The fundamentals

How to create a new word document

1. Click the File tab and then click New.
2. Click Create.

How to open a document

1. Click File then Open.

How to save a document

1. Click the Save button on the Quick Access Toolbar.
2. Give the presentation a name and save it into a memorable location.

Printing documents
1. Select the number of copies you would like to print by adjusting the
number to the right of the print button.
2. Select the printer that you would like to print to from the drop down
menu.
3. By clicking the Print All Pages button dropdown arrow, you can select
to print the entire document, a section that you have selected, the
current page, or a custom page range.
4. Another option to print a page range is by typing in the page range in
the box to the right of where it says Pages:.
5. The Print One Sided button dropdown menu will give you the option
to print on both sides, if your printer has this capability.
6. Selecting the Collated button will give you the opportunity to select
between collated printing and uncollated printing.
7. The Orientation button allows you to select between landscape and
portrait orientated printing.
8. If you are going to print on different sized paper, the page size button
(often seen as Letter (8 ½” x 11”)) is where you can select the particular size.

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 9. You can adjust margins by clicking the margins button.
10. You can also select the number of pages you would like to print on one sheet of printer paper by
clicking the 1 page per sheet button.

All about the Home Tab

The Font Menu

How to change fonts

1. From the Home tab, in the Font menu area, you can find a dropdown menu that allows you to
select different fonts. In the above screenshot, it is the area that says Calibri (Body).
2. The number to the right of the font name indicates the size of the font that you are typing in. If
you have selected a block of text and you find blanks in these sections it indicates that there are
multiple fonts and/or sizes being used in the selected text.

How to format text bold, italics, underline, strike-through,

subscript, or superscript.
1. From the Home Tab, find the Font toolbox.
2. From the Font menu , you can change selected text
to bold, italics, underline, strike-through, subscript, or superscript.
3. The dropdown arrow next to the underline (U) icon gives you the ability to
select from several types of underlining lines. You can even change the
color of the line if so desired.

How to change selected text with Text Effects

1. From the Home Tab, find the Font toolbox.

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 2. You can apply visual effects such as outline, shadow, reflection, and glow by clicking the
icon. This will bring up the Text Effects menu and several styles to consider.
3. Click the style you desire from the available choices.

4. It is also possible to modify the outline, shadow, reflection, and glow settings by selecting those
items.

How to highlight text

1. From the Home Tab, find the Font toolbox.
2. Select the text that you would like to highlight and then click the icon.
3. If you would like a different highlighter color, select the drop down menu to the right of the icon
and select the color of your choice.

How to change the font color

1. From the Home Tab, find the Font toolbox.
2. Select the text that you would like to change the color of and then click the icon.
3. If you would like a different font color, select the drop down menu to the right of the icon and
select the color of your choice.

How to change the case of text

1. From the Home Tab, find the Font toolbox.
2. Select the text that you would like to change the case of and then click the icon.
3. From the dropdown menu choose the style that you would like the case of the text to be.

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How to add bullets
1. From the Home Tab, find the Paragraph toolbox.
2. Select the text that you would like to have bulleted.
3. Click the bullets icon in the Paragraph group.

4. If you would like to select a different style of bullet, click the dropdown arrow to the right of the
icon and select the bullet of your choice.
5. The next time you hit the Enter key, a new bullet will display.

How to add numbered items

1. From the Home Tab, find the Paragraph toolbox.
2. Select the text that you would like to be numbered.
3. Click the numbering icon in the Paragraph group.

4. If you would like to select a different style of numbering, click the dropdown arrow to the right
of the icon and select the numbering style of your choice.
5. The next time you press the Enter key, a new numbered item will display.

How to create a Multilevel-List

1. From the Home Tab, find the Paragraph toolbox.
2. Select the text that you would like to turn into a multilevel list.
3. Click the multilevel-list icon in the Paragraph group.

4. If you would like to select a different style of list, click the dropdown arrow to the right of the
icon and select the style of your choice.
5. The next time you hit the Enter key, a new listed item (bullet or number) will display.

How to align text

1. From the Home Tab, find the Paragraph toolbox.
2. Select the text that you would like to align.

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 3. Select the icon for left, center, right, or plain justify, justification. Your text will have the
justification of your choice.

How to change the line and paragraph spacing

1. From the Home Tab, find the Paragraph toolbox.
2. Select the text that you would like to change the spacing.

3. Select the icon for line and paragraph spacing. The dropdown arrow will allow you to see the
different choices for line and paragraph spacing.

How to increase or decrease the indent of a paragraph

1. From the Home Tab, find the Paragraph toolbox.
2. Select the text that you would like to increase the indentation of.
3. Click either the increase or decrease indent button.

How to sort items in a list with one click

1. From the Home Tab, find the Paragraph toolbox.
2. Select the text that you would like to alphabetize or put in numbered order.
3. Click the Sort icon. Then select how you would like to sort the items.

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 4. Click ok.

How to see paragraph marks and hidden formatting symbols

1. From the Home Tab, find the Paragraph toolbox.
2. Click the Show/Hide paragraph and formatting symbols button.

3. To turn it off, click the button again.

How to change the fill color of objects on the page (not text objects)
1. From the Home Tab, find the Paragraph toolbox.
2. Click the shape that you would like to change the fill color of.

3. Click the paint bucket button and then select the color of your choice.

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How to fill in the borders of tables
1. From the Home Tab, find the Paragraph toolbox.
2. Select the cell of a table that you would like to add a border to.

3. Click the border line that you would like the cell(s) of your table to have filled in.

How to turn on/off widow and orphan control

Widows and orphans are the words or short lines that are at the beginning or end of a paragraph which
are left at the top or bottom of a column of text. Turning on Widow/Orphan control will keep a line from
being marooned on page 1 with the rest of the paragraph’s lines on page 2. If you have a strict page
count requirement for a document and seem to have a lot more to write than you have room for you
may consider turning these off.

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 1. From the Home Tab, find the Paragraph toolbox.
2. Click the expander icon in the lower right corner of the Paragraph section.

3. Click the tab titled Line and Page Breaks.

4. In the Pagination section click the checkbox to the left of Widow/Orphan control.
5. The other options available are a bit more straight forward.
a. Keep with next will keep the paragraph on the same page as the next paragraph.
b. Keep lines together will keep all of the lines of a paragraph on the same page (unless,
that is, it is longer than a single page.).
c. Page break before will make sure that the paragraph will start on a new page.

How to change the style of text

Changing the style of text can make your document look amazing as well as prepare your document for
a table of contents page. (See the section on how to create a table of contents for more on this) You
have several choices to choose from.

1. From the Home Tab, find the Styles toolbox.

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 2. Select the text that you would like to change the style of.
3. Click the style that you would like to change the text to.
4. To see all options, click the arrow in the lower right corner of the Styles section.

5. You can also change Styles of text, paragraphs, default styles, etc by selecting the dropdown
menu of the Change Styles icon.

The Editing Toolbox

The editing toolbox allows access to the Find tool. This tool allows you to locate certain words in your
document. You can also access the Replace tool which allows you to replace words of your choice.

How to use the Find button

a. From the Home Tab locate the editing toolbox at the far right of the ribbon.
b. Click the Find button and you will see a Navigation pane open up on the screen. This give you
the opportunity to search the document for a particular word or phrase.
c. To close the navigation pane, click the X in its upper right corner.

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How to use the Replace button
a. From the Home Tab locate the editing toolbox at the far right of the ribbon.
b. Click the Replace button in the Editing toolbox. The Find and Replace dialog box will
display.
c. Type in the word to find and then type in the word you would like to replace it with.
d. Click Replace or Replace all.

How to use the Select button.

a. From the Home Tab locate the editing toolbox at the far right of the ribbon.
b. The Select button gives you the option to select items in your document.
c. Click the button to access the available options for selection.

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All about the Insert Tab

How to add a Cover Page

1. From the Insert Tab, in the Pages toolbox, click the
Cover Page button.
2. Select the cover page of your choice.
3. Add in important information by editing the text that
displays on the cover page.
4. There are several built in cover pages, but you can
select the More Cover Pages from Office.com to see
even more options.

How to add a blank page

1. From the Insert Tab, add a blank page by clicking the
Blank Page button in the Pages toolbox.

How to add a page break

1. From the Insert Tab, add a page break by placing your
cursor in the location that you would like to have a
page break.

How to add tables

1. From the Insert Tab, click the Table icon in the Tables
toolbox.
2. Click and drag over the small boxes to determine the number of columns and rows for your
table. Optionally, you can click the Insert Table
menu item to type in the number of columns and
rows. You can also click the Draw Table button to
use a pencil tool to draw cells of a table.
3. You can also add a previously created Excel
spreadsheet by clicking Excel Spreadsheet.
4. Add preconfigured tables by selecting the Quick
Tables menu
How to add pictures
1. From the Insert Tab, click the Picture button in the Illustrations toolbox.
2. Once the navigation window opens, find the picture that you would like to add, then click insert.

What can be found on the Picture Tools Format Tab

Once you have added a picture to your document while the picture is still selected you will see a new
tab display on the ribbon. These are the Picture Tools. From the Adjust toolbox you can Remove picture
backgrounds, modify colors, add artistic effects, and change pictures.

The Picture Styles toolbox gives you the oportunity to format your pictures using excellent picture
presets. Click the dropdown arrow to view all of the available presets. From the Picture Styles toolbox
you can also add picture borders, effects, and modify picture layouts.

The Arrange toolbox allows you to change positions of pictures and modify how text flows around
pictures. You can also arrange, align, and rotate pictures from this toolbox.

The Size toolbox allows you to change the height and width of pictures as well as gives you access to the
cropping tool.

How to add Clip Art

1. From the Insert tab, click the Clip Art button in the Illustrations toolbox.
2. A Clip Art pane will display on the screen. From the search bar type in the clip art you are
looking for and click Go. You can adjust the media type by clicking the dropdown menu of the
Results should be: section.

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 3. If you would like to continue your search at Office.com, select that choice at the bottom of the
Clip Art pane.

How to add shapes to your document

1. From the Insert tab, click the Shapes button in the Illustrations toolbox.
2. Select the shape you desire from the options available.

How to add SmartArt graphics

Smart Art graphics are visual representations of information that you can create easily. There are many
layouts to consider. To use Smart Art graphics effectively, be sure to select the option which will convey
the information that you are presenting in your document. Most shapes in Smart Art graphics are text
boxes that you can edit.

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 1. From the Insert tab, in the illustrations toolbox, select Smart Art.
2. When the menu displays, select the type of graphic which conveys the information you would
like to share with your audience.
3. Click the Ok button to insert your Smart Art graphic.
4. Click and edit the graphic as desired.

How to add a chart

1. From the Insert tab, in the illustrations toolbox, select Chart.
2. From the menu which displays, select the chart design you would like to use and then click Ok.

3. An Excel file will display. Modify the Excel sheet to include the data that you would like to have
on your chart.

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 4. In Excel, your data should be arranged in rows and columns. Be sure to have row labels to the
left and column labels at the top, above the data.
5. You can also copy and paste a chart from Excel into Word.

How to use the Screenshot tool

1. From the Insert tab, in the illustrations toolbox, select Screenshot.

2. A menu of all the available Windows currently open on your computer will display. Select the
window that you would like a screen shot of.
3. You can also use the Screen Clipping tool which allows you to take a screenshot of a smaller
section of a window.

How to add a Hyperlink

1. Select the text or object that you would like to create a hyperlink out of.
2. From the Insert tab, in the links toolbox, select Hyperlink.

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 3. The selected text will display in the Text to display box. If you have an object selected (shape,
picture, etc) it will display <<Selection in Document>>.
4. To add a hyperlink which will take you to an outside source, in the address bar, add the external
hyperlink (copied and pasted from a web page, etc).
5. To add a hyperlink which will take you to another part of your document click the button on the
left which says Place in this Document. You should be given a list of potential places in your
document to link to.
6. You can also create a new document to connect to by clicking the Create New Document button
on the left. Edit the new document to include what ever information you would like to connect
to. This is an external link, but only external to the document which you are already creating and
not on the network or internet.
7. You can also add an email address by clicking on the Email Address button on the left and then
including the email address on the address bar.

How to add Bookmarks

Bookmarks allow you to quickly navigate to predetermined places in your document.

1. Select the text that you would like to turn into a bookmark.
2. From the Insert tab, in the Links toolbox, select Bookmark.

3. Type in the name of the new bookmark then click Add. Add as many bookmarks as you would
like.
4. To navigate to a bookmarked item, click the bookmark button, and then select the bookmark
title of your choice and then click the Go To button.

How to add a Cross-Reference

Cross-Reference allows you to create a link in your document which will take you to another section. It
creates link to this other section which is clickable (ctrl – click). These links will update automatically as
changes are made to the document.

1. Place your cursor at the location that you would like to insert a Cross-referenced link.
2. From the Insert Tab, in the Links toolbox, click Cross-reference.
3. Select your desired reference type from the drop down menu.
4. Select the Insert Reference to: item that you would like the reference to point to.
5. In the For which heading section, select the location in the document that you are referencing.
6. Select insert.

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How to add a Header
1. From the Insert Tab, in the Header & Footer toolbox, click Header.
2. From the menu that displays, select the header of your choice.
3. Once the header displays, you may click to edit its parts.
4. In order to get out of the header area double click the main body of the document.
5. If you would like to return to the header area you can double click in the header area of the
document.

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How to add a Footer
1. From the Insert Tab, in the Header & Footer toolbox, click Footer.
2. From the menu that displays, select the footer of your choice.
3. Once the footer displays, you may click to edit its parts.
4. In order to get out of the footer area double click the main body of the document.
5. If you would like to return to the footer area you can double click in the footer area of the
document.

How to add Page Numbers

1. From the Insert Tab, in the Header & Footer toolbox, click Page Number.
2. From the dropdown menu, select the location where you would like to place your page
numbers.

How to insert a Text Box

1. From the Insert Tab, in the Text toolbox, click Text Box.
2. In the resulting Built-in menu, select the textbox style of your choice.

