeze, click the Freeze Panes button
• Click Unfreeze

Hide Worksheets
To hide a worksheet:

• Select the tab of the sheet you wish to hide

• Right-click on the tab
• Click Hide

To unhide a worksheet:

• Right-click on any worksheet tab

• Click Unhide
• Choose the worksheet to unhide

11
11
 4. 0 MICROSOFT ACCESS 2007

Getting Started

Microsoft Office Button

The Microsoft Office Button performs many of the functions that were located
in the File menu of older versions of Access. This button allows you to create
a new database, open an existing database, save and save as, print, send, or
close.

The Ribbon
The ribbon is the panel at the top portion of the document It has four tabs:
Home, Create, External Data, and Database Tools. Each tab is divided into
groups. The groups are logical collections of features designed to perform
function that you will utilize in developing or editing your Access database.

Commonly utilized features are displayed on the Ribbon. To view additional

features within each group, click the arrow at the bottom right corner of each
group.

11
Home: Views, Clipboard, Fonts, Rich Text, Records, Sort & Filter, Find
Create: Tables, Forms, Reports, Other
External Data: Import, Export, Collect Data, SharePoint Lists
Database Tools: Macro, Show/Hide, Analyze, Move Data, Database Tools

Quick Access Toolbar

The quick access toolbar is a customizable toolbar that contains
commands that you may want to use. You can place the quick access
toolbar above or below the ribbon. To change the location of the quick
access toolbar, click on the error at the end of the toolbar and click Show
Below the Ribbon.

11
Navigation Pane
The Navigation Pane displays database objects such as tables, forms,
queries, and reports.

Tabbed Document Window Viewing

Tabbed document viewing opens tables, forms, queries and reports in the
same window. Click the tabs to switch between windows.

4.1 Customize Access

Access 2007 offers a wide range of customizable options that allow you to
make Access work the best for you. To access these customizable options:

• Click the Office Button

• Click Access Options

11
Popular
These features allow you to personalize your work environment with the use
of ScreenTips, the location and file format of the databases, and the
username.

Current Database
This feature allows you to set options for the Application, Navigation, Ribbon
and Toolbars, AutoCorrect, and Filters.

11
Datasheet
This features allows you to personalize options in the way the datasheet
looks, including default colors, gridlines and cell effect, and font.

Object Designers
This feature allows you to customize the options for creating and modifying
database objects in Access including Table Design, Query Design,
Forms/Reports, and Error Checking.

Proofing
This features allows you to change how Access automatically correct and
formats the contents of the database and how it indicates errors.

11
Advanced
This feature allows for advanced customization of Access including, Editing,
Display, Printing, and other advanced options.

Customize
Customize allows you to add features to the Quick Access Toolbar. If there
are tools that you are utilizing frequently, you may want to add these to the
Quick Access Toolbar.

12
4.2 Database Terms

Table
A table is a collection of information arranged in rows and columns.
Information about an item is displayed in a row. Columns contain the same
type of information for each item. The table has a header row that tells you
what data is contained in the columns.

To view data in a table:

• Click the arrow to open the navigation pane

• Double-click on the table name to open the table

Query
Queries select records from one or more tables in a database so they can be
viewed, analyzed, and sorted on a common datasheet. A query can also
perform calculations and display the results. The resulting collection of
records, called a dynaset (short for dynamic subset), is saved as a database

12
object and can therefore be easily used in the future. The query will be
updated whenever the original tables are updated. Types of queries are
select queries that extract data from tables based on specified values, find
duplicate queries that display records with duplicate values for one or more
of the specified fields, and find unmatched queries display records from
one table that do not have corresponding values in a second table.

To run a query:

• Click the arrow to open the navigation pane

• Double-click on the query name

Recordset
A recordset is a table that displays groups of records from a base table or as
a query result.

Form
A form is a graphical interface that is used to display and edit data. Forms
can be developed from a table or a query. Forms can include calculations,
graphics and objects.

To view data using a form:

• Click the arrow to open the navigation pane

12
 • Double-click on the form name

Report
A report is an output of data arranged in the order you specify. Reports can
perform calculations and display the results. Reports can be used to print
data.
To view data using a form:

• Click the arrow to open the navigation pane

• Double-click on the report name

4.3 Creating a New Database

You can create a new database from scratch or you can create a database
from the database wizard.

New Database
To create a new database from scratch:

• Click the Microsoft Office Button

12
 • Click New
• Click the New Blank Database icon

• Type in a name for the database

• Click Create

Database Templates
To create a new database from the database templates:

• Click the Microsoft Office Button

• Click New
• Choose the type of database you wish to create

12
 • Type in the name for the database
• Click Create

4.4 Creating a Table

Table Views
There are two ways to view a table in Access to add data to the table:
Design View and Datasheet View.