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How to add Quick Parts
Quick parts are reusable pieces of content which can be stored and added to
documents as needed.

Quick Parts – Auto Text

1. From the Insert Tab, in the Text toolbox, click Quick Parts.
2. To add Auto Text, in the dropdown menu, click Auto Text.

3. Select the item that you would like to add.

Quick Parts – Document Property

1. From the Insert Tab, in the Text toolbox, click Quick Parts.
2. Click Document Property to choose from a list of properties that you would like to
add to your document.
3. Fill in the document property box to create properties that will travel with your
document.

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Quick Parts – Field

1. From the Insert Tab, in the Text toolbox, click Quick Parts.
2. Use field codes to insert fields that will provide auto-updated information such as the time, title,
page numbers, etc.

Quick Parts – Building Blocks Organizer

1. From the Insert Tab, in the Text toolbox, click Quick Parts.
2. Click on Building Blocks Organizer to preview the building blocks that are available. You can also
edit properties, delete, and insert building blocks into your document.

How to save a selection to the Quick Part Gallery

1. From the Insert Tab, in the Text toolbox, click Quick Parts.
2. Select the text that you would like to save as a quick part.
3. From the Insert Tab, in the Text toolbox, click Quick Parts.
4. Select Save Selection to Quick Part Gallery.

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 5. You can now reuse this Quick Part by choosing the selection from the gallery.

How to add Word Art

1. From the Insert Tab, in the Text toolbox, click Word Art.
2. Select the format of your choice from the available options.

3. In the text box that displays, add the text that you would like to be in the WordArt format that
you selected.

How to add Drop Cap Text

1. Select a paragraph from your document.
2. From the Insert Tab, in the Text toolbox, click Drop Cap.

3. Select the DropCap option of your choice from the menu.

How to add a Signature Line

1. Place your cursor in the location that you would like a signature line to be added.
2. From the Insert Tab, in the Text toolbox, click Signature Line.

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 3. Select the signature line of your choice.

How to add Date & Time

1. Place your cursor in the location that you would like the Date & Time to be added.
2. From the Insert Tab, in the Text toolbox, click Date & Time.

3. Choose from the list of available formats and then click OK.

How to add Equations

The Microsoft Equation Editor allows you to create formatted equations for your document.

1. Place your cursor in the location that you would like the equation to be added.
2. From the Insert Tab, in the Symbols toolbox, click Equation.
3. Select from one of the premade equations to add them to your document. To edit the equation,
click on the symbol or number that you would like to change and edit as you would text.
4. If you would like to use a self created equation, after selecting Equation, scroll down to Insert
New Equation. A new tab named Equation tools will display. Use the available tools to create
and edit your equation.

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How to add a Symbol
1. Place your cursor in the location that you would like the symbol to be added.
2. From the Insert Tab, in the Symbols toolbox, click Symbol.

3. Select the symbol of your choice from the available options.

4. If you don’t find the symbol at first, click the More Symbols option and select from the choices
made available.

All about the Page Layout Tab

How to use a Theme
The Themes toolbox consists of colors, fonts, and effects. You can select themes to create matching
documents as all of Microsoft Office software uses the same available themes. They will affect the look
of charts, tables, and more.

1. From the Page Layout Tab, in the Themes toolbox, select the theme of your choice by selecting
the Theme dropdown menu and selecting the theme.
2. You can also select colors to use in your theme, but selecting the colors
button.
3. Fonts can be selected here as well from the fonts button.
4. You can also select effects for shapes by clicking the Effects button.

How to adjust the margins of your document

1. From the Page Layout Tab, in the Page Setup toolbox, select Margins.
2. From the dropdown menu that displays, select the margins you would
like to use.

How to change the orientation of your document.

1. From the Page Layout Tab, in the Page Setup toolbox, select
Orientation.
2. Choose from either Portrait or Landscape.

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How to change the size of the document being created
1. From the Page Layout Tab, in the Page Setup toolbox, select Size.
2. Select from the list of available page sizes.

How to add columns to your document.

1. Select the text that you would like to put into columns.
2. From the Page Layout Tab, in the Page Setup toolbox, select Columns.
3. Select the number of columns you would like to have.

How to add Page Breaks and Section Breaks

1. Place your cursor where you would like to put a break in your document.
2. From the Page Layout Tab, in the Page Setup toolbox, select Breaks.
3. From the available breaks, select the one that you would like to use.

How to add Line Number

1. From the Page Layout Tab, in the Page Setup toolbox, select
Line Numbers.
2. From the available options, click the style of line numbering
you want.

How to adjust Hyphenation settings

1. From the Page Layout Tab, in the Page Setup toolbox, select

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 Hyphenation.
2. From the available options, click the style of hyphenation you want.

How to add Watermarks, Adjust Page Color, and add Page Borders
1. From the Page Layout Tab, in the Page Background toolbox, select the tool of your choice.

How to set the default indentation and line spacing of your document
1. From the Page Layout Tab, in the Paragraph toolbox, select and modify the measurements for
indentation and line spacing.

Tools available for Arranging your document

1. Select the object that you would like to adjust the arrangement of.
2. From the Page Layout Tab, in the Arrange toolbox, select the tool of your choice.

3. Modify the position, how text wraps around pictures and other objects, send the object forward
or backward, the object’s alignment. You can also group objects together by selecting multiple
objects and then selecting the Group button. Rotate objects by selecting the rotate tool.

All about the References Tab

How to create an Automatic Table of Contents

If you have used the different styles available on different headings in your document; creating a table
of contents is brilliantly easy. If you revisit the Home tab and look at the different headings available and
look at the dropdown menu that displays when you click on the Table of Contents button on the
References tab, you will notice certain similarities.

Firstly, many of the automatic tables that are available as built-in options, will display. Many times, you
will see that each subsequent heading is tabbed in. If you have used these headings, when you click on
the table of contents button, you will find that your TOC is automatically created. This document has
one of those automatic table of contents. I used Automatic table 1.

How to insert footnotes

1. Place the cursor where you would like to insert a footnote.

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 2. From the References Tab, in the Footnotes toolbox, click the Insert Footnote button.

3. You will be taken to where the footnote is to be written. Add the necessary footnote.

How to create an Automatic Bibliography/Work Cited

Bibliographies are usually saved for the end of a document. In Word 2010 you can create a bibliography
based on the source information that you have provided for the document.

Saving source information is easy in Word 2010. When you have added all of your sources you can
choose the bibliography style that you wish to use.

How to pick the bibliography style

1. From the References Tab, in the Citations and Bibliography toolbox, click the Style button.
2. Select the style of bibliography that you want to use by clicking on the dropdown menu and
then selecting the style name.
3. The available styles are:

How to add in text citations

1. Place the cursor in the location that you would like to place a citation.
2. From the References Tab, in the Citations and Bibliography toolbox, click the Insert Citation
button and then click Add New Source…

3. Enter as much of the source information you have available in the window that displays.

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 4. Click ok. The citation should be shown in the correct format and the source should be added to
the current list in the Source Manager.

How to Manage your Sources

1. From the References Tab, in the Citations and Bibliography toolbox, click the Manage Sources
button.
2. From sources available, click the sources you are interested in and then select Copy to get them
to be added to the Current List. You will be able to preview these sources.
3. Click closed when finished.

How to generate the Automatic Bibliography

1. Place the cursor where you would like your bibliography to
be.
2. From the References Tab, in the Citations and Bibliography
toolbox, click the Bibliography button.
3. Select a Bibliography or Work Cited.
4. Your reference page should now be available.

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How to Insert Captions
1. Select the drawing, picture, or diagram that you would like to caption.
2. From the References Tab, in the Captions toolbox, click the Insert Caption button.
3. Edit the Caption as you wish.
4. Click Ok.

How to Insert a Table of Figures

1. Place the cursor in the location you would like the Table of Figures to be.
2. From the References Tab, in the Captions toolbox, click the Insert Tables of Figures button.

3. Edit as needed
4. Click Ok.

How to create an Index

1. Select the text that you would like to reference in your index.
2. From the References Tab, in the Index toolbox, click the Mark Entry button.

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 3. When the Mark Index Entry window displays enter in what you would like the Main entry of the
index to display and then any subentry text necessary.
4. Add cross referencing as needed.
5. Click the Mark button when finished.
6. Place the cursor in the location you would like your index to be.
7. Click the Insert Index button.

8. Check to see if the Print Preview panel displays to your liking. Edit as needed.
9. Click Ok. Your index should generate.

All about the Mailings Tab

How to perform a mail merge using Word 2010 and an Excel file
1. Create a new document in Word 2010.
2. Save it with the name and location of your choice.
3. Click the Mailings tab.

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4. Click Start Mail Merge. Select the type of mail merge you would like to perform. For this tutorial
I will select Step by Step Mail Merge Wizard. You should see the Mail Merge Wizard display on
the right side of the screen.
5. After selecting the document type, click the Next: Starting document link at the bottom of the
Mail Merge Wizard. For this tutorial will select Letter.

6. Select how you would like to set up your letter. Select the Next: Select recipients link.

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7. Select use an existing list. Then select Browse and then navigate to the Excel file you are using as
data for your mail merge. After selecting the file, click Open.

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8. By default, every record in the file will be checked. If you would like to not include someone
from the Excel file, uncheck the box next to the appropriate name. Click OK.

9. Click Next: Write your letter.

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10. If you haven’t done so, write your letter at this time. To add recipient information to your letter,
click More Items.

11. Navigate to the location in your document that you would like to add information. Select the
item that you would like to insert and then click Insert. You may wish to insert more than one
item, select the item desired and then click insert. Do this for wherever you would like to insert
information.

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12. You can preview your letters by clicking the << and >> buttons. Once you deem everything looks
as intended, select Next: Complete the merge.

13. If you find that all of the documents are as intended you may simply click Print. If you would like
to view and edit any of the individual letter click Edit individual letters. When finished, you may
print all letters by going to File<Print.

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All about the Review Tab

How to use the Spelling and Grammar checker

1. From the Review Tab, in the Proofing toolbox, click the Spelling & Grammar button.

2. The spelling and grammar checker will begin at the start and continue through till the end of the
document.
3. If you would like to check only a small portion of the document, select the section of text that
you are interested in and then click the Spelling & Grammar button.

How to perform web research from within Word

1. From the Review Tab, in the Proofing toolbox, click the Research button.
1. A research pane will display. You can search from the search bar.
2. The results of the search, when clicked on, will open in your browser.

How to use the Thesaurus

1. Select the word you would like to replace using the Thesauraus.
2. From the Review Tab, in the Proofing toolbox, click the Thesaurus button.
3. A thesaurus pane should display showing all of the available choices for word replacement.

How to use the Word Count

1. From the Review Tab, in the Proofing toolbox, click the Word Count button.
2. A window will display your documents statistics. Click the Close button when finished.

How to add Comments to your document

1. Place the cursor in the location that you would like to add a comment.

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 2. From the Review Tab, in the Comments toolbox, click the New Comment button.

3. A comment box will display. Add your comment.

How to add Ink Comments to your document

1. Place the cursor in the location that you would like to add a comment.
2. From the Review Tab, in the Comments toolbox, click the Ink Comment button.
3. Write your comment using your mouse or a stylus (touch screen).

How to Track Changes

Track Changes allows you to keep track of changes made to a document. This can be very helpful when
more than one person is allowed to edit a document.

1. From the Review Tab, in the Tracking toolbox, click the Track Changes button.

2. The button should highlight, when track changes is engaged.

3. Edit the text as needed. You will notice that the text will show a different color and words you
delete will display as stricken through.
4. If the changes are acceptable to you click the Accept button in the Changes toolbox. If they are
not, click the Reject button in the Changes toolbox.
5. To compare changes made to the document, click the Compare button in the Compare toolbox.

How to Restrict Editing of a document

1. From the Review Tab, in the Protect toolbox, click the Restrict Editing button.
2. In the Restrict Formatting and Editing pane that displays, modify the settings as needed.

3. Once your settings are all configured, select the Yes, Start Enforcing Protection in number three
of the pane.

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All about the View Tab

The view tab gives you all of the tools necessary to change how you view the document. You can choose
from several different document views, turn on/off rulers, gridlines, and navigation panes, zoom in and
out of a document, and select to view multiple documents on the same screen by clicking buttons on
the Window toolbox.

The View toolbox is where you will find access to Macros. Macros are beyond the scope of this handout,
but if you are interested in them I suggest you visit http://goo.gl/VS74D to learn more.

Page 37
 MS-EXCEL
LECTURE
NOTES

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PREAMBLE

Microsoft Excel is an electronic spreadsheet. You can use it to organize your data
into rows and columns. You can also use it to perform mathematical calculations
quickly. This course teaches Microsoft Excel basics as a prelude to the use of
Statistical Analysis System (SAS) software in carrying out more complex statistical
analysis. Although knowledge of how to navigate in a Windows environment is
helpful, this manual is created for the computer novice.

At the end of the course, participants are expected to know how to use Microsoft
Excel to:

 Enter text and numbers in a spreadsheet

 Enter Excel formulas
 Format data
 Create Excel functions
 Fill cells automatically
 Print results
 Create Charts, and
 Enter advanced Excel formulas

Accordingly, the course is divided into the following five (5) sections.

Section 1: Entering Text and Numbers

Section 2: Entering Excel Formulas and Formatting Data
Section 3: Creating Excel Functions, Filling Cells, and Printing
Section 4: Creating Charts
Section 5: More on Entering Excel Formulas

Section 1: Entering Text and Numbers

1.1 The Microsoft Excel Window

This Section will introduce you to the Excel window. To begin this Section, start
Microsoft Excel 2007 as follows:

1. Click on Microsoft Start Button

2. Point the mouse on All Programs
3. Click on Microsoft Office
4. Click on Microsoft Excel 2007

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The Microsoft Excel window appears and your screen looks similar to the one shown
here.

1.2 The Microsoft Office Button

In the upper-left corner of the Excel 2007 window is the Microsoft Office button.
When you click the button, a menu appears. You can use the menu to create a new
file, open an existing file, save a file, print and perform many other tasks.
1.3 The Quick Access Toolbar

Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access
toolbar gives you quick access to commands you frequently use.
1.4 The Title Bar

Next to the Quick Access toolbar is the Title bar. On the Title bar, Microsoft Excel
displays the name of the workbook you are currently using. At the top of the Excel
window, you should see "Book 1 - Microsoft Excel" or a similar name.
1.5 The Ribbon
In Microsoft Excel 2007, you use the Ribbon to issue commands. The Ribbon is
located near the top of the Excel window, below the Quick Access toolbar.

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1.6 Worksheets

Microsoft Excel consists of worksheets. Each worksheet contains columns and rows.
The columns are lettered A to Z and then continuing with AA, AB, AC and so on; the
rows are numbered 1 to 1,048,576.
The combination of a column coordinate and a row coordinate make up a cell
address. For example, the cell located in the upper-left corner of the worksheet is
cell A1, meaning column A, row 1. Cell E10 is located under column E on row 10.
You enter your data into the cells on the worksheet.
1.7 The Formula Bar

If the Formula bar is turned on, the cell address of the cell you are in displays in the
Name box which is located on the left side of the Formula bar. Cell entries display
on the right side of the Formula bar.

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1.8 The Status Bar

The Status bar appears at the very bottom of the Excel window and provides such
information as the sum, average, minimum, and maximum value of selected
numbers.
1.9 Move Around a Worksheet
By using the arrow keys, you can move around your worksheet. You can use the
down arrow key to move downward one cell at a time. You can use the up arrow
key to move upward one cell at a time. You can use the Tab key to move across the
page to the right, one cell at a time. You can hold down the Shift key and then press
the Tab key to move to the left, one cell at a time. You can use the right and left
arrow keys to move right or left one cell at a time. The Page Up and Page Down keys
move up and down one page at a time. If you hold down the Ctrl key and then press
the Home key, you move to the beginning of the worksheet.
1.10 EXERCISE 1
Move around the Worksheet using the Down and Up Arrow Keys, the Right and Left
Arrow Keys, the Tab Key, the Page Up and Page Down Keys and the (Ctrl) Home Key.
1.11 Go To Cells Quickly
The following are shortcuts for moving quickly from one cell in a worksheet to a cell
in a different part of the worksheet.
1.12 EXERCISE 2
Go to -- F5
1. Press F5. The Go To dialog box opens.

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 2. Type J3 in the Reference field.
3. Press Enter. Excel moves to cell J3.
Go to -- Ctrl+G
1. Hold down the Ctrl key while you press "g" (Ctrl+g). The Go To dialog box
opens.
2. Type C4 in the Reference field.
3. Press Enter. Excel moves to cell C4.
Go To -- The Name Box
You can also use the Name box to go to a specific cell. Just type the cell you want to
go to in the Name box and then press Enter.

1. Type B10 in the Name box.

2. Press Enter. Excel moves to cell B10.

1.13 Select Cells

If you wish to perform a function on a group of cells, you must first select those cells
by highlighting them. The exercises that follow teach you how to select.

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1.14 EXERCISE 3
Select Cells – F8
To select cells A1 to E7:
1. Go to cell A1.
2. Press the F8 key. This anchors the cursor.
3. Note that "Extend Selection" appears on the Status bar in the lower-left
corner of the window. You are in the Extend mode.
4. Click in cell E7. Excel highlights cells A1 to E7.
5. Press Esc and click anywhere on the worksheet to clear the highlighting.
Alternative Method: Select Cells by Dragging

1. Go to cell A1.
2. Press the left mouse button.
3. While holding down the left mouse button, use the mouse to move from cell
A1 to C5.
4. Release the left mouse button.
5. Hold down the Ctrl key until step 9.
6. Using the mouse, place the cursor in cell D7.
7. Press the left mouse button.
8. While holding down the left mouse button, move to cell F10. Release the left
mouse button.
9. Release the Ctrl key. Cells A1 to C5 and cells D7 to F10 are selected.
10.Press Esc and click anywhere on the worksheet to remove the highlighting.
1.15 Enter Data
In this section, you will learn how to enter data into your worksheet. First, place the
cursor in the cell in which you want to start entering data. Type some data, and
then press Enter. If you need to delete, press the Backspace key to delete one
character at a time.

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1.16 EXERCISE 4
Enter Data

1. Place the cursor in cell A1.

2. Type John Jordan. Do not press Enter at this time.
1.17 Edit a Cell – F2
After you enter data into a cell, you can edit the data by pressing F2 while you are in
the cell you wish to edit.
1.18 EXERCISE 5
Change "John" to "Jones."
1. Move to cell A1.
2. Press F2.
3. Use the Arrow and Backspace keys to change John to Jones
4. Press Enter.

Alternate Method: Editing a Cell by Using the Formula Bar

You can also edit the cell by using the Formula bar. You change "Jones" to "Joker" in
the following exercise.

1. Move the cursor to cell A1.

2. Click in the formula or entries area of the Formula bar, and change Jones to
Joker.
3. Press Enter.

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Alternate Method: Edit a Cell by Double-Clicking in the Cell
You can change "Joker" to "Johnson" as follows:

1. Move to cell A1.

2. Double-click in cell A1.
3. Use the Arrow and Backspace keys to change Joker to Johnson.
4. Press Enter.
Change a Cell Entry
Typing in a cell replaces the old cell entry with the new information you type.
1. Move the cursor to cell A1.
2. Type Cathy.
3. Press Enter. The name "Cathy" replaces "Johnson Jordan"

1.19 Wrap Text

When you type text that is too long to fit in the cell, the text overlaps the next cell.
If you do not want it to overlap the next cell, you can wrap the text.
1.20 EXERCISE 6

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 1. Move to cell A2.
2. Type Text too long to fit.
3. Press Enter.

4. Return to cell A2.

5. Choose the Home tab.

6. Click the Wrap Text button . Excel wraps the text in the cell.
1.21 Delete a Cell Entry
To delete an entry in a cell or a group of cells, you place the cursor in the cell or
select the group of cells and press Delete.
1.22 EXERCISE 7
Delete a Cell Entry
1. Select cells A1 to A2.
2. Press the Delete key.
1.23 Save a File
This is the end of Section 1. To save your file:
1. Click the Office button. A menu appears.
2. Click Save. The Save As dialog box appears.
3. Go to the directory in which you want to save your file.
4. Type Section1 in the File Name field.
5. Click Save. Excel saves your file.
1.24 Close Excel
Close Microsoft Excel.
1. Click the Office button. A menu appears.
2. Click Close. Excel closes.

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Section 2: Entering Excel Formulas and Formatting Data
Section 1 familiarized you with the Excel 2007 window, taught you how to move
around the window, and how to enter data. A major strength of Excel is that you
can perform mathematical calculations and format your data. In this Section, you
will learn how to perform basic mathematical calculations and how to format text
and numerical data. To start this Section, open Excel.
2.1 Perform Mathematical Calculations
In Microsoft Excel, you can enter numbers and mathematical formulas into cells.
Whether you enter a number or a formula, you can reference the cell when you
perform mathematical calculations such as addition, subtraction, multiplication, or
division. When entering a mathematical formula, precede the formula with an equal
(=) sign. Use the following to indicate the type of calculation you wish to perform:
+ Addition
– Subtraction
* Multiplication
/ Division
^ Exponential
In the following exercises, you practice some of the methods you can use to
perform mathematical calculations.
2.2 EXERCISE 1
2.2.1 Addition, Subtraction, Multiplication and Division of Numbers

1. Type: Add, Subtract, Multiply, and Divide in cells A1, B1, C1, and D1
respectively
2. Type: 12, 25, 11 and 75 in cells A2, B2, C2 and D2 respectively
3. Type: 8, 13, 6 and 5 in cells A3, B3, C3 and D3 respectively
4. Type: = A2 + A3 in cell A5 and press Enter
5. Type: = B2 + B3 in cell A5 and press Enter
6. Type: = C2 + C3 in cell A5 and press Enter
7. Type: = D2 + D3 in cell A5 and press Enter

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When creating formulas, you can reference cells and include numbers. All of the
following formulas are valid:
(a) =A2/B2; (b) =A2+12-B3; (c) =A2*B2+12; (d) =24+53/B2

2.2.2 Perform Advanced Mathematical Calculations

When you perform mathematical calculations in Excel, be careful of precedence.
Calculations are performed from left to right, with multiplication and division
performed before addition and subtraction.
2.3 EXERCISE 2
Advanced Calculations
1. Move to cell A7.
2. Type =3+3+12/2*4.
3. Press Enter.
Note: Microsoft Excel divides 12 by 2, multiplies the answer by 4, adds 3, and then
adds another 3. The answer, 30, displays in cell A7.

To change the order of calculation, use parentheses. Microsoft Excel calculates the
information in parentheses first.
1. Double-click in cell A7.
2. Edit the cell to read =(3+3+12)/2*4.
3. Press Enter.
Note: Microsoft Excel adds 3 plus 3 plus 12, divides the answer by 2, and then
multiplies the result by 4. The answer, 36, displays in cell A7.

2.4 AutoSum

You can use the AutoSum button on the Home tab to automatically add a
column or row of numbers. When you press the AutoSum button , Excel selects
the numbers it thinks you want to add. If you then click the check mark on the
Formula bar or press the Enter key, Excel adds the numbers. If Excel's guess as to
which numbers you want to add is wrong, you can select the cells you want.

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2.5 EXERCISE 3
AutoSum
The following illustrates AutoSum:

1. Go to cell F1.
2. Type 3.
3. Press Enter. Excel moves down one cell.
4. Type 3.
5. Press Enter. Excel moves down one cell.
6. Type 3.
7. Press Enter. Excel moves down one cell to cell F4.
8. Choose the Home tab.
9. Click the AutoSum button in the Editing group. Excel selects cells F1
through F3 and enters a formula in cell F4.

10. Press Enter. Excel adds cells F1 through F3 and displays the result in cell F4.

Note that you can click on the arrow next to AutoSum to access other automatic
calculations like average, minimum and maximum values, count numbers, etc.

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2.6 Align Cell Entries
When you type text into a cell, by default your entry aligns with the left side of the
cell. When you type numbers into a cell, by default your entry aligns with the right
side of the cell. You can change the cell alignment. You can center, left-align, or right-
align any cell entry. Look at cells A1 to D1. Note that they are aligned with the left
side of the cell.

2.7 EXERCISE 4
To center cells A1 to D1:

1. Select cells A1 to D1.

2. Choose the Home tab.
3. Click the Center button in the Alignment group. Excel centers each cell's
content.
Note that left and right alignment can be carried out in a similar manner.

2.8 Copy, Cut and Paste

You can copy or cut data from one area of a worksheet to another.

1. Select cells D9 to D12

2. Choose the Home tab.

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 3. Click the Cut button.
4. Move to cell G1.

5. Click the Paste button . Excel moves the contents of cells D9 to D12 to
cells G1 to G4.
2.9 Insert and Delete Columns and Rows
You can insert and delete columns and rows. When you delete a column, you delete
everything in the column from the top of the worksheet to the bottom of the
worksheet. When you delete a row, you delete the entire row from left to right.
Inserting a column or row inserts a completely new column or row.
2.10 EXERCISE 5
Insert and Delete Columns and Rows
To delete columns F and G:

1. Click the column F indicator and drag to column G.

2. Click the down arrow next to Delete in the Cells group. A menu appears.
3. Click Delete Sheet Columns. Excel deletes the columns you selected.
4. Click anywhere on the worksheet to remove your selection.

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To delete rows 7 through 12:

1. Click the row 7 indicator and drag to row 12.

2. Click the down arrow next to Delete in the Cells group. A menu appears.
3. Click Delete Sheet Rows. Excel deletes the rows you selected.
4. Click anywhere on the worksheet to remove your selection.
To insert a column:
1. Click on A to select column A.
2. Click the down arrow next to Insert in the Cells group. A menu appears.
3. Click Insert Sheet Columns. Excel inserts a new column.
4. Click anywhere on the worksheet to remove your selection.
To insert rows:
1. Click on 1 and then drag down to 2 to select rows 1 and 2.
2. Click the down arrow next to Insert in the Cells group. A menu appears.
3. Click Insert Sheet Rows. Excel inserts two new rows.
4. Click anywhere on the worksheet to remove your selection.
2.11 Work with Long Text
Whenever you type text that is too long to fit into a cell, Microsoft Excel attempts to
display all the text. It left-aligns the text regardless of the alignment you have
assigned to it, and it borrows space from the blank cells to the right. However, a
long text entry will never write over cells that already contain entries—instead, the
cells that contain entries cut off the long text. The following exercise illustrates this.
2.12 EXERCISE 6
Work with Long Text

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 1. Move to cell A6.
2. Type Now is the time for all good men to go to the aid of their army.
3. Press Enter. Everything that does not fit into cell A6 spills over into the
adjacent cell.

4. Move to cell B6.

5. Type Test.
6. Press Enter. Excel cuts off the entry in cell A6.

7. Move to cell A6.

8. Look at the Formula bar. The text is still in the cell.
2.13 Change A Column's Width
You can increase column widths. Increasing the column width enables you to see
the long text.
2.14 EXERCISE 7
Change Column Width

1. Make sure you are in any cell under column A.

2. Choose the Home tab.
3. Click the down arrow next to Format in the Cells group.
4. Click Column Width. The Column Width dialog box appears.
5. Type 55 in the Column Width field.
6. Click OK. Column A is set to a width of 55. You should now be able to see all
of the text.