In Design View you can view all the fields with the data types and
descriptions. The records of information that has been added to the
database is not viewable.

12
To go to Design View:

• Click the down arrow on the View button

• Click Design View

In Datasheet View you can display the records in a table, where one row is
one record. The column headers are the fields you have defined for the
database.

To go to Datasheet View:

• Click the down arrow on the View button

• Click Datasheet View

12
4.5 Managing Tables

Adding New Fields

There are many ways to enter new fields into a database. New fields can be
added in the Datasheet View or in the Design View.

There are two ways to add a new field in Datasheet View: Add A New Field
or the New Field Button.

To add a New Field within the Datasheet:

• Click the Add New Field column

To add a new field by using the New Field Button

• Click the Datasheet tab on the Ribbon

• Click the New Field Button
• Choose the type of field you wish to add from the Field Templates
window

12
To add a new field in Design View:

• Click the Design View button

• Click on the next available field
• Type in the Name of the field

Data Types
There are many types a data that a field can be predefined to hold. When
you create a new field in a database you should closely match the data type
to what will be entered into the field.

Text Text, number, or a combination up to

255 characters
Memo Similar to the text field, can contain
text, numbers, or a combination up
to 2 GB of data.
Number Numbers up to 16 bytes of data
Date/Time Date and Time information
Currency Currency up to 8 bytes and precise to
4 decimal places
AutoNumber Access creates a unique number for

12
 each new record. This is often the
primary key for the table
Yes/No Yes and No, stored as -1 for yes and
0 for no
OLE Object Images, documents, graphs up to 2
GB
Hyperlink Web addresses
Attachment Attachments such as images,
spreadsheets, documents, and
charts.

Editing Data Types in Fields

When creating tables, you should define the data types of the tables to most
closely match the type of data that will be entered in the field.

To edit the Data Type in Datasheet View:

• Click the field you wish to define

• Click the Datasheet tab on the Ribbon
• Click the down arrow next to Data Type
• Choose the type of data that will be entered into the field

To edit the format of the data:

• Click the field you wish to define

• Click the Datasheet tab on the Ribbon
• Click the down arrow next to Format

12
To edit the Data Type in the Design View:

• Click Design View

• Click the field name you wish to define or create a new field
• Click the Data Type
• Choose the appropriate Data Type
• Format the field in the Field Properties Dialog box

Delete a Table
To delete a table:

• Open the desired database by clicking the Microsoft Office Button

and clicking Open
• Right click on a table and choose Delete

13
Rename a Table
To rename a table:

• Open the desired database by clicking the Microsoft Office Button

and clicking Open
• Right click on a table and choose Rename
• Type in the new name

Add a Description to a Table

To add a description to a table

• Open the desired database by clicking the Microsoft Office Button

and clicking Open
• Right click on a table and choose Table Properties
• Click the Description text box

13
 • Type in the description

4.6 Keys

Primary Key
The primary key is a unique identifier for a record. The primary key cannot
be the same for two records. This field can never be blank.

13
Composite Key
A composite key is a primary key that is comprised of two or more fields. It
can also be called a compound or concatenated key.

Foreign Key
A foreign key is a field or combination of fields that are related to the
primary key of another table.

4.7 Table Relationships

Table relationships are the associations of data between tables. By defining

table relationships, you can pull records from related tables based on
matching fields.

One-to-One Relationship
A one-to-one relationship is between two tables where the primary key in
one table and the foreign key in another table are the same. For each record
in the first table, there is a single matching record in the second table.

13
One-to-Many Relationship
A one-to-many relationship occurs between two tables where the primary
key in one table can be duplicated many times in another table

Creating Table Relationships

To create relationships between tables:

• Click the Database Tools tab on the Ribbon

• Click the Relationships button

• Click on the Design tab

• Click Show Table

13
Select the desired tables

• Click Add
• Click Close

• Click the field you wish to create a relationship from

• Drag it to the matching field in the other table
• Click Create

13
Print a Table Relationship

• Click the Database Tools tab

• Click the Relationships Button
• Click the Relationship Report Button on the Design tab

• Click the Print button

13
4.8 Managing Data

Add Records to a Table

To add a new record to a table:

• Open the table in Datasheet View

• Click the New Cell
• Type in your new record

Find and Replace

To find data:

• Click the Find button on the Home tab

13
To find and replace data:

• Click the Replace button on the Home tab

When you are searching for data for a find, replace or go to, you have
several options in the Find Dialog Box. These options are:

Find What Text Box Type the text you wish

to find
Link in Drop Drop-Down Use the drop-down list to
List specify a table or a
column to search
Match Drop-Down List Use the drop-down list to
narrow down the search
to a field or the
beginning of a field
Search Drop-Down List Use this drop-down to
specify the direction to
search.
Match Case Check Box Use this check box to
specify whether to
search by the same
upper and lower case
letters.