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Change a Column Width by Dragging
You can also change the column width with the cursor.
1. Place the mouse pointer on the line between the B and C column headings.
The mouse pointer should look like the one displayed here , with two
arrows.
2. Move your mouse to the right while holding down the left mouse button. The
width indicator appears on the screen.
3. Release the left mouse button when the width indicator shows approximately
20. Excel increases the column width to 20.
Change a Column Width by AutoFit Column Width
1. Select the column or column you want to change the column width.
2. Choose the Home tab.
3. Click the down arrow next to Format in the Cells group.
4. Click on AutoFit Column Width. You should now be able to see all of the text.
2.15 Format Numbers
You can format the numbers you enter into Microsoft Excel. For example, you can
add commas to separate thousands, specify the number of decimal places, place a
dollar sign in front of a number, or display a number as a percent.
2.16 EXERCISE 8

1. Move to cell B8.

2. Type 1234567.
3. Click the check mark [ √ ] on the Formula bar.

4. Choose the Home tab.

5. Click the down arrow next to the Number Format box. A menu appears.
6. Click Number. Excel adds two decimal places to the number you typed.

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 7. Click the Comma Style button . Excel separates thousands with a comma.
8. Click the Accounting Number Format button . Excel adds a dollar sign to
your number.
9. Click twice on the Increase Decimal button to change the number format
to four decimal places.
10. Click the Decrease Decimal button , if you wish to decrease the number of
decimal places.
Change a decimal to a percent.

1. Move to cell B9.

2. Type 0.35 (note the decimal point).
3. Click the check mark [ √ ] on the formula bar.

4. Choose the Home tab.

5. Click the Percent Style button . Excel turns the decimal to a percent.

This is the end of Section 2. You can save and close your file. See Section 1
(Subsections 1.23 and 1.24) to learn how to save and close a file.

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Section 3: Creating Excel Functions, Filling Cells, and Printing
By using functions, you can quickly and easily make many useful calculations, such
as finding an average, the highest number, the lowest number, and a count of the
number of items in a list. Microsoft Excel has many functions that you can use.
3.1 Using Reference Operators
To use functions, you need to understand reference operators. Reference operators
refer to a cell or a group of cells. There are two types of reference operators: range
and union.
A range reference refers to all the cells between and including the reference. A
range reference consists of two cell addresses separated by a colon. The reference
A1:A3 includes cells A1, A2, and A3. The reference A1:C3 includes cells A1, A2, A3,
B1, B2, B3, C1, C2, and C3.
A union reference includes two or more references. A union reference consists of
two or more numbers, range references, or cell addresses separated by a comma.
The reference A7,B8:B10,C9,10 refers to cells A7, B8 to B10, C9 and the number 10.
3.2 Understanding Functions
Functions are prewritten formulas. Functions differ from regular formulas in that
you supply the value but not the operators, such as +, -, *, or /. For example, you
can use the SUM function to add. When using a function, remember the following:
1. Use an equal sign to begin a formula.
2. Specify the function name.
3. Enclose arguments within parentheses. Arguments are values on which you
want to perform the calculation. For example, arguments specify the
numbers or cells you want to add.
4. Use a comma to separate arguments.
Here is an example of a function:
=SUM(2,13,A1,B2:C7)
In this function, known as the SUM function:
1. The equal sign begins the function.
2. SUM is the name of the function.
3. 2, 13, A1, and B2:C7 are the arguments. Parentheses enclose the arguments.
4. Commas separate the arguments.
After you type the first letter of a function name, the AutoComplete list appears.
You can double-click on an item in the AutoComplete list to complete your entry
quickly. Excel will complete the function name and enter the first parenthesis.

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3.3 EXERCISE 1
Functions
The SUM function adds argument values.

1. Open Microsoft Excel.

2. Type 12 in cell B1.
3. Press Enter.
4. Type 27 in cell B2.
5. Press Enter.
6. Type 24 in cell B3.
7. Press Enter.
8. Type =SUM(B1:B3) in cell A4.
9. Press Enter. The sum of cells B1 to B3, which is 63, appears.
Alternate Method: Enter a Function with the Ribbon

1. Type 150 in cell C1.

2. Press Enter.
3. Type 85 in cell C2.
4. Press Enter.
5. Type 65 in cell C3, and Press Enter
6. Choose the Formulas tab.
7. Click the Insert Function button. The Insert Function dialog box appears.
8. Choose Math & Trig in the Or Select A Category box.
9. Click Sum in the Select A Function box.
10.Click OK.
11. The Function Arguments dialog box appears with C1:C3 displayed in the
Number1 field.

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 12. Type C1:C3 in the Number1 field, if it does not automatically appear.
13.Click OK. The sum of cells C1 to C3, which is 300, appears.

3.4 Calculate an Average

You can use the AVERAGE function to calculate the average of a series of numbers.

1. Move to cell A6.

2. Type Average. Press the right arrow key to move to cell B6.
3. Type =AVERAGE(B1:B3).
4. Press Enter. The average of cells B1 to B3, which is 21, appears.

3.5 Find the Lowest Number

You can use the MIN function to find the lowest number in a series of numbers.

1. Move to cell A7.

2. Type Min. Press the right arrow key to move to cell B7.
3. Type =MIN(B1:B3).
4. Press Enter. The lowest number in the series, which is 12, appears.

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3.6 Find the Highest Number

You can use the MAX function to find the highest number in a series of numbers.

1. Move to cell A8.

2. Type Max. Press the right arrow key to move to cell B8.
3. Type =MAX(B1:B3).
4. Press Enter. The highest number in the series, which is 27, appears.

3.7 Count the Numbers in a Series of Numbers

You can use the count function to count the number of numbers in a series.

1. Move to cell A9.

2. Type Count. Press the right arrow key to move to cell B9.
3. Type =COUNT(B1:B3).
4. Press Enter. The number of items in the series, which is 3, appears.

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3.8 Fill Cells Automatically
You can use Microsoft Excel to fill cells automatically with a series. For example, you
can have Excel automatically fill your worksheet with days of the week, months of
the year, years, or other types of series.

3.9 EXERCISE 2
(a) Fill Cells Automatically
The following demonstrates filling the days of the week:

1. Click the Sheet2 tab. Excel moves to Sheet2.

2. Move to cell A1.
3. Type Sun.
4. Move to cell B1.
5. Type Sunday.
6. Select cells A1 to B1.
7. Choose the Home tab.
8. Click the Bold button . Excel bolds cells A1 to B1.
9. Find the small black square in the lower-right corner of the selected area. The
small black square is called the fill handle.
10. Grab the fill handle and drag with your mouse to fill cells A1 to B14. Note how
the days of the week fill the cells in a series. Also, note that the Auto Fill
Options button appears.

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(b) Fill Times
The following demonstrates filling time:
1. Type 1:00 into cell C1.
2. Grab the fill handle and drag with your mouse to highlight cells C1 to C14.
Note that each cell fills, using military time.
3. Press Esc and then click anywhere on the worksheet to remove the
highlighting.
To change the format of the time:
1. Select cells C1 to C14.
2. Choose the Home tab.
3. Click the down arrow next to the number format box . A menu
appears.
4. Click Time. Excel changes the format of the time.

(c) Fill Numbers

You can also fill numbers.

1. Type a 1 in cell D1.

2. Type a 2 in cell D2.
3. Select cells D1:D2
4. Grab the fill handle and drag with your mouse to highlight cells D1 to D14.
5. The cells fill as a series, starting with 1, 2, 3.

Here is another interesting fill feature.

1. Go to cell E1.
2. Type Section 1.
3. Grab the fill handle and drag with your mouse to highlight cells E1 to E14. The
cells fill in as a series: Section 1, Section 2, Section 3, and so on.

3.10 Set Print Options

There are many print options. You set print options on the Page Layout tab. Among
other things, you can set your margins, set your page orientation, and select your
paper size.
Margins define the amount of white space that appears on the top, bottom, left,
and right edges of your document. The Margin option on the Page Layout tab
provides several standard margin sizes from which you can choose.
Paper comes in a variety of sizes. Most business correspondence uses 8 ½ by 11
paper, which is the default page size in Excel. If you are not using 8 ½ by 11 paper,
you can use the Size option on the Page Layout tab to change the Size setting.

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3.11 EXERCISE 3
Set the Page Layout (Margins)

1. Choose the Page Layout tab.

2. Click Margins in the Page Setup group. A menu appears.
3. Click Wide. Excel sets your margins to the Wide settings.
Set the Page Orientation

1. Choose the Page Layout tab.

2. Click Orientation in the Page Setup group. A menu appears.
3. Click Landscape. Excel sets your page orientation to landscape.

Set the Paper Size

1. Choose the Page Layout tab.

2. Click Size in the Page Setup group. A menu appears.
3. Click the paper size you are using. Excel sets your page size.

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3.12 Print
The simplest way to print is to click the Office button, highlight Print on the menu
that appears, and then click Quick Print in the Preview and Print the Document
pane. Dotted lines appear on your screen, and your document prints. The dotted
lines indicate the right, left, top, and bottom edges of your printed pages. To print
from Microsoft Excel, you can proceed as follows:
1. Click on Microsoft Office Button
2. Highlight or point the mouse on Print.
3. Click on Print.
4. In the Name box, under Printer option, choose an appropriate printer.
5. Under the Print Range option, choose appropriate range of pages to be
printed.
6. Under Copies option, choose appropriate number of copies of each page
to be printed.
7. Click on OK when ready.

3.13 EXERCISE 4
Print Preview

1. Click the Office button. A menu appears.

2. Highlight Print. The Preview and Print The Document pane appears.
3. Click Print Preview. The Print Preview window appears, with your document
in the center.

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3.14 EXERCISE 5
Print

1 Click on Microsoft Office Button

2 Highlight or point the mouse on Print.
3 Click on Print. The Print dialog box appears

4. In the Name box, under Printer option, choose an appropriate printer.

5. Under the Print Range option, choose appropriate range of pages to be
printed.
6. Under Copies option, choose appropriate number of copies of each page
to be printed.
7. Click on OK when ready.
This is the end of Section 3. You can save and close your file.

Baderia Global Institute of Engineering and Management Page 28

Section 4: Creating Charts
In Microsoft Excel, you can represent numbers in a chart. On the Insert tab, you can
choose from a variety of chart types, including column, line, pie, bar, area, and
scatter. The basic procedure for creating a chart is the same no matter what type of
chart you choose. As you change your data, your chart will automatically update.
You select a chart type by choosing an option from the Insert tab's Chart group.
After you choose a chart type, such as column, line, or bar, you choose a chart sub-
type. For example, after you choose Column Chart, you can choose to have your
chart represented as a two-dimensional chart, a three-dimensional chart, a cylinder
chart, a cone chart, or a pyramid chart. There are further sub-types within each of
these categories. As you roll your mouse pointer over each option, Excel supplies a
brief description of each chart sub-type.

4.1 Create a Chart

To create the column chart shown above, start by creating the worksheet below
exactly as shown.

After you have created the worksheet, you are ready to create your chart.

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4.2 EXERCISE 1
Create a Column Chart

.
1. Select cells A3 to D6. You must select all the cells containing the data you
want in your chart. You should also include the data labels.
2. Choose the Insert tab.
3. Click the Column button in the Charts group. A list of column chart sub-types
types appears.
4. Click the Clustered Column chart sub-type. Excel creates a Clustered Column
chart and the Chart Tools context tabs appear.
4.3 Apply a Chart Layout
Context tabs are tabs that only appear when you need them. Called Chart Tools,
there are three chart context tabs: Design, Layout, and Format. The tabs become
available when you create a new chart or when you click on a chart. You can use
these tabs to customize your chart.

4.4 EXERCISE 2
Apply a Chart Layout

1. Click your chart. The Chart Tools become available.

2. Choose the Design tab.
3. Click the Quick Layout button in the Chart Layout group. A list of chart layouts
appears.
4. Click Layout 5. Excel applies the layout to your chart.
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4.5 Change the Style of a Chart
A style is a set of formatting options. You can use a style to change the color and
format of your chart. Excel 2007 has several predefined styles that you can use.
They are numbered from left to right, starting with 1, which is located in the upper-
left corner.
4.6 EXERCISE 3
Change the Style of a Chart

1. Click your chart. The Chart Tools become available.

2. Choose the Design tab.
3. Click the More button in the Chart Styles group. The chart styles appear.

4. Click Style 42. Excel applies the style to your chart.

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4.7 Change the Size and Position of a Chart
When you click a chart, handles appear on the right and left sides, the top and
bottom, and the corners of the chart. You can drag the handles on the top and
bottom of the chart to increase or decrease the height of the chart. You can drag
the handles on the left and right sides to increase or decrease the width of the
chart. You can drag the handles on the corners to increase or decrease the size of
the chart proportionally. You can change the position of a chart by clicking on an
unused area of the chart and dragging.

4.8 EXERCISE 4
Change the Size and Position of a Chart

1. Use the handles to adjust the size of your chart.

2. Click an unused portion of the chart and drag to position the chart beside the
data.

4.9 Move a Chart to a Chart Sheet

By default, when you create a chart, Excel embeds the chart in the active
worksheet. However, you can move a chart to another worksheet or to a chart
sheet. A chart sheet is a sheet dedicated to a particular chart. By default Excel
names each chart sheet sequentially, starting with Chart1. You can change the
name.

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4.10 EXERCISE 5
Move a Chart to a Chart Sheet

1. Click your chart. The Chart Tools become available.

2. Choose the Design tab.
3. Click the Move Chart button in the Location group. The Move Chart dialog
box appears.

4. Click the New Sheet radio button.

5. Type Toy Sales to name the chart sheet. Excel creates a chart sheet named
Toy Sales and places your chart on it.

4.11 Change the Chart Type

Any change you can make to a chart that is embedded in a worksheet, you can also
make to a chart sheet. For example, you can change the chart type from a column
chart to a bar chart.

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4.12 EXERCISE 6
Change the Chart Type

1. Click your chart. The Chart Tools become available.

2. Choose the Design tab.
3. Click Change Chart Type in the Type group. The Chart Type dialog box
appears.
4. Click Bar.
5. Click Clustered Horizontal Cylinder.
6. Click OK. Excel changes your chart type.

You have reached the end of Section 4. You can save and close your file.

Baderia Global Institute of Engineering and Management Page 34

Section 5: More on Entering Excel Formulas
This Section looks at more examples of how to enter and execute Excel Formulas.
5.1 The SUMIF Function
Syntax
SUMIF(range,criteria,sum_range)
Range is the range of cells where Excel searches for the criteria that you want
evaluated. Cells in each range must be numbers or names, arrays, or references that
contain numbers. Blank and text values are ignored.
Criteria is the criteria in the form of a number, expression, or text that defines
which cells will be added. For example, criteria can be expressed as 32, "32", ">32",
or "apples".
Sum_range are the actual cells to add if their corresponding cells in range match
criteria. If sum_range is omitted, the cells in range are both evaluated by criteria
and added if they match criteria.

Note: The SUMIF function can be read as:

“Sum or add up sum_range if range meets criteria.”

Example

A B
1 Property Value Commission
2 100,000 7,000
3 200,000 14,000
4 300,000 21,000
5 400,000 28,000
Formula Description (Result)
=SUMIF(A2:A5,">160000",B2:B5) Sum of the commissions for
property values over 160,000
(63,000)
=SUMIF(A2:A5,">160000") Sum of the property values over
160,000 (900,000)
=SUMIF(A2:A5,"=300000",B2:B3) Sum of the commissions for
property values equal to 300,000
(21,000)

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5.2 The AVERAGEIF Function

Returns the average (arithmetic mean) of all the cells in a range that meet a given
criteria.

Syntax
AVERAGEIF(range,criteria,average_range)

Range is one or more cells to average, including numbers or names, arrays, or

references that contain numbers.

Criteria is the criteria in the form of a number, expression, cell reference, or text
that defines which cells are averaged. For example, criteria can be expressed as 32,
"32", ">32", "apples", or B4.

Average_range is the actual set of cells to average. If omitted, range is used.

Note: The AVERAGEIF function can be read as:

“Average average_range if range meets criteria.”

Example: Averaging profits from regional offices

1 A B

2 Region Profits (Thousands)

3 East 45,678

4 West 23,789

5 North -4,789

6 South (New Office) 0

7 MidWest 9,678

8 Formula Description (result)

9 =AVERAGEIF(A2:A6,"=*West",B2:B6) Average of all profits for the

West and MidWest regions
10 (16,733.5)
=AVERAGEIF(A2:A6,"<>*(New Average of all profits for all
Office)",B2:B6) regions excluding new
offices (18,589)

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5.3 The COUNTIF Function

Counts the number of cells within a range that meet the given criteria.

Syntax: COUNTIF(range,criteria)

Range is one or more cells to count, including numbers or names, arrays, or

references that contain numbers. Blank and text values are ignored.

Criteria is the criteria in the form of a number, expression, cell reference, or text
that defines which cells will be counted. For example, criteria can be expressed as
32, "32", ">32", "apples", or B4.

Note: The COUNTIF function can be read as:

“Count frequency or number of times or cells if range contains criteria.”

Remark
You can use the wildcard characters, question mark (?) and asterisk (*), in
criteria. A question mark matches any single character; an asterisk matches any
sequence of characters. If you want to find an actual question mark or asterisk,
type a tilde (~) before the character.

Example 1: Common COUNTIF formulas

A B
1 Data Data
2 apples 32
3 oranges 54
4 peaches 75
5 apples 86
Formula Description (result)
=COUNTIF(A2:A5,"apples") Number of cells with apples in the first
column above (2)
=COUNTIF(A2:A5,A4) Number of cells with peaches in the first
column above (1)
=COUNTIF(A2:A5,A3)+COUNTIF(A2:A5,A2) Number of cells with oranges and apples in
the first column above (3)
=COUNTIF(B2:B5,">55") Number of cells with a value greater than 55
in the second column above (2)
=COUNTIF(B2:B5,"<>"&B4) Number of cells with a value not equal to 75
in the second column above (3)
=COUNTIF(B2:B5,">=32")- Number of cells with a value greater than or
COUNTIF(B2:B5,">85") equal to 32 and less than or equal to 85 in
the second column above (3)

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Example 2: COUNTIF formulas using wildcard characters and handling blank values

A B
1 Data Data
2 apples Yes
3 oranges NO
4 peaches No
5
apples YeS
6
Formula Description (result)
7
=COUNTIF(A2:A7,"*es") Number of cells ending with
the letters "es" in the first
column above (4)
=COUNTIF(A2:A7,"?????es") Number of cells ending with
the letters "es" and having
exactly 7 letters in the first
column above (2)
=COUNTIF(A2:A7,"*") Number of cells containing
text in the first column above
(4)
=COUNTIF(A2:A7,"<>"&"*") Number of cells not containing
text in the first column above
(2)
=COUNTIF(B2:B7,"No")/ROWS(B2:B7) The average number of No
votes including blank cells in
the second column above
formatted as a percentage
with no decimal places (33%)
=COUNTIF(B2:B7,"Yes")/(ROWS(B2:B7)- The average number of Yes
COUNTIF(B2:B7,"<>"&"*")) votes excluding blank cells in
the second column above
formatted as a percentage
with no decimal places (50%)

NOTE You can view the number as a percentage. Select the cell, and then on the
Sheet tab in the Number group, click Percentage Style .

5.4 The IF Function

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Returns one value if a condition you specify evaluates to TRUE and another value if
it evaluates to FALSE.
Syntax
IF(logical_test,value_if_true,value_if_false)

Logical_test is any value or expression that can be evaluated to TRUE or FALSE. For
example, A10=100 is a logical expression; if the value in cell A10 is equal to 100, the
expression evaluates to TRUE. Otherwise, the expression evaluates to FALSE.

Value_if_true is the value that is returned if logical_test is TRUE.

Value_if_false is the value that is returned if logical_test is FALSE.

Remarks: Up to 64 IF functions can be nested as value_if_true and value_if_false

arguments to construct more elaborate tests.

Note: The IF function can be read as:

“If Logical_test then Value_if_true otherwise Value_if_false”

Example

1 A

2 Score

3 45

4 90
78
Formula Description (Result)
=IF(A2<50,"FAIL","PASS") Assigns either a pass or fail
remark to the first score (FAIL)

=IF(A2>89,"A",IF(A2>79,"B", Assigns a letter grade to the

IF(A2>69,"C",IF(A2>59,"D","F")))) first score (F)

=IF(A3>89,"A",IF(A3>79,"B", Assigns a letter grade to the

IF(A3>69,"C",IF(A3>59,"D","F")))) second score (A)

=IF(A4>89,"A",IF(A4>79,"B", Assigns a letter grade to the

IF(A4>69,"C",IF(A4>59,"D","F")))) third score (C)

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5.5 The AND Function

Returns TRUE if all its arguments are TRUE; returns FALSE if one or more argument
is FALSE.

Syntax
AND(logical1,logical2, ...)

Logical1, logical2, ... are 1 to 255 conditions you want to test that can be either
TRUE or FALSE.

Example 1
A B
1 Formula Description (Result)
2 =AND(TRUE, TRUE) All arguments are TRUE (TRUE)
3 =AND(TRUE, FALSE) One argument is FALSE (FALSE)
4 =AND(2+2=4, 2+3=5) All arguments evaluate to TRUE (TRUE)

Example 2
A
1 Data
2 50
3 104
Formula Description (Result)
=AND(1<A2,A2<100) Because 50 is between 1 and 100
(TRUE)
=IF(AND(1<A3,A3<100),A3, "The Displays the second number above,
value is out of range.") if it is between 1 and 100,
otherwise displays a message (The
value is out of range.)
=IF(AND(1<A2,A2<100),A2, "The Displays the first number above, if it
value is out of range.") is between 1 and 100, otherwise
displays a message (50)

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5.6 The FREQUENCY Function

Calculates how often values occur within a range of values, and then returns a
vertical array of numbers. For example, use FREQUENCY to count the number of
test scores that fall within ranges of scores. Because FREQUENCY returns an array, it
must be entered as an array formula.
Syntax: FREQUENCY(data_array,bins_array)
Data_array is an array of or reference to a set of values for which you want to count
frequencies. If data_array contains no values, FREQUENCY returns an array of zeros.
Bins_array is an array of or reference to intervals into which you want to group the
values in data_array. If bins_array contains no values, FREQUENCY returns the
number of elements in data_array.
Remarks
FREQUENCY is entered as an array formula after you select a range of
adjacent cells into which you want the returned distribution to appear.
The number of elements in the returned array is one more than the number
of elements in bins_array.
Example
A B
1 Scores Bins
2 79 70
3 85 79
4 78 89
5 85
6 50
7 81
8 95
9 88
10 97
Formula Description (Result)
=FREQUENCY(A2:A10,B2:B4) Number of scores less than or equal to 70 (1)
Number of scores in the bin 71-79 (2)
Number of scores in the bin 80-89 (4)
Number of scores greater than or equal to 90 (2)

NOTE The formula in the example must be entered as an array formula. After
copying the example to a blank worksheet, select the range A12:A15, press F2, and
then press CTRL+SHIFT+ENTER. If the formula is not entered as an array formula,
there will be only one result in cell A12 (1).

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5.7 The TREND Function

Returns values along a linear trend. Fits a straight line (using the method of least
squares) to the arrays known_y's and known_x's. Returns the y-values along that
line for the array of new_x's that you specify.

Syntax

TREND(known_y's,known_x's,new_x's,const)

Known_y's is the set of y-values you already know in the relationship y = mx + b.

If the array known_y's is in a single column, then each column of known_x's is
interpreted as a separate variable.
If the array known_y's is in a single row, then each row of known_x's is
interpreted as a separate variable.

Known_x's is an optional set of x-values that you may already know in the
relationship y = mx + b.
The array known_x's can include one or more sets of variables. If only one
variable is used, known_y's and known_x's can be ranges of any shape, as long
as they have equal dimensions. If more than one variable is used, known_y's
must be a vector (that is, a range with a height of one row or a width of one
column).
If known_x's is omitted, it is assumed to be the array {1,2,3,...} that is the
same size as known_y's.

New_x's are new x-values for which you want TREND to return corresponding
y-values.
New_x's must include a column (or row) for each independent variable, just as
known_x's does. So, if known_y's is in a single column, known_x's and new_x's
must have the same number of columns. If known_y's is in a single row,
known_x's and new_x's must have the same number of rows.
If you omit new_x's, it is assumed to be the same as known_x's.
If you omit both known_x's and new_x's, they are assumed to be the array
{1,2,3,...} that is the same size as known_y's.

Const is a logical value specifying whether to force the constant b to equal 0.

If const is TRUE or omitted, b is calculated normally.
If const is FALSE, b is set equal to 0 (zero), and the m-values are adjusted so
that y = mx.

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Remarks
You can use TREND for polynomial curve fitting by regressing against the same
variable raised to different powers. For example, suppose column A contains y-
values and column B contains x-values. You can enter x^2 in column C, x^3 in
column D, and so on, and then regress columns B through D against column A.
Formulas that return arrays must be entered as array formulas.
When entering an array constant for an argument such as known_x's, use
commas to separate values in the same row and semicolons to separate rows.
Example
A B C
1 Month Cost Formula (Corresponding Cost)
2 1 $133,890 =TREND(B2:B13,A2:A13)
3 2 $135,000
4 3 $135,790
5 4 $137,300
6 5 $138,130
7 6 $139,100
8 7 $139,900
9 8 $141,120
10 9 $141,890
11 10 $143,230
12 11 $144,000
13 12 $145,290
Month Formula (Predicted Cost)
13 =TREND(B2:B13,A2:A13,A15:A19)
14
15
16
17

NOTE The formula in the example must be entered as an array formula. After
copying the example to a blank worksheet, select the range C2:C13 or B15:B19
starting with the formula cell. Press F2, and then press CTRL+SHIFT+ENTER. If the
formula is not entered as an array formula, the single results are 133953.3333 and
146171.5152.

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5.8 The ZTEST Function
Returns the one-tailed probability-value of a z-test. For a given hypothesized
population mean, μ0, ZTEST returns the probability that the sample mean would be
greater than the average of observations in the data set (array) — that is, the
observed sample mean.
To see how ZTEST can be used in a formula to compute a two-tailed probability
value, see "Remarks" below.
Syntax
ZTEST(array,μ0,sigma)
Array is the array or range of data against which to test μ0
μ0 is the value to test.
Sigma is the population (known) standard deviation. If omitted, the sample
standard deviation is used.
Remarks
If array is empty, ZTEST returns the #N/A error value.
ZTEST is calculated as follows when sigma is not omitted:

or when sigma is omitted:

where x is the sample mean AVERAGE(array); s is the sample standard

deviation STDEV(array); and n is the number of observations in the sample
COUNT(array).
ZTEST represents the probability that the sample mean would be greater than
the observed value AVERAGE(array), when the underlying population mean is
μ0. From the symmetry of the Normal distribution, if AVERAGE(array) < μ 0,
ZTEST will return a value greater than 0.5.
The following Excel formula can be used to calculate the two-tailed probability
that the sample mean would be further from μ0 (in either direction) than
AVERAGE(array), when the underlying population mean is μ0:
=2 * MIN(ZTEST(array,μ0,sigma), 1 - ZTEST(array,μ0,sigma)).

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Example
A
1
Data
2
3
3
6
4
7
5
8
6
6
7
5
8
4
9
2
10
1
11
9
Formula Description (Result)
=ZTEST(A2:A11,4) One-tailed probability-value of a z-test for the data set
above, at the hypothesized population mean of 4
(0.090574)
=2 * MIN(ZTEST(A2:A11,4), 1 - Two-tailed probability-value of a z-test for the data set
ZTEST(A2:A11,4)) above, at the hypothesized population mean of 4
(0.181148)
=ZTEST(A2:A11,6) One-tailed probability-value of a z-test for the data set
above, at the hypothesized population mean of 6
(0.863043)
=2 * MIN(ZTEST(A2:A11,6), 1 - Two-tailed probability-value of a z-test for the data set
ZTEST(A2:A11,6)) above, at the hypothesized population mean of 6
(0.273913)

You have reached the end of Section 5. You can save and close your file.