13
Totals
The totals button provides you the opportunity to add a totals row to your
database. The total can be the sum, average, a count, minimum, maximum,
standard deviation, or the variance. To set up a totals row:

• Click the Totals button on the Home tab

• Click the down arrow of the cell where you want the totals
• Click the appropriate choice

13
Sort Records
You can sort records in a datasheet by a single column or by two adjacent
columns. To sort records by a single column:

• Select the field you wish to sort

• Click the Sort Ascending or Sort Descending button

To sort two columns:

• Move the columns to they are adjacent to each other

• Select the desired columns for sorting by holding the shift key and
clicking the columns
• Click the Sort Ascending or Sort Descending button

To clear the sort:

• Click the Clear Sort button

14
Filter
You can filter records to include only records that you want to display. To
filter by a column:

• Open the database in Datasheet View

• Click the down arrow in the field label
• Choose the appropriate filter criteria
• Click OK

To remove a filter:

• Click the filter button on the field label

• Click Clear Filter
• Click OK

14
4.9 Querying a Database

A query allows you to select and filter data from multiple tables. Queries can
be saved and utilized as often as you need them.

Query Wizard
The Query Wizard walks you through the steps to set up a query. To run a
query using the query wizard:

• Click the Create tab

• Click the Query Wizard button

• Choose the type of query you wish to run

• Click OK

14
 • Choose the fields you wish to include from each table
• To select fields from different tables, click the Tables/Queries down
arrow
• Click Next

Insert pic of query wizard

• Type in a title for the query

• Click Finish
• The query will display

14
To switch between tables and queries:

• Open the Navigation Pane

• Double click the name of the table or query you wish to view

Query Design Feature

You can also design a query with the Query Design Button. To design a
query using the Query Design Button:

• Click the Query Design Button on the Create tab

• Select the tables that you would like to query

• Click Add

14
• Double click the name of the field you would like to query
• Repeat this process for as many fields as you would like in the query

• Click Run

14
Query Criteria
Query criteria are search conditions used in a query to retrieve specific data.
You can set query criteria to be a specific number or data set, or you can set
the criteria to be a range of data.

“value” Will only display items

that are that exact
value (replace the word
value with what you
want to search by)
= Is equal to
< Less than
<= Less than or equal to
> Greater than
>= Greater than or equal to
<> Not equal to
Between X And Y Within a range (replace
X & Y with values)
Is Null Null values
And True only if both
conditions exist
Or True if either condition
exists
Not True if the single
instance is not true

To specify search criteria:

• Click the query that you wish to add conditions

• Type in the appropriate query criteria in the Criteria Box

14
4.10 Calculated Fields

A calculated field is a field that gets its information from the calculations
performed on other fields. You can build calculated fields in the Query
screen by using the addition (+), subtraction (-), multiplication (*) and
division (/) operators.

Expressions
Expressions a combination of functions, field names, numbers, text, and the
operators listed above.

To build an expression to create a calculated field:

• Open an existing query or start a new query

• Click on the View Button
• Click on Design View

• In the Query Pane, right-click on the field where you would like to
create the calculation
• Click Build

14
 • Choose the tables that you wish to build the calculation from
• Double-click the field that you want to include in the calculation
• Click the operator that you wish to include in the calculation
• Click the second field you wish to include in the calculation
• Click OK

• Click Run

Zoom
The Zoom Dialog Box allows you to view an entire expression at one time.
To view the Zoom Dialog Box:

• In Design View, right click on the field you want to display

• Click Zoom

14
4.11 Designing Forms

Forms allow you to control the look and feel of the screen for the input of
data and the reports generated.

Form Views
There are three ways to view forms in Access:

Allows you to design a

Design View form that includes a
header, a footer, and
details in the form.
You can also add
images and control
which fields appear on
the form.
Form View This is a dynamic page
which allows the user
to enter and edit data
or navigate through
data in a field.
Layout View This view allows you to
design the form and
manipulate data.

14
Create a Form
You can create a form from a table or a query. To create a form:

• Click the Create tab

• Click the Form Design button

• Click the Format tab

• Click the Add Existing Fields Button
• In the Field List box on the right, click and drag the fields you would
like on the form

• To change the colors and fonts, click the Property Sheet button on
the Arrange tab

15
Insert pic of property sheet button

• Choose the Section you wish to modify

• Choose the properties you wish to modify

To preview the form:

• Click the Views button on the Home tab

• Click the Form View button

15
Form Wizard
You can create forms with the help of the Form Wizard. To use the form
wizard:

• On the create tab, click the More Forms down arrow

• Click Form Wizard

• Choose the Tables/Queries that you wish to have on the form

• Choose the fields you wish to have on the forms
• Click Next

15
• Chose the layout for the form
• Click Next

• Choose a style
• Click Next

15
• Create a title for the form
• Choose whether you want to open the form to view it or modify the
form’s design
• Click Finish

15
Reports are a means to view and analyze large amounts of data. You can
use the Report Wizard or create a custom report that meets your specific
needs.

4.12 Generating Reports

Report Views
Reports can be displayed in four views:

This view provides you with

Design View the structure of your
report. You can add,
modify or delete
components of the report
but you cannot manipulate
the data in the tables
associated with the report.
Report View This view allows you to
view the data from the
table but not to change any
layout of the report.
Layout View This view allows you to see
data from the table and
add, modify, and delete
components of the report.
Print Preview This view allows you to see
what your report will look
like when it is printed.

To change report views:

• Click the View button on the Home tab

15
Create a Report
To create a blank report:

• Click the Blank Report button on the Create tab

• Click the Add Existing Fields button

• From the field list, Click and drag the fields to the report

15
Report Wizard
To create a report using the report wizard:

• On the Create tab, click the Report Wizard button

• Choose the Tables/Queries that you wish to have on the form

• Choose the fields you wish to have on the forms
• Click Next

• Choose the sort order for your report

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• Chose the layout for the form
• Click Next

• Choose a style
• Click Next

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 • Create a title for the form
• Choose whether you want to open the form to view it or modify the
form’s design
• Click Finish

Custom Calculated Fields

You can create reports that include calculated fields. These reports will

15
display information that you wish to report with an arithmetic calculation. To
add a custom calculated field to a report:

• Open the Report that you wish to add to

• Click the View button
• Click Design View

• Click the Design tab

• Click the Text Box button

• Click the section on the report where you would like to locate the
textbox
• Click the Property Sheet Pane

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• Click the Data tab
• Click the three dots next to Control Source

• Insert the fields you wish to include in the calculation and the
mathematical operations.

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 • Click OK

After you have generated a report, you can print the report. To print the
report:

4.13 Print a Report

Print a Report
To print a report:

• Select the report you wish to print

• Right-click on the Report Name
• Click Print Preview
• Choose the appropriate layout, margins, and paper size in the Page
Layout group

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 • Click Print
• Click OK

5.0 MICROSOFT POWERPOINT 2007

Getting Started

Getting started with PowerPoint 2007 you will notice that there are many
similar features to previous versions. You will also notice that there are
many new features that you’ll be able to utilize. There are three features
that you should remember as you work within PowerPoint 2007: the
Microsoft Office Button, the Quick Access Toolbar, and the Ribbon. The
function of these features will be more fully explored below.

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5.1 Creating a presentation

Presentations
A presentation is a collection of data and information that is to be delivered
to a specific audience. A PowerPoint presentation is a collection of electronic
slides that can have text, pictures, graphics, tables, sound and video. This
collection can run automatically or can be controlled by a presenter.

Microsoft Office Button

The Microsoft Office Button performs many of the functions that were located
in the File menu of older versions of PowerPoint. This button allows you to
create a new presentation, Open an existing presentation, save and save as,
print, send, or close.

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Ribbon
The ribbon is the panel at the top portion of the document It has seven
tabs: Home, Insert, Design, Animations, Slide Show, Review and View. Each
tab is divided into groups. The groups are logical collections of features
designed to perform function that you will utilize in developing or editing
your PowerPoint slides.

Commonly utilized features are displayed on the Ribbon. To view additional

features within each group, click the arrow at the bottom right corner of each
group.

Home: Clipboard, Slides, Font, Paragraph, Drawing, and Editing

Insert: Tables, Illustrations, Links, Text, and Media Clips
Design: Page Setup, Themes, Background
Animations: Preview, Animations, Transition to this Slide
Slide Show: Start Slide Show, Set Up, Monitors
Review: Proofing, Comments, Protect
View: Presentation Views, Show/Hide, Zoom, Window, Macros

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Quick Access Toolbar
The quick access toolbar is a customizable toolbar that contains
commands that you may want to use. You can place the quick access
toolbar above or below the ribbon. To change the location of the quick
access toolbar, click on the arrow at the end of the toolbar and click Show
Below the Ribbon.