NOTE: The Excel Functions discussed in Section 5 are only a few of the numerous Excel
Functions available in Microsoft Office 2007. More assistance and exposure can be
obtained through the Microsoft Excel Help (F1)

Baderia Global Institute of Engineering and Management Page 45

 PowerPoint 2010

About the Tutorial

Microsoft PowerPoint is a commercial presentation application written and distributed by
Microsoft for Microsoft Windows and Mac OS X. The current versions at the time of writing
this tutorial are 2010 for Microsoft Windows and 2011 for Mac OS X.

Microsoft PowerPoint is a presentation tool that supports text, shapes, graphics, pictures
and multimedia along with integration with other Microsoft Office products like Excel.

By default, documents saved in PowerPoint 2010 are saved with the .pptx extension
whereas, the file extension of the prior PowerPoint versions is .ppt.

Audience
This tutorial has been designed for computer users who are willing to learn Microsoft
PowerPoint in simple steps and they do not have much knowledge about computer usage
and Microsoft applications. This tutorial will give you enough understanding on MS
PowerPoint from where you can take yourself at higher level of expertise.

Prerequisites
Before proceeding with this tutorial you should have a basic understanding of Computer
peripherals like mouse, keyboard, monitor, screen, etc. and their basic operations.

Copyright & Disclaimer

 Copyright 2018 by Tutorials Point (I) Pvt. Ltd.

All the content and graphics published in this e-book are the property of Tutorials Point (I)
Pvt. Ltd. The user of this e-book is prohibited to reuse, retain, copy, distribute or republish
any contents or a part of contents of this e-book in any manner without written consent
of the publisher.

We strive to update the contents of our website and tutorials as timely and as precisely as
possible, however, the contents may contain inaccuracies or errors. Tutorials Point (I) Pvt.
Ltd. provides no guarantee regarding the accuracy, timeliness or completeness of our
website or its contents including this tutorial. If you discover any errors on our website or
in this tutorial, please notify us at [email protected]
 PowerPoint 2010

Table of Contents
About the Tutorial ............................................................................................................................................ i
Audience ........................................................................................................................................................... i
Prerequisites ..................................................................................................................................................... i
Copyright & Disclaimer ..................................................................................................................................... i
Table of Contents ............................................................................................................................................ ii

PowerPoint 2010 ─ Getting Started................................................................................................................ 1

PowerPoint 2010 ─ Exploring Windows ......................................................................................................... 4

PowerPoint 2010 - Backstage View ........................................................................................................... 8

Accessing Backstage View ............................................................................................................................... 8
Organization of Backstage View ...................................................................................................................... 9

PowerPoint 2010 ─ Creating Presentation .............................................................................................. 11

PowerPoint 2010 ─ Adding New Slides ........................................................................................................ 13

PowerPoint 2010 ─ Adding Text in Boxes.................................................................................................... 17

PowerPoint 2010 ─ Adding New Text Boxes ............................................................................................... 20

PowerPoint 2010 ─ Deleting Existing Slide................................................................................................... 24

PowerPoint 2010 ─ Rearranging Slides ........................................................................................................ 28

Normal View .................................................................................................................................................. 29
Slide Sorter View ........................................................................................................................................... 31

PowerPoint 2010 ─ Adding Slide Notes .................................................................................................. 33

PowerPoint 2010 ─ Managing Sections ................................................................................................... 38

Creating Sections ........................................................................................................................................... 38
Rearranging Sections ..................................................................................................................................... 45
Deleting Sections ........................................................................................................................................... 48

PowerPoint 2010 ─ Working with Outlines .................................................................................................. 49

PowerPoint 2010 ─ Sidebars ......................................................................................................................... 52

PowerPoint 2010 ─ Presentation Views ...................................................................................................... 56

Normal View .................................................................................................................................................. 57
Slide Sorter View ........................................................................................................................................... 58
Reading View ................................................................................................................................................. 59
Slideshow....................................................................................................................................................... 60

PowerPoint 2010 ─ Setting Backgrounds .................................................................................................... 61

PowerPoint 2010 ─ Slide Orientations ......................................................................................................... 67

PowerPoint 2010 ─ Saving Presentation ...................................................................................................... 68

 PowerPoint 2010
PowerPoint 2010 ─ Reviewing Presentation ................................................................................................ 72

PowerPoint 2010 ─ Adding Slide Numbers .................................................................................................. 74

PowerPoint 2010 ─ Adding Header & Footer ............................................................................................... 78

PowerPoint 2010 ─ Running Slideshow........................................................................................................ 82

PowerPoint 2010 ─ Keyboard Shortcuts ...................................................................................................... 84

PowerPoint 2010 ─ Getting Context Help .................................................................................................... 87

EDITING PRESENTATION ............................................................................................................... 89

PowerPoint 2010 ─ Copy & Paste Content .............................................................................................. 90

PowerPoint 2010 ─ Find & Replace Content ................................................................................................ 93

Finding Content ............................................................................................................................................. 93
Replacing Content ......................................................................................................................................... 95

PowerPoint 2010 ─ Undo Edited Changes .................................................................................................... 97

PowerPoint 2010 ─ Spell Check .................................................................................................................. 100

PowerPoint 2010 ─ Content Translation .................................................................................................... 105

PowerPoint 2010 ─ Setting Language Type ................................................................................................ 108

PowerPoint 2010 ─ Duplicating Content .................................................................................................... 113

Cut-Paste Procedure .................................................................................................................................... 113
Copy-Paste Procedure ................................................................................................................................. 116

PowerPoint 2010 ─ Special Characters ....................................................................................................... 118

PowerPoint 2010 ─ Slides Zoom In-Out ................................................................................................. 122

FORMATTING PRESENTATION .................................................................................................... 125

PowerPoint 2010 ─ Font Management ...................................................................................................... 126

PowerPoint 2010 ─ Setting Text Fonts ....................................................................................................... 129

PowerPoint 2010 ─ Text Decoration .......................................................................................................... 133

PowerPoint 2010 ─ Changing Text Case ..................................................................................................... 137

PowerPoint 2010 ─ Changing Text Size ...................................................................................................... 140

PowerPoint 2010 ─ Changing Text Color .................................................................................................... 144

PowerPoint 2010 ─ Text Alignments .......................................................................................................... 149

PowerPoint 2010 ─ Indent Paragraphs....................................................................................................... 151

PowerPoint 2010 ─ Setting Line Spacing .................................................................................................... 154

 PowerPoint 2010
PowerPoint 2010 ─ Borders and Shades .................................................................................................... 157
Applying Borders ......................................................................................................................................... 157
Applying Shades .......................................................................................................................................... 160

PowerPoint 2010 ─ Apply Formatting ........................................................................................................ 163

PowerPoint 2010 ─ Using Slide Master ...................................................................................................... 167

PowerPoint 2010 ─ Saving Design Template .............................................................................................. 172

WORKING WITH MULTIMEDIA ................................................................................................... 177

PowerPoint 2010 ─ Adding Pictures to Slide .............................................................................................. 178

PowerPoint 2010 ─ Editing Added Pictures................................................................................................ 183

Image Adjustments ...................................................................................................................................... 184
Picture Styles ............................................................................................................................................... 184

PowerPoint 2010 ─ Formatting Added Pictures ......................................................................................... 185

Picture Arrangement Features .................................................................................................................... 186
Picture Sizing Features ................................................................................................................................ 187

PowerPoint 2010 ─ Inserting a Screenshot ................................................................................................ 188

PowerPoint 2010 ─ Adding Shapes to Slide ............................................................................................... 192

PowerPoint 2010 ─ Editing Added Shapes ................................................................................................. 195

Insert Shape Features .................................................................................................................................. 196
Shape Styles Features .................................................................................................................................. 196

PowerPoint 2010 ─ Formatting Added Shapes .......................................................................................... 197

Shape Arrangement Features ...................................................................................................................... 198
Shape Sizing Features .................................................................................................................................. 198

PowerPoint 2010 ─ Adding Text to Shapes ................................................................................................ 199

PowerPoint 2010 ─ Arranging Shapes/Images........................................................................................... 201

PowerPoint 2010 ─ Grouping/Ungrouping Objects ................................................................................... 207

PowerPoint 2010 ─ Adding Audio & Video ................................................................................................ 214

PowerPoint 2010 ─ Adding & Formatting Tables ....................................................................................... 221

Table Design Features ................................................................................................................................. 226
Table Format Features................................................................................................................................. 229

PowerPoint 2010 ─ Adding & Formatting Charts ....................................................................................... 233

Chart Design Features ................................................................................................................................. 237

Chart Layout Features ................................................................................................................................. 239
Chart Format Features ................................................................................................................................ 242

PowerPoint 2010 ─ Adding & Formatting SmartArt .................................................................................. 245

SmartArt Design Features............................................................................................................................ 249
SmartArt Format Features ........................................................................................................................... 252
 PowerPoint 2010
PowerPoint 2010 ─ Adding & Previewing Animations ........................................................................... 255

PowerPoint 2010 ─ Adding & Previewing Transitions ............................................................................... 261

SHARING PRESENTATION ............................................................................................................ 265

PowerPoint 2010 ─ Creating a PDF File ...................................................................................................... 266

PowerPoint 2010 ─ Creating a Video File ................................................................................................... 270

PowerPoint 2010 – Creating an Image File ............................................................................................ 275

PowerPoint 2010 ─ Printing Presentation .................................................................................................. 279

PowerPoint 2010 ─ Broadcasting Slideshow .............................................................................................. 281

PowerPoint 2010 ─ Packaging Presentation .............................................................................................. 285

PowerPoint 2010 ─ Setting Document Password ...................................................................................... 288

PowerPoint 2010 ─ Emailing Slideshow ..................................................................................................... 292

 PowerPoint 2010
PowerPoint 2010 ─ Getting Started

In this chapter, we will understand how to get started with PowerPoint 2010. We will
understand how to start PowerPoint 2010 application in simple steps. To access PowerPoint
2010, you must have Microsoft Office 2010 installed in your PC. Only Office 2010 Home
and Student, Home and Business, Standard, Professional and Professional Plus packages
have PowerPoint included in them. Other packages may have a viewer, but you cannot
create presentations with them.

Step 1: Click the Start button.

1
 PowerPoint 2010

Step 2: Click All Programs option from the menu.

Step 3: Search for Microsoft Office from the sub menu and click it.

2
 PowerPoint 2010

Step 4: Search for Microsoft PowerPoint 2010 from the submenu and click it.

This will launch the Microsoft PowerPoint 2010 application and you will see the following
presentation window.

3
 PowerPoint 2010
PowerPoint 2010 ─ Exploring Windows

The following screenshot shows the various areas in a standard PowerPoint file. It is
important to familiarize yourself with these areas as it makes learning and using
PowerPoint easier.

4
 PowerPoint 2010

File Tab
This tab opens the Backstage view which basically allows you to manage the file and
settings in PowerPoint. You can save presentations, open existing ones and create new
presentations based on blank or predefined templates. The other file related operations
can also be executed from this view.

Ribbon

The ribbon contains three components:

 Tabs: They appear across the top of the Ribbon and contain groups of related
commands. Home, Insert, Page Layout are examples of ribbon tabs.

 Groups: They organize related commands; each group name appears below the
group on the Ribbon. For example, a group of commands related to fonts or a group
of commands related to alignment, etc.

 Commands: Commands appear within each group as mentioned above.

Title Bar
This is the top section of the window. It shows the name of the file followed by the name
of the program which in this case is Microsoft PowerPoint.

Slide Area
This is the area where the actual slide is created and edited. You can add, edit and delete
text, images, shapes and multimedia in this section.

5
 PowerPoint 2010

Help
The Help Icon can be used to get PowerPoint related help anytime you need. Clicking on
the "?" opens the PowerPoint Help window where you have a list of common topics to
browse from. You can also search for specific topics from the search bar at the top.

Zoom Options
The zoom control lets you zoom in for a closer look at your text. The zoom control consists
of a slider that you can slide left or right to zoom in or out, you can click on the - and +
buttons to increase or decrease the zoom factor. The maximum zoom supported by
PowerPoint is 400% and the 100% is indicated by the mark in the middle.

6
 PowerPoint 2010

Slide Views
The group of four buttons located to the left of the Zoom control, near the bottom of the
screen, lets you switch between PowerPoint views.

 Normal Layout view: This displays page in normal view with the slide on the right
and a list of thumbnails to the left. This view allows you to edit individual slides and
also rearrange them.

 Slide Sorter view: This displays all the slides as a matrix. This view only allows
you to rearrange the slides but not edit the contents of each slide.

 Reading View: This view is like a slideshow with access to the Windows task bar
in case you need to switch windows. However, like the slideshow you cannot edit
anything in this view.

Notes Section
This sections allows you to add notes for the presentation. These notes will not be
displayed on the screen during the presentation; these are just quick reference for the
presenter.

Quick Access Toolbar

The Quick Access Toolbar is located just under the ribbon. This toolbar offers a convenient
place to group the most commonly used commands in PowerPoint. You can customize this
toolbar to suit your needs.

Slide Tab
This section is available only in the Normal view. It displays all the slides in sequence. You
can add, delete and reorder slides from this section.

7
 PowerPoint 2010
PowerPoint 2010 - Backstage View

In Office 2010, Microsoft replaced the traditional file menu with the new Backstage view.
This view not only offers all the menu items under the file menu, but additional details
which makes management of your files a lot easier.

Accessing Backstage View

You can access the Backstage view simply by clicking on the File tab. You can exit this
view by clicking on any tab (including the File tab again). You can also press the 'Esc'
button on the keyboard.

8
 PowerPoint 2010

Organization of Backstage View

The backstage view has three sections or panes.

 First Pane: This is the commands pane which consists of all the commands you would
typically find in the file menu of older versions. You also have the Options menu which
lets you edit the options on the program like customizing the ribbon.

Various commands under the first pane are described in the table below:

Command Description

Save This allows you to save a new file or an existing file in

standard format. If you are working on a previously saved
file this will save the new changes in the same file format. If

9
 PowerPoint 2010

you are working on a new file, this command would be similar

to the Save As command.