You can also add items to the quick access toolbar. Right click on any item
in the Office Button or the Ribbon and click Add to Quick Access Toolbar and
a shortcut will be added.

Mini Toolbar
A new feature in Office 2007 is the Mini Toolbar. This is a floating toolbar

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that is displayed when you select text or right-click text. It displays common
formatting tools, such as Bold, Italics, Fonts, Font Size and Font Color.

Navigation
Navigation through the slides can be accomplished through the Slide
Navigation menu on the left side of the screen. Also, an outline appears
from materials that have been entered in the presentation. To access the
outline, click the outline tab.

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Slide Views
Presentations can be viewed in a variety of manners. On the View tab, the
Presentation Views group allows you to view the slides as Normal, Slide
Sorter, Notes Page, Slide Show, Slide Master, Handout Master, and Notes
Master.

PowerPoint 2007 offers a wide range of customizable options that allow you
to make PowerPoint work the best for you. To access these customizable
options:

• Click the Office Button

• Click PowerPoint Options include picture of OB menu.

Popular
These features allow you to personalize your work environment with the mini
toolbar, color schemes, personalize your user name and allow you to access

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the Live Preview feature. The Live Preview feature allows you to preview the
results of applying design and formatting changes without actually applying
it.

Proofing
This feature allows you personalize how word corrects your text. You can
customize auto correction settings and have word ignore certain words or
errors in a document through the Custom Dictionaries.

Save
This feature allows you personalize how your workbook is saved. You can

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specify how often you want auto save to run and where you want the
workbooks saved.

Advanced
This feature allows you to specify options for editing, copying, pasting,
printing, displaying, slide shows, and other general settings.

5. 2 Customize

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Customize
Customize allows you to add features to the Quick Access Toolbar. If there
are tools that you are utilizing frequently, you may want to add these to the
Quick Access Toolbar.

New Presentation
You can start a new presentation from a blank slide, a template, existing
presentations, or a Word outline. To create a new presentation from a blank
slide:

• Click the Microsoft Office Button

• Click New
• Click Blank Presentation

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To create a new presentation from a template:

• Click the Microsoft Office Button

• Click New
• Click Installed Templates or Browse through Microsoft Office
Online Templates
• Click the template you choose

To create a new presentation from an existing presentation:

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 • Click the Microsoft Office Button
• Click New
• Click New from Existing
• Browse to and click the presentation

To create a new presentation from a Word outline:

• Click the slide where you would like the outline to begin
• Click New Slide on the Home tab
• Click Slides from Outline
• Browse and click the Word Document that contains the outline

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Save a Presentation
When you save a presentation, you have two choices: Save or Save As.
To save a document:

• Click the Microsoft Office Button

• Click Save

You may need to use the Save As feature when you need to save a
presentation under a different name or to save it for earlier versions of
PowerPoint. Remember that older versions of PowerPoint will not be able to
open PowerPoint 2007 presentation unless you save it as a PowerPoint 97-
2003 Format. To use the Save As feature:

• Click the Microsoft Office Button

• Click Save As
• Type in the name for the Presentation
• In the Save as Type box, choose Excel 97-2003 Presentation

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Add Slides
There are several choices when you want to add a new slide to the
presentation: Office Themes, Duplicate Selected Slide, or Reuse Slides.
To create a new slide from Office Themes:

• Select the slide immediately BEFORE where you want the new slide
• Click the New Slide button on the Home tab
• Click the slide choice that fits your material

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To create a slide as a duplicate of a slide in the presentation:

• Select the slide to duplicate

• Click the New Slide button on the Home tab
• Click Duplicate Selected Slides

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To create a new slide from another presentation:

• Select the slide immediately BEFORE where you want the new slide
• Click the New Slide button on the Home tab
• Click Reuse Slides
• Click Browse
• Click Browse File
• Locate the slide show and click on the slide to import

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Themes
Themes are design templates that can be applied to an entire presentation
that allows for consistency throughout the presentation. To add a theme to
a presentation:

• Click the Design tab

• Choose one of the displayed Themes or click the Galleries button

To apply new colors to a theme:

• Click the Colors drop down arrow

• Choose a color set or click Create New Theme Colors

To change the background style of a theme

• Click the Background Styles button on the Design tab

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Enter Text
To enter text:

• Select the slide where you want the text

• Click in a Textbox to add text

To add a text box:

• Select the slide where you want to place the text box
• On the Insert tab, click Text Box
• Click on the slide and drag the cursor to expand the text box
• Type in the text

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Select Text
To select the text:

• Highlight the text

Copy and Paste

To copy and paste data:

• Select the item(s) that you wish to copy

• On the Clipboard Group of the Home Tab, click Copy
• Select the item(s) where you would like to copy the data
• On the Clipboard Group of the Home Tab, click Paste

Cut and Paste

To cut and paste data:

• Select the item(s) that you wish to copy

• On the Clipboard Group of the Home Tab, click Cut
• Select the items(s) where you would like to copy the data
• On the Clipboard Group of the Home Tab, click Paste

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Undo and Redo
To undo or redo your most recent actions:

• On the Quick Access Toolbar

• Click Undo or Redo

Spell Check
To check the spelling in a presentation:

• Click the Review tab

• Click the Spelling button

5.4 Formatting Text

Change Font Typeface and Size

To change the font typeface:

• Click the arrow next to the font name and choose a font.
• Remember that you can preview how the new font will look by
highlighting the text, and hovering over the new font typeface.

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To change the font size:

• Click the arrow next to the font size and choose the appropriate size,
or
• Click the increase or decrease font size buttons.

Font Styles and Effects

Font styles are predefined formatting options that are used to emphasize
text. They include: Bold, Italic, and Underline. To add these to text:

• Select the text and click the Font Styles included on the Font group of
the Home tab or
• Select the text and right click to display the font tools

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Change Text Color
To change the text color:

• Select the text and click the Colors button included on the Font Group
of the Ribbon, or
• Highlight the text and right click and choose the colors tool.
• Select the color by clicking the down arrow next to the font color
button.

WordArt
WordArt are styles that can be applied to text to create a visual effect. To
apply Word Art:

• Select the text

• Click the Insert tab
• Click the WordArt button
• Choose the WordArt

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To modify the styles of WordArt

• Select the WordArt

• Click the Format tab for the Drawing Tools
• Click the WordArt Fill button, the WordArt Outline button, or the
Text Effects button

Change Paragraph Alignment

The paragraph alignment allows you to set how you want text to appear. To
change the alignment:

• Click the Home Tab

• Choose the appropriate button for alignment on the Paragraph Group.
o Align Left: the text is aligned with your left margin
o Center: The text is centered within your margins
o Align Right: Aligns text with the right margin
o Justify: Aligns text to both the left and right margins.

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Indent Paragraphs
To indent paragraphs, you can do the following:

• Click the Indent buttons to control the indent.

• Click the Indent button repeated times to increase the size of the
indent.

Text Direction
To change the text direction:

• Select the text

• Click the Text Direction button on the Home tab
• Click the selection

Resize a Textbox
To resize a textbox:

• Click on the textbox

• Click the corner of the box and drag the cursor to the desired size

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Bulleted and Numbered Lists
Bulleted lists have bullet points, numbered lists have numbers, and outline
lists combine numbers and letters depending on the organization of the list.
To add a list to existing text:

• Select the text you wish to make a list

• Click the Bulleted or Numbered Lists button

To create a new list:

• Place your cursor where you want the list in the document
• Click the Bulleted or Numbered Lists button
• Begin typing

Nested Lists
A nested list is list with several levels of indented text. To create a nested
list:

• Create your list following the directions above

• Click the Increase or Decrease Indent button

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Formatting Lists
The bullet image and numbering format can be changed by using the
Bullets or Numbering dialog box.

• Select the entire list to change all the bullets or numbers, or

Place the cursor on one line within the list to change a single bullet.
• Click the arrow next to the bulleted or numbered list and choose a
bullet or numbering style.

5.5 Adding Content

Adding Video
Video clips can be added to the presentation. To add a video clip:

• Click the Movie button on the Insert tab

• Choose Movie from File or Movie from Clip Organizer

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To edit the video options:

• Click the movie icon

• Click the Format tab

Adding Audio
Audio clips can be added to the presentation. To add an audio clip:

• Click the Audio button on the Insert tab

• Choose Sound from File, Sound from Clip Organizer, Play CD
Audio Track, or Record Sound

To edit the audio options:

• Click the audio icon

• Click the Format tab

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Adding Picture
To add a picture:

• Click the Insert Tab

• Click the Picture Button
• Browse to the picture from your files
• Click the name of the picture
• Click insert
• To move the graphic, click it and drag it to where you want it

Adding Clip Art

To add Clip Art:

• Click the Insert Tab

• Click the Clip Art Button

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 • Search for the clip art using the search Clip Art dialog box
• Click the clip art
• To move the graphic, click it and drag it to where you want it

Editing Pictures and Clip Art

When you add a graphic to the presentation, an additional Tab appears on
the Ribbon. The Format Tab allows you to format the pictures and graphics.
This tab has four groups:

Adjust: Controls the picture brightness, contrast, and colors

Picture Style: Allows you to place a frame or border around the picture and
add effects
Arrange: Controls the alignment and rotation of the picture
Size: Cropping and size of graphic

Adding a Shape
To add Shapes:

• Click the Insert Tab

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 • Click the Shapes Button
• Click the shape you choose

• Click the Slide

• Drag the cursor to expand the Shape

To format the shapes:

• Click the Shape

• Click the Format tab

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Adding SmartArt
SmartArt is a feature in Office 2007 that allows you to choose from a variety
of graphics, including flow charts, lists, cycles, and processes. To add
SmartArt:

• Click the Insert Tab

• Click the SmartArt Button
• Click the SmartArt you choose

• Click the SmartArt

• Drag it to the desired location in the slide

To format the SmartArt:

• Click the SmartArt

• Click either the Design or the Format tab
• Click the SmartArt to add text and pictures.

Adding a Photo Album

The photo album feature is new in PowerPoint 2007 and allows you to easily
create a photo album to share pictures. To create a photo album:

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 • Click the Photo Album button on the Insert tab
• Click New Photo Album
• Click File/Disk to add pictures to the photo album
• Move the pictures up and down in the order of the album but clicking
the up/down arrows

Tables are used to display data in a table format.

5. 7 Tables

Create a Table
To create a table:

• Place the cursor on the page where you want the new table
• Click the Insert Tab of the Ribbon
• Click the Tables Button on the Tables Group. You can create a table
one of four ways:
o Highlight the number of row and columns
o Click Insert Table and enter the number of rows and columns
o Click the Draw Table, create your table by clicking and entering
the rows and columns
o Click Excel Spreadsheet and enter data

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Enter Data in a Table
Place the cursor in the cell where you wish to enter the information. Begin
typing.

Modify the Table Structure and Format a Table

To modify the structure of a table:

• Click the table and notice that you have two new tabs on the Ribbon:
Design and Layout. These pertain to the table design and layout.

On the Design Tab, you can choose:

• Table Style Options

• Table Styles
• Draw Borders

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To format a table, click the table and then click the Layout Tab on the
Ribbon. This Layout tab allows you to:

• View Gridlines and Properties (from the Table Group)

• Insert Rows and Columns (from the Rows & Columns Group)
• Delete the Table, Rows and/or Columns (from the Rows & Columns
Group)
• Merge or Split Cells (from the Merge Group)
• Increase and decrease cell size (Cell Size Group)
• Align text within the cells and change text directions (Alignment
Group)

Insert a Table from Word or Excel

• Open the Word document or Excel worksheet

• Select the chart
• Click Copy on the Home tab
• Go to the PowerPoint document where you want the chart located
• Click Paste on the Home tab

Charts allow you to present information contained in the worksheet in a

graphic format. PowerPoint offers many types of charts including: Column,
Line, Pie, Bar, Area, Scatter and more. To view the charts available click the
Insert Tab on the Ribbon.

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5.8 Charts

Create a Chart
To create a chart:

• Click the Insert tab on the ribbon

• Click the type of Chart you want to create
• Insert the Data and Labels

Edit Chart Data

To edit chart data:

• Click on the chart

• Click Edit Data on the Design tab
• Edit data in the spreadsheet

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

To move the chart:

• Click the Chart and Drag it another location on the same slide, or
• Copy it to another slide
• Choose the desired location and click Paste

To modify the chart size:

• Click the Chart

• Click on any of the corners and drop and drag to resize

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To modify the labels and titles:

• Click the chart

• Click the Layout tab
• Choose the appropriate label to change

Chart Tools
The Chart Tools appear on the Ribbon when you click on the chart. The tools
are located on three tabs: Design, Layout, and Format.

Within the Design tab you can control the chart type, layout, styles, and
location.

19
Within the Layout tab you can control the insertion of pictures, textboxes,
and shapes, labels, backgrounds, and data analysis.

Within the Format tab you can adjust the Fill Colors and Word Styles.