Save As Allows you to specify the file name and the file type before
saving the file.

Open Allows you to open new PowerPoint files.

Close Allows you to close an existing file.

Info Displays the information about the current file.

Recent Lists series of recently viewed or edited PowerPoint files.

New Allows you to create a new file using blank or pre-defined

templates.

Print Allows you to select the printer settings and print the
presentation.

Save & Send Allows you to share your presentation with larger audience
via emails, web, cloud services, etc.

Help Provides access to PowerPoint Help.

Options Allows you to set various options related to PowerPoint

program.

Exit Closes the presentation and exits the program.

 Second Pane: This is the subcommands pane. This will list all the commands
related to the main command you choose in the first pane. For example, if you
select Print in the first pane, you get to choose the printer and adjust the print
settings in the second pane.

 Third Pane: This is the preview or file information page. Depending on the
command and the subcommand you select, this pane will either display the
properties of the file or give you a preview of the file.

10
 PowerPoint 2010
PowerPoint 2010 ─ Creating Presentation

PowerPoint offers a host of tools that will aid you in creating a presentation. These tools
are organized logically into various ribbons in PowerPoint. The table below describes the
various commands you can access from the different menus.

11
 PowerPoint 2010

Menu Category Ribbon Commands

Home Clipboard functions, manipulating slides, fonts, paragraph

settings, drawing objects and editing functions

Insert Insert tables, pictures, images, shapes, charts, special texts,

multimedia and symbols

Design Slide setup, slide orientation, presentation themes and

background

Transitions Commands related to slide transitions

Animations Commands related to animation within the individual slides

Slideshow Commands related to slideshow set up and previews

Review Proofing content, language selection, comments and comparing

presentations

View Commands related to presentation views, Master slides, color

settings and window arrangements

Besides these depending on the objects selected in the slide, there are other menu tabs
that get enabled.

12
 PowerPoint 2010 ─ Adding New Slides PowerPoint 2010

In this chapter, we will understand how to add new slides in an existing presentation. Here
are the steps that allow you to insert a new slide in the deck:

Step 1: Right-click in the Navigation Pane under any existing slide and click on the New
Slide option.

13
 PowerPoint 2010

Step 2: The new slide is inserted. You can now change the layout of this slide to suit your
design requirements.

Step 3: To change the slide layout, right-click on the newly inserted slide and go to the
Layout option where you can choose from the existing layout styles available to you.

14
 PowerPoint 2010

You can follow the same steps to insert a new slide in between existing slides or at the
end on the slide list.

When we insert a new slide, it inherits the layout of its previous slide with one exception.
If you are inserting a new slide after the first slide (Title slide), the subsequent slide will
have the Title and Content layout.

You will also notice that if you right-click in the first step without selecting any slide the
menu options you get are different, although you can insert a new slide from this menu
too.

15
PowerPoint 2010

16
 PowerPoint 2010 ─ Adding Text in Boxes PowerPoint 2010

PowerPoint allows users to add text to the slide in a well-defined manner to ensure the
content is well distributed and easy to read. The procedure to add the text in a PowerPoint
slide is always the same - just click in the text box and start typing. The text will follow
the default formatting set for the text box, although this formatting can be changed later
as required. What changes is the different kinds of content boxes that support text in a
PowerPoint slide.

Given below are some of the most common content blocks you will see in PowerPoint.

Title Box
This is typically found on slides with the title layout and in all the slides that have a title
box in them. This box is indicated by "Click to add title".

17
 PowerPoint 2010

Subtitle Box
This is found only in slides with the Title layout. This is indicated by "Click to add
subtitle".

Content Box
This is found in most of the slides that have a placeholder for adding content. This is
indicated by "Click to add text". As you can see, this box allows you to add text as well
as non-text content. To add text to such a box, click anywhere on the box, except on one
of the content icons in the center and start typing.

18
 PowerPoint 2010

Text Only Box

This is not a default content box available in PowerPoint, but you can create it using Slide
Master, if required. This is also indicated by "Click to add text". The only difference
between the Text Only Box and the Content Box is that the former only supports text
in the content area.

19
 PowerPoint 2010
PowerPoint 2010 ─ Adding New Text Boxes

This chapter will teach you how to add new text boxes in a slide. Most of the standard
layouts come with the text box option. As mentioned in the previous chapter, text boxes
will have "Click to add text" as the default text. Here are the steps to add new text boxes
in slide.

Step 1: Click on the Text Box icon in the Home ribbon under the Drawing section.

20
 PowerPoint 2010

Step 2: You will get the insert text box cursor that looks like an inverted cross.

Step 3: Click to insert a text box. You can now start typing directly into the text box.

21
 PowerPoint 2010

Step 4: Alternately, you can click and drag the cursor without releasing the click to
create a text box.

22
 PowerPoint 2010

The size of the text box can be adjusted by selecting one of the edges marked by squares
or corners marked by circles.

23
 PowerPoint 2010
PowerPoint 2010 ─ Deleting Existing Slide

There are times while building a slide deck, you may need to delete some slides. This can
be done easily from PowerPoint. You can delete the slides from the Normal view as well
as the Slide Sorter view. In each view, you can delete the slides in two ways.

Deleting from Normal View

Step 1: Go to the Normal view.

24
 PowerPoint 2010

Step 2: Right-click on the slide to be deleted and select the Delete Slide option.

Alternately, you can select the slide and press the Delete button on your key board.

25
 PowerPoint 2010

Deleting from Slide Sorter View

Let us now understand how to deleted slides from the Slide Sorter View.

Step 1: Go to the Slide Sorter view.

26
 PowerPoint 2010

Step 2: Right-click on the slide to be deleted and select the Delete Slide option.

Alternately, you can select the slide and press the Delete button on your key board.

27
 PowerPoint 2010
PowerPoint 2010 ─ Rearranging Slides

Rearranging slides is important when it comes to organizing the overall presentation flow.
While it is vital that you get the right content in every slide, it is equally important that
you are able to present them in a format that makes it easier for the audience to
understand the content too; most times this will require rearranging the slides.

You can rearrange slides from two views in PowerPoint - Normal View and Slide Sorter
View. Given below are the steps to rearrange slides from different views.

Normal View
Step 1: Select the slide to be moved

Step 2: Left click on the slide and drag it to the position in the sequence where you want
to place it. PowerPoint will indicate the insert position with a line in-between existing slides.

28
 PowerPoint 2010

Step 3: When you get to the right position release the left click button to insert the slide.
Alternately you can also cut the selected slide and paste it back in the sequence as shown
below.

29
 PowerPoint 2010

Slide Sorter View

Let us now understand how the Slide Sorter View works.

Step 1: Select the slide to be moved.

Step 2: Left click on the slide and drag it to the position in the sequence where you want
to place it. PowerPoint will indicate the insert position with a line in-between existing slides.

Step 3: When you get to the right position, release the left click button to insert the slide

Alternately you can also cut the selected slide and paste it back in the sequence as shown
below.

30
PowerPoint 2010

31
PowerPoint 2010

32
 Microsoft Outlook
Advanced

Baderia Global Institute of

Engineering and Management

Baderia Global Institute of Engineering and Management 1

THE CALENDAR

The Basics
The Calendar feature of Outlook allows the user to schedule appointments,
meetings and events. It is therefore a handy tool, assisting with time management
and general work practices. Your calendar can be shared with a colleague or
colleagues which means that they will be able to see your availability for meetings
etc. if you are absent. The calendar is listed in Outlook‟s folder list. Once you
have selected calendar from the Folder List, a screen something like the following
will appear (the Calendar may look slightly different due to individual setups):

Date
Navigator

Appointment
Slots

Time Slots

Tasks

Quick Links Tasks

Time Slots
Time Slots show the hours of the day, with each full hour numbered. The default
Time Slots for working hours are bright yellow, and non-work hours are shaded a
darker yellow.

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Baderia Global Institute of Engineering and Management 3
Appointment Slots
Appointment Slots on the Calendar show your appointments and meetings. A
Calendar item indicates whether the item refers to an appointment or a meeting,
whether the appointment or meeting is recurring, whether it is private and whether
you've set a reminder. The Calendar item also gives you information about the
subject, the location and the duration of the appointment or meeting.

This symbol indicates that a reminder for the appointment or meeting has
been set.

A recurring appointment or meeting.

A meeting (an appointment has no symbol)

Using the Date Navigator

The Date Navigator is used to view from one to several months at a glance. Dates
that are bold indicate that an appointment or meeting has been made on that
particular date. Navigate to a date by clicking on the desired month and date in
the navigator. Use the scroll arrows to jump months ahead or back. Outlook
places a square around the date currently being viewed in the Calendar.

The diagram below shows the Date Navigator displaying two months at a time.
The amount of months showing depends on how wide you have allowed the pane
to be – drag on the border between the pane showing the months and the pane
showing the calendar slots to alter.

Scroll arrow
Month

Yellow indicates the

current week. The red
square indicates the
current day.

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Hints
 Click on the month title to reveal a list of months from which you can
navigate quickly to by selecting them with the mouse.

 To return to today‟s date use the TODAY icon on the toolbar.

Viewing the Calendar

The default Calendar view is the Day/Week/Month view. This can be changed by
using the buttons shown below. You can choose between four time spans: Day,
Work Week (5 day week), Week (7 day week) or Month. Select the time span
shown by clicking on the appropriate icon on the toolbar. (The TODAY icon will
return to a view which includes the current date)

Creating a New Appointment

Create a new appointment by one of the following methods:

1. Click on the CALENDAR button on the Outlook QUICK LINKS, then select
the NEW icon from the toolbar; or

2. While you are in Calendar view, double click on the desired time slot or the
appointment slot, a new appointment window will open (the times can be
adjusted once you are in the appointment window.

Or double
click on a
new time slot
Either click on
„New‟

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The following window appears:

Fill in the appropriate areas of the window, setting the starting and ending times
and dates as you go. Make sure the text in the subject dialog box is descriptive as
this is what shows in your calendar.

The reminder time is set by clicking on the drop down box and
selecting a time.

Reminder Times

After all settings have been made, click on the „SAVE AND
CLOSE‟ icon on the Standard toolbar.

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Recurring Appointments
To create a recurring appointment, click on the
RECURRENCE icon.

The APPOINTMENT RECURRENCE dialog box appears.

In this window you can choose the time for your meeting as well as how often you
want it to happen, and when you want the recurrence to end.

Make the necessary changes and click on OK when you finish.

Hint: If you are setting a recurring appointment for a long period of time and one
occurrence needs to be cancelled (for example, if you have a Monday
appointment for the next 12 weeks, and a public holiday falls due in this time), it is
quicker to set the whole range of dates and then delete the one you don‟t require
when you are back in Calendar view, than it is to set two ranges of dates, avoiding
the unwanted day. You will be asked do you want to delete the whole series, or
just the one. Make sure you select the correct option.

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Meeting Requests
Outlook gives you all the tools required to investigate the availability of staff who
you would like to invite to a meeting. You can send an email invitation to a
meeting upon which Outlook will add an entry to both yours and their calendar.
This entry will be marked as TENTATIVE in the staff member‟s calendar until they
either accept or decline the meeting.

If you are the organiser of the meeting (the originator of the meeting), you will be
able to track acceptances and non-acceptances by looking at your meeting
appointment.

You can add further attendees at a later date and inform them of the meeting
without having to send an email to everyone.

Creating a basic meeting request

There are a few ways to create a new meeting request.

1. Select CALENDAR from the Outlook QUICK LINKS, ensure you are in the
correct day. Select the desired appointment slot and then click on the drop
down arrow next to the NEW icon and select MEETING REQUEST from the
list; or

2. Use the keyboard shortcut – CTRL+SHIFT+Q; or

3. Select CALENDAR from the Outlook FOLDER LIST, ensure you are in
the correct day. Select the desired appointment slot and then click on
the NEW icon.

Filling out the meeting details is very much the same as making an appointment
for yourself except that you have an extra dialog box where you enter the email
addresses of the invitees. There is also an extra tab called SCHEDULING which
is used to ascertain the availability of the attendees.

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To invite people to your meeting choose the Scheduling option and then you will
have the screen shown below and by clicking on „Add Others” you can invite
whoever you would like to attend by selecting their email addresses from the
Global Address Book. See below:

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Each person who has been invited will receive an invitation. Once they have
received the invitation they will have a few options. These are:

Accept – which will notify you that they can attend and put an entry into both your
diary and their diary?

Decline – This will send a message back to you to tell you that they cannot attend
the meeting

Tentative – Which will send a message to you informing you that they are not yet
sure they can attend but will tentatively accept your invitation

Propose new time – Will tell you that the invitee cannot attend at the time
specified but would like to suggest an alternative time

Creating New Contacts

You will notice on your folder list an entry titled ‘Contacts’. This is set up for you to
easily add email addresses of people outside the University who you may need to
contact on a regular basis or whose email address and details you would like to
keep for future reference.

If you have received an email from someone and would like to add a new contact
entry for them you will just need to drag and drop their email into the contact
folder, alternatively you can just open the ‘New Contact’ window and add them
manually.

To add a new contact manually

Go to ‘New’, Click on ‘Contact’ and you will see this screen

Baderia Global Institute of Engineering and Management 10

Fill in all the information required and you will have made yourself a new ‘contact’.

To see your contacts click on „Contacts‟ in your folder list and the following screen
will open.

To send a new message to one of your contacts from this list you need to ‘right
click’ on the contact and you will get the following options. You can send a new
message from this list of options.

Then click here

Right click here

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Drag and Drop
If you receive an email from someone whom you would like to add to your
‘Contacts’ list then you have the option to add them by using the ‘drag and drop’
function. What this means is that you can just drag the email entry into your
contacts folder and Outlook will automatically add an entry for them, including the
original email for future reference. The original email will still remain in your
‘inbox’ for you to deal with.

Tasks
The task feature in Outlook allows you to enter individual activities or items of work
which you are required to undertake, similar to a „To do‟ list. Tasks allows you to
keep track of the important things you need to do or follow up which may not
require a full calendar entry. You can also assign tasks to other people by sending
them a task.