Paste a Chart from Excel

• Open the Excel worksheet

• Select the chart
• Click Copy on the Home tab
• Go to the PowerPoint document where you want the chart located
• Click Paste on the Home tab

5.9 Slide Effects

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Slide Transitions
Transitions are effects that are in place when you switch from one slide to
the next. To add slide transitions:

• Select the slide that you want to transition

• Click the Animations tab
• Choose the appropriate animation or click the Transition dialog box

To adjust slide transitions:

• Add sound by clicking the arrow next to Transition Sound

• Modify the transition speed by clicking the arrow next to Transition

Speed

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To apply the transition to all slides:

• Click the Apply to All button on the Animations tab

To select how to advance a slide:

• Choose to Advance on Mouse Click, or

• Automatically after a set number of seconds

Slide Animation
Slide animation effects are predefined special effects that you can add to
objects on a slide. To apply an animation effect:

• Select the object

• Click the Animations tab on the Ribbon
• Click Custom Animation
• Click Add Effect
• Choose the appropriate effect

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Animation Preview
To preview the animation on a slide:

• Click the Preview button on the Animations tab

Slide Show Options

The Slide Show tab of the ribbon contains many options for the slide show.
These options include:

• Preview the slide show from the beginning

• Preview the slide show from the current slide
• Set up Slide Show

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Set Up Slide Show
This option allows you to set preferences for how the slide show will be
presented. The options include:

• Whether the show will run automatically or will be presented by a

speaker
• The looping options
• Narration options
• Monitor resolutions

Record Narration
When you want to record narration for the slides:

• Click the Record Narration button

• Click Set Microphone Level to check the levels of audio input
• Click OK to record the narration

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Rehearse Timings

Use Rehearsed Timings to rehearse the timings of slide with audio.

• Click the Rehearse Timings button

• Practice speaking and advance the slides as you would in the
presentation
• When you have completed this click through the end of the slide
• Choose whether or not to keep this timing or to retry

Create Speaker Notes

Speaker Notes can be added to allow you to create notes for each slide. To
add speaker notes:

• Select the slide

20
 • Click View
• Click Note Pages
• Click the Click to add Notes section of the screen
• Type in the Notes for that slide

5.10 Printing a Presentation

There are many options for printing a presentation. They are:

• Slides: These are slides that you would see if you were showing the
presentation, one slide per page
• Handouts: 1, 2, 3, 4, 6 or 9 per page, this option allows for more
slides per page
• Notes Page: This includes the slides and the speaker notes
• Outline View: This will print the outline of the presentation

To access the print options:

• Click the Microsoft Office Button

• Click Print
• In the Print Dialog Box, click the arrow next to Print what

20
 • Choose the format and click OK to print

To print preview:

• Click the Microsoft Office Button

• Place the cursor over Print
• Click Print Preview
• Click the arrow next to Print What to change print options
• To print from Print Preview, click Print

To Exit Print Preview:

20
 • Click the Close Print Preview button

Package a Presentation
There are times when you want to package a presentation with all of the
additional files attached as well. To package a presentation for CD:

• Click the Microsoft Office Button

• Click Publish
• Click Package for CD
• Type a name for the CD
• Click Copy to CD or Copy to Folder

5.11 Design Tips

• Slides should be of a consistent design throughout the presentation

• Use graphics and pictures when possible
• Remove unnecessary information and graphics
• Use contrasting background and text colors

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 • Keep the number of fonts used in the presentation to 3
• Keep the fonts consistent throughout the presentation

Presentation Tips

• Identify the critical information for your presentation

• Use no more than 6 bullets per page
• Bullets should be short ideas, not complete sentences (these should be
your talking points)
• To start the Slide Show, Click Slide Show on the Presentation Views
group on the View tab
• Use the arrow keys to move forward or backward in a presentation
• Press the Escape (Esc) key to end the slide show
• A pen tool is available for drawing on the screen with the mouse. Press
CTRL+P or click the right mouse button at any time and a popup
window will appear. Choose Pen and the pointer will change to a pen
that allows you to draw freehand on the screen using the mouse. Press
the E key to erase all pen strokes. Press CTRL+A to disable the pen
feature and revert the pen back to a pointer arrow.
• If you would like to use the pen to draw on a blank screen during a
presentation, press the B or W keys, or select Screen/Black Screen
from the popup menu and the screen will turn black. Press B or W
again or choose Next from the popup menu to return to the
presentation when you are finished drawing.
• To hide the pointer and button from the screen press the A key.
• Be sure to preview the slide show using a projector if one will be used
during the presentation. Words or graphics that are close to the edge
of the screen may be cut off by the projector.

Spell Check
To check the spelling throughout a presentation:

20
• Click the Spelling button in the Proofing group on the Review tab

The End

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