Creating New Tasks

Creating a new task is very similar to creating a new meeting request or calendar
item. You need to click on ‘Tasks’ in your folder list. See below:

Tasks

A blank „Task‟ window will now open and you can fill in the details of your task.
See below:

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Creating Folders
To create new folders Click on „New‟, then choose „Folder‟.

To create a new sub folder in your inbox, right click on your inbox and select „New
Folder‟. You can give your folder a name in the resulting „Create New Folder‟
window. Then select „OK‟ and your new folder will file alphabetically under the
„Inbox‟ folder.

Give your folder a name here

Select „New Folder‟

Mail Format
In mail format you will find information to alter your Message Format, change your
stationery and fonts and add a signature to your emails.

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You just need to go into tools/options/mail format and access the area you need
and either create what you require or make the necessary changes.

Field Chooser
You can choose the way you would like your incoming mail to look. The usual
format is ‘From, subject, and date received’. The grey area above the
Information Viewer area is known as the ‘Folder Banner’. This displays the name
of the currently open folder. By using your right mouse button in the information
bar directly below this you will get a menu which looks like this:

Information Bar –
right click here

Customize current
view

From this menu you will need to choose the ‘Customize Current View’ option and
you will see this screen:

Fields
tab

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 If you choose the „Fields‟ tab you will see the following list of options and you can
choose which fields you would like to see in your incoming mail folder:

Then click
on OK

Choose your
options here
and click
„Add‟

You need to choose the available fields from the left column and add them to the
right column. You can choose the order you would like to see them by dragging
and dropping within the list.

RULES

Adding a rule in Outlook

You can set up „Rules‟ in your Microsoft outlook program to organise the way
messages are handled once they are delivered to your mailbox. To do this you will
need to use the „Rules Wizard‟. You will find the rules wizard by selecting „tools‟
from the ribbon and then selecting „Rules and Alerts‟ from the resulting drop down
list.

Tools

Rules and
Alerts

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The next step is to select „New Rule‟ from the top of the resulting
window. The „Rules Wizard‟ window will then open and this is where you start to
select the conditions for your new rule.

The first section of your „Rules Wizard‟ window has a list of some rules which you
may wish to activate for your own use. This section is Step 1. Select a template.
There is also a section where you can make your own rule.

Step 1.
Select a Template

The next step is to choose an option from this list. Once you have chosen an
option you can move on to Step 2 from the bottom of the window. This step gives
you the ability of when and how you apply the rule. In the following example I have
chosen the first option from Step 1. This option is – „Move messages from
someone to a folder‟.

Selected option

Step 2 is at the bottom of the window. The options in Step 2 change according to
the selection you have made in Step 1. This example shows the options for the
selection above. You will see that some of the text is „hyperlinked‟, this means that
you can click on it and it will open another window from where you can choose
your options.

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 Options showing
hyperlinks

If you choose the „people or distribution list‟ hyperlink the Outlook address book
will open and you can choose either a person or distribution list from your options.
If you choose the „specified‟ hyperlink your folder list will display and you can
choose which folder you would like your messages delivered to.

Once you have made your selections from these options click on „Next‟ at the
bottom of the window. You will then have the option to put specific conditions and
exceptions on your rule. Click on „Next‟ and you will be able to give your rule a
name, run the rule, and Turn it on or off.
Click on „Finish‟ and your rule will be in effect.

If you choose the „Start from a blank rule‟ option you can make your own rule from
the options presented.

Create your rule

here

Make your selections from the menu and keep choosing „Next‟ until you have set
all the conditions for your rule.

SHARING
Sharing Mail and Calendars
These instructions are for sharing your mailbox, email folders and other MS
Outlook items such as calendars and tasks.

Sharing Outlook items with other users involves three steps:

1. Setting up permission for a user to access your Outlook Today which is the
top level of your mailbox. This step includes making sure that this top level
is visible to the other user.

2. Setting up permission for the actual folders or tasks in your mailbox that you
wish others to access. This includes specifying the level of access they are
allowed to have.

3. Finally, after granting permissions, making sure that the user you are setting
up accepts the permission you have granted, and that they decide whether
to:

Baderia Global Institute of Engineering and Management 17

 a) access your information on an „as needs basis‟; or

b) have your folder(s) on view all the time, in the same way as they view
their own information.

Note: If you are being set up to view someone else‟s folder(s), it is a good idea to
have the FOLDER LIST showing. To turn this on, when you have opened MS
Outlook, click on the VIEW menu and select FOLDER LIST.

Setting up permission for a user to access Outlook on

your behalf:
1 Open Microsoft Outlook.

2. Right Mouse click on the Mailbox

folder

3. Select PROPERTIES FOR

“Mailbox” option from the shortcut
menu.
Right click here

Select „Properties
for mailbox

4. When the PROPERTIES dialog

box opens, select the
PERMISSIONS TAB.
Permissions
tab

Click on the
ADD button to
add users

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 5. Click on the ADD button to add the logon ID of the person you wish to share
your MS Outlook folders with. The ADD USERS dialog box will open.

Type in the first

2 or 3 letters of
the user‟s
The name
name
should appear
in the list here

Select the user

you require and
click on ADD

6. In the „TYPE NAME OR SELECT FROM LIST‟ text box, type the first two or
three letters of the person you wish to add. When you see their name in the
NAME list, either double click on it or click on the ADD button. The name
should then appear in the ADD USERS list on the right hand side of the
dialog box. Click on OK to finalise this step.

7. You will be returned to the PROPERTIES dialog box. You should be able
to see the person‟s name in the NAME box. To make sure that the user will
be able to see your Outlook Today, click on the FOLDER VISIBLE option.
Change the Permission level to NONE.

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 Select „Folder
Visible‟ here

8. Click on OK – the PROPERTIES dialog box will close.

Setting up permission for specific folders or features in

Outlook
1. If setting up your Inbox for another user to access, right mouse click on your
Inbox and select PROPERTIES. The INBOX PROPERTIES dialog box will
open.

2. Click on the PERMISSIONS tab.

3. Click on the ADD button to add a user, in the same way you added a user in
steps 5 and 6 of the previous section. Their name will appear in the NAME
text box.

4. Make sure the FOLDER VISIBLE option is enabled. This will let people see
your Inbox in their Folder List.

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 Select
„Permissions‟

Click on
the ADD View different
button to „Permission
add users Levels‟ here

Make sure you

select „folder
Visible‟

5. Select the different options required, to see what the options are, click on
the drop down menu next to ‘Permission Level’. The different Permission
Levels are described below:

With this You can

permission level (or
role)
Owner Create, read, modify, and delete all items and files, and
create subfolders. As the folder owner, you can change
the permission levels others have for the folder. (Does not
apply to delegates.)
Publishing Editor Create, read, modify, and delete all items and files, and
create subfolders. (Does not apply to delegates.)
Editor Create, read, modify, and delete all items and files.
Publishing Author Create and read items and files, create subfolders, and
modify and delete items and files you create. (Does not
apply to delegates.)
Author Create and read items and files, and modify and delete
items and files you create.
Contributor Create items and files only. The contents of the folder do
not appear. (Does not apply to delegates.)

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Reviewer Read items and files only.
Custom Perform activities defined by the folder owner. (Does not
apply to delegates.)
None You have no permission. You can't open the folder.
Excerpt from MS Outlook Help

6. After setting up the Inbox, right mouse click on any subfolders that you wish
to grant access to and repeat steps 2-5. You can only do one folder at a
time.

Viewing folders and tasks which have had permissions

granted on them
This step accepts the permissions that have been set up for a user.

1. Have the person you have set up permission for, go to their computer and
in MS Outlook, right mouse click on Mailbox. If you have been set up by
someone else, you will do these steps on your own computer to be able to
view their information.

2. Select the „Properties for Mailbox‟ option from the shortcut menu. The
PROPERTIES dialog box will open.

Properties
for Mailbox

3. On the GENERAL tab, locate and click on the ADVANCED button.

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 „General‟
Tab

„Advanced‟

4. The MICROSOFT EXCHANGE SERVER dialog box will open. Locate and
click on the ADVANCED tab, then click on the ADD button.

Click on „Add‟

„Advanced‟

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5. The ADD MAILBOX dialog box opens. Type in the logon ID of the person
who‟s mailbox you are trying to add and click on OK.

6. You will be returned to the MICROSOFT EXCHANGE SERVER dialog box.

The user‟s name should now appear in the MAILBOXES list.

7. Click on OK twice to close this and the PROPERTIES dialog box.

8. The user should now be able to see the folders, in their folder list, that they
have been given permission to access,.

NOTE: You can set up other MS Outlook folders, for example, a Calendar, in the
same way.

Viewing a folder or calendar on an ‘as needs basis’

Should you only wish to view a folder or calendar once in a while, i.e. you do not
wish to have it on permanent view, follow these steps:

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 1. Click on File, Open, Other Users Folder.

Other User‟s
folder

2. In the „Open Other User‟s Folder‟ dialog box, type in the logon ID of the
person.

3. In the FOLDER drop down list, select the folder or task you wish to open.

Select Folders
here

4. After clicking on OK, the calendar, folder etc you specified should open.

NOTE: You cannot view subfolders in this way, only the main folders. And you
need to have been given permission to access these folders before you can
open then

Removing Users
To remove a user‟s access that you have previously given, go back into each
folder or object‟s PROPERTIES dialog box, click on the PERMISSIONS tab and
then use the REMOVE button to remove the user‟s access. If removing from the
Inbox, remember that each subfolder the user had access to must also have its
permissions removed. For example:

A user has been given access to a subfolder called “Correspondence” under the
Inbox:

1. Right mouse click on the Correspondence subfolder;

2. Select PROPERTIES from the Shortcut menu.

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3. Click on the PERMISSIONS tab

4. Highlight the user‟s name

Select user here

Select „Remove‟

5. Click on the REMOVE button

6. Click on OK to finalise the steps.

7. Remove the user‟s access from the Inbox by right mouse clicking on the
Inbox folder and repeating steps 2-6 above;

8. Remove the user‟s access from OUTLOOK TODAY by right mouse clicking
on OUTLOOK TODAY in the mailbox, selecting PROPERTIES FOR
“OUTLOOK TODAY” from the shortcut menu then following steps 3-6
above.

Removing someone’s folder from your mailbox

If your access to someone else‟s folder is removed, you will have to follow these
steps to remove the instructions that were setup to allow you to see their folder:

1. Right mouse click on OUTLOOK TODAY;

2. Select PROPERTIES FOR “OUTLOOK TODAY” from the shortcut menu;

3. On the GENERAL tab, select the ADVANCED button.

4. In the MICROSOFT EXCHANGE SERVER dialog box, select the

ADVANCED tab.

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 Select the user
then click on
„Remove‟

5. Select the user‟s name from the „Mailboxes‟ text box, then click on the
„Remove‟ button.

6. Confirm that you want to remove the user (click on the YES button)

7. Click on OK twice to finalise the procedure.

JUNK MAIL

What is ‘Junk Mail’?

„Junk email is unwanted marketing material, advertisements, sales pitches, and
product descriptions; junk email often advertises questionable products and/or
services and uses nonsensical filler to try to get past firewalls and virus checking
software‟.

Most junk email at CSU is stopped by the Sophos scanning software before it is
delivered to your mailbox. Some messages which are not „Junk‟ are delivered to
your junk email folder from time to time. This happens with „Scanned‟ documents.

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Scanned documents in ‘Junk’
If you scan a document and send it to yourself if will often deliver directly to the
Junk folder. Always check your junk email folders when you should have received
a message and it has not arrived.

You cannot open an attachment or hyperlink from a message in your junk folder.
To open any attachments from these messages you should move the message
back to the inbox by clicking and dragging it.

‘Safe Senders List’

If you have a problem with messages from certain senders going to the Junk Email
folder then you can add them to the „Safe Senders List‟. Any message from that
sender in the future will automatically go directly to the Inbox without being filtered
out. To add a user to the „Safe Senders List‟ follow these steps:

Right click on the message when it is

showing in the folder

Select „Junk E-mail‟

Junk E-mail

From the resulting menu select „Add Sender to Safe Senders List‟

Add Sender to Safe

Senders list

This will ensure that any future messages from that sender will go to the Inbox.

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Blocked Senders List
You will also see that from this menu you can add people to a „Blocked Senders
List‟ by following the same steps and selecting „Add Sender to Blocked Senders
List‟ from the options available on this window.

Other Options for Junk Mail

Other options include:

 Add sender‟s domain to Safe Senders List – what this means is that by
adding the domain any future emails coming from anyone within that
domain will automatically go to your inbox, [email protected]

 Add recipient to Safe Recipients List – if you are a member of a „Listserve‟

and a message is sent to that listserve the message sent to the „Listserve‟
will not be treated as „Junk‟ email and will be delivered to your email
account. If you have received a message at any time from a listserve and it
has been delivered to your Junk folder you should right click on the
message and add the listserve as a „Safe Recipient‟. A „Listserve‟ is like a
distribution list.

 Mark as „Not Junk‟ – sometimes messages come repeatedly and go into

your Junk Email folder. If you right click on it and mark it as „Not Junk‟ you
will get a popup appearing informing you that the message is being moved
back to your Inbox

 Junk E-mail options – when you select this option a window will open with
lots of options for you to select to deal with your Junk email. It looks like
this:

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More about Safe Senders
Email addresses that are listed in your „Contacts‟ folder are considered safe by the
Junk Email filter if the „Also trust e-mail from my Contacts’ check box is
selected (the default setting). However, you might also sometimes send e-mail to
recipients who are not listed in your Contacts. Such recipient addresses are not
considered safe by default. If you want these addresses to be considered safe, do
the following:

Right click on your message or select „Tools‟, „Options‟, „Preferences‟, „Junk E-

mail‟:

Select
Preferences

Choose Junk E-mail

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From the „Junk E-mail Options window select the „Safe Senders‟ tab and then
select „Also trust e-mail from my Contacts‟. Then click on OK.

Choose Safe Senders

Click here

